Quotemaster Viewer

This viewer enables sales quotes to be created and maintained. It may be also be used to update quotes generated from CRMAnywhere or TechAnywhere (see Quotes Generated by TechAnywhere ).

A quote may contain multiple options. Each of the lower tabs has an ‘Option Code’ field. All detail lines having the same Option Code are tied together in that they pertain to the same Quote Option.

When a quote is initially created, all options default to Open. When the customer approvals one or more options on a quote, the QuoteMaster Approval Wizard can be invoked which will enable the user to automatically generate the appropriate work orders and purchase orders needed to complete the work.

Usage:

To ‘clone’ an existing quote, enter the word new in the quote id of an existing quote and tab out of the field: a new quote is generated with the following changes implemented:

On the Main tab, the WO Id and Job Id are cleared.
On the Scope tab, set all options to Open, clears the WO Id and Job Billing Id (if they exist) and the Equipment Id, as well as the Opened, Accepted, Approved and Declined Fields.
On the Inventory Tab, clear the PO Id and Vendor Quote No.
On the Material Tab, clear the PO Id and Vendor Quote No.
On the Subcontractor Tab, clear the PO Id and Vendor Quote No.
On the Notes tab (header info) set the Status to Open, Status Category to Active, and Status date to today.

The new quote may now be edited. To change the Site, do the following:

1. Blank the WorkOrder Id and Job fields (if completed)
2. Blank the Equipment Id in all Scope Lines.
3. Enter the Site Id the new Quote is for.
4. Enter the appropriate Equipment Id for that Site on all Scope lines.

The system will assign the appropriate Quote Id when the record is saved.

Approval Wizard Failures: If a WO o PO fails to be generated, the software displays a message box and writes the errors as .txt files to the directory defined by the dbreportfiles registry id.

Scope Option Must Be Open to Allow Changes (unless registry enabled)
The system disallows changes to any scope lines and any associated lines if the status is set to Printed, Accepted, Approved or Declined (the user must change status to Open to make changes). A registry option may be enabled to allow changes to Accepted options (see Registry Quotemaster (sys-viewer-vqte) .

Accounting Periods: A Default Accounting Period should be defined and maintained if Purchase Orders are to be created or updated from Quote Master. When generating the PO, the system

1. Uses the default Accounting Period (if it exists),
2. If no default exists, it uses the 'first' active period with today's date in the date range.
3. If both of the above fail, the Wizard warns the user, and the PO post fails.

Initial Setup Considerations
The Quote Recap and Quote Form reports must be imported into your database in order to use the full capability of QuoteMaster. Contact your support representative for details. A User-defined function, RQTERCP, must be created which references the recap report RQTERCP1. This report will be invoked when the View Recap button is printed.

Material Requisitioning
If the registry option UseQuoteRequiredResources is set to true in sys-ffv-global-settings, the system will use the following rules when generating Work Orders/PO’s from Quotes:

If a Vendor is not specified in an Inventory or Subcontractor line, the regular Quotemaster processing will occur AND lines will be written to the Required Resource Tab.

If a Vendor is specified on the Inventory or Sub tabs, the applicable purchase orders will be created and these lines will NOT be written to the Required Resource tab.

Registry Entries:

Screen Organization:

The tabs in the upper section of this screen organize the primary quote information. These fields are listed below under their respective tabs. Click on one of the following link to jump to the description.

The lower section of the screen displays the quote's 'child' tables. Click on a link to see detailed information:

Upper Section: Important Fields

Quote Id:
A unique Id for this Quote. This field is automatically generated by the system when you click the Add Record button to create a new Quote.

Description:
This optional field may be used to briefly describe the Quote, or display other pertinent information. If this Quote was submitted from Techanywhere, this field lists how the problem was found (Unit Down, PM Visit or Service Call) and the Tech Id of the Tech submitting the Quote.

Submitted By:
This optional field may be used to record the submitter's name or initials.

Estimator Id:
This field specifies the Estimator responsible for this Quote (optional); it defaults from the Quote's Job record anytime the Job is changed (by direct edits to the Job Id or by changing the Work Order Id).

Expiration Date:
This field indicates the last day on which the customer can accept the quote. This field is available for reporting purposes, but NO warnings or validations are performed relative to approving options.

WorkOrder Id:
If this quote is being generated in response to a Work Order, enter the Work Order Id. When you do so, the Site Id, Tax Group and Status, Sales Rep, and Rate Schedule (from the associated Job record) will default in. A Work Order may be used as the source Work Order on multiple Quotes.

You are not allowed to select an Archived Work Order as the source Work Order. The system prevents WO’s flagged as Credit Hold from being used as a source work order. A user with Credit Manager permissions must edit a Work Order to remove it from the Credit Hold status.

Closed Work Orders may only be specified if a registry setting is in effect. The Quote Approval wizard requires the use of the New WO option when the Quote's main WO is a closed WO; it will not allow the user to select a closed WO.

Job Id:
This field defaults from the Work Order or may be selected by the user to provide the default Job when the Quotemaster Wizard is run. This Job’s Material Price Level will be used for default pricing on the Quote’s Inventory tab, overriding the Client Site Material Price. If the Job Id is not completed, the system will continue to use the Site’s Material Price Level.

If the Job Id is selected manually, the system defaults in the Report Id, Quote Notes and Small Print from Job's Site, and the Branch Id will be set from the Job (if completed in the Job record) or from the Job’s Site (if the Branch is blank in the Job but completed in the Site).

Unknown Tax Status: Jobs with Tax Status of ‘Unknown’ are excluded from selection as lead work orders, and in the Quote Master Wizard.

Site Id:
The Site for which the Quote is being generated. If this field has not already defaulted in (by completing the above field), enter a valid Client Site Id, or double-click to select from a list. The Site CANNOT be changed if any Scope or Equipment Tab lines have the Equipment Id completed. This includes the user changing the Site directly, or changing the source Work Order or Job to one referencing a different site.

Date Opened:
This field defaults to today’s date, but may be changed by the user if needed.

Important Note: Pricing
One of the following fields should be completed if you want QuoteMaster to mark up costs to determine the price of the quote. Once the quote has been built, you may then turn it into a fixed fee quote by completing the Fixed Fee field on the Options tab. If this field is completed, the Price fields in the Labor, Inventory, Materials and Subcontractor tabs will be forced to 0. When a work order invoice is generated, the Fixed Price will be written to the Other tab.

Rate Schedule Id:
The default Rate Schedule for generating this quote. If you the completed the Work Order Id field, this field defaults from the Job associated with the Work Order. If this field is completed, the Gross Margin and Percent Markup fields must remain blank.

If completed, this field provides the default for the Options associated with this Quote. It may be overridden on the Option Tab.

Gross Margin Percent:
The Gross Margin Percent to apply to costs associated with this Quote. If this field is completed, the Rate Schedule and Percent Markup fields must remain blank.

If completed, this field provides the default for the Options associated with this Quote. It may be overridden on the Option Tab.

Markup Percent:
The Percent Markup to associate with cost entered to complete this Quote. If this field is completed, the Rate Schedule and Gross Margin fields must remain blank.

If completed, this field provides the default for the Options associated with this Quote. It may be overridden on the Option Tab.

$image\ApproveAll_new.gif$ The Approve All button provides a shortcut for setting Open, Printed and Accepted options to Approved. When pushed, the system prompts for confirmation...'Set ALL Open, Printed and Accepted Scope options to Approved?'. If you click Yes the options will be approved.

$image\SKIN1_ComputeRevAdjust.gif$ The Adjust Revenue button works in conjunction with the Revenue Adjustment field(s) on the Scope tab. If a Revenue Adjustment (of type total) field is completed, clicking this button will automatically generate entries to the RevAdjust tab. Since any previous revenue adjustment entries will be deleted, the system will ask you to confirm the deletion before proceeding with the new adjustments.

$image\ViewRecap_new.gif$ Click this button to view/print the Quote Recap report.

$image\PrintQuote_quote.gif$ Click this button to print the Quote Report specified in the Report Id field. If you elect to e-mail this form, the Client Site E-mail Address will be defaulted into the To: field. See Registry Entry System Email for information on e-mail configuration.

$image\PrintChangeOrder.gif$ Use this button for change order management with construction-type jobs. When clicked, this button will automatically call the Report Change Order (this report MUST be installed for this functionality to work0. The Create CO button on the Quote’s Option lines may be used to create the Change Order itself.

Tip: When the Change Order is approved, the Quote Approval Wizard’s Create Job Budget Option may be used to generate Job Budget Tab entries to the Change Order. Alternately, the standard Export to Work Order option may be used to manage the work in the field.

$image\VendorApproval_new.gif$ Click this button to email the Vendor Approval Form. If Outlook is enabled in the sys-email registry entry, the regular SAM Pro email form will appear when the Vendor Approval button is clicked.

$image\ApprovalWizard_new.gif$ Unless a registry entry is enabled to automatically launch the Wizard when the Quote is saved, the user will set one or more scopes to ‘Approved’, save the Quote, and then click the Approval Wizard button to run the wizard. See Quotemaster Approval Wizard for help on using the Wizard.

Tax Group Id: Tax Status:
The Tax Group Id and an appropriate Tax Status should be selected. The Tax Group Id defaults as follows:

If there is a source Work Order, the Sales Tax Group and Status from the WO's Job default.

If there is no source Work Order, but a Job is selected, the Sales Tax Group/Status default from the Job.

If there is NO lead Work Order or Job, or the Sales Tax Group in the lead wo's job was blank, Sales Tax Group defaults from the Client Site's COP tab.

NOTE: These fields are only used for determining estimate tax on the Quote report. When the Approval Wizard is run, the Tax Group and Tax Status in the selected Job are now used when generating Work Order detail lines.

Sales Rep Id:
The Sales Rep for this Quote. This field defaults from the primary Sales Rep in the Site record, but may be changed by the user if needed.

WorkCode Id:
If you entered the Work Order Id field, this field will default from the Work Code associated with the Work Order. If the quote is approved, this field will be used by the Approval Wizard to supply the header (and Equipment line) Work Code for new Work Orders that are generated by this process.

When the Approval Wizard writes back to the source Work Order, the Work Code on existing Equipment tab entries is retained. The Work Code from this field is used on any newly generated Equipment lines.

Cost Category Id:
A valid Cost Category with the Cost Type set to Other. This field will be used when the system generates the Other tab line for Fixed fee quotes.

Service Category Id:
This optional field defaults from the Work Code, and specifies the Service Category this quote is related to. If completed, it is used by the system to filter the Equipment that may be selected on the Options and Equipment tabs (unless this functionality has been disabled via the Registry Entry for Quotemaster ).

When creating a new Work Order from the Approval Wizard, the Quote's Service Category (if completed) will be used to set the Work Order's Service Category. If the Quote's Service Category is empty, the new Work Order's Service Category will continue to be set based on the Work Code.

Estimator Id:
The Estimator Id defaults from the Quote's Job anytime the Job is changed/added. This includes both direct edits of the Quote's Job Id as well as any indirect methods for changing the Job Id, for example, changing the Work Order Id.

Account Manager Id:
When a Quote is created, the system will default the Account Manager from the Site; it may be changed by the user if needed. When the Approval Wizard is run and a NEW work order is generated, SAMPro uses the Quote's Account Manager to write to the corresponding field in the newly generated Work Order.

Report Id:
This field defaults from the Site's Quote Defaults tab. It specifies the report that should be used to generate the printed (or .pdf) copy of this Quote for the customer. Typically, this would be RQTEFRM.

Billing Address Id:
If this field is completed, it will be used to set the Invoice Address for the Work Order Invoice generated by the Quotemaster Wizard. If this field is not completed, and this Quote is generated as a result of a source work order, the Billing Address in the Job record will be used for invoicing. Otherwise, the Client Mailing address (referenced in the Job record that you select in the approval process) will be used.

Print Quote Total?
Check this box (by double-clicking or pressing Spacebar) if you want the total cost of the options printed on the quote report .

Web Viewable CRM?
This box should be flagged if you would like your Client for be able to view this Quote on FMAnywhere. Clearing the box will prevent the Quote from being displayed on FMAnywhere (for example, if it has not been completed yet).

Notes
This text box may be used to enter notes for this quote. These notes will be printed on the quote report.

Statuses: Open, Accepted, Approved, Declined, Mixed, Printed
Categories: Active, Inactive
These fields provide for an Overall Quote Status to assist in the management of quotations. These fields are set by the system when a Quote is added or modified, and when your database is updated. See Quote Status for detailed information.

Small Print:
This text box is typically used to enter the boilerplate legalese and terms ‘small print’ text to be included at the end of the Quotation that you send to your customer.

Filter By Option Code:
If this filter is blank, this tab will summarize all scopes entered on this quote; the quote must be saved to correctly display current information. To display the gross margin for a single option, enter the option code and press Enter. The display will be filtered to that option only.

Click this button to update the Gross Margin Tab with data entered on the Quote since it was last saved.

Lower Section: Important Fields

The Scope tab acts as a master for the other tabs. A given option code must appear on the Scope tab before it can be entered on any of the other tab. A given option code cannot appear on more than one Scope tab line but may appear an unlimited number of times on the other tabs.

If an Option Code is changed on the Scope tab, that change automatically propagates to the other tabs referencing that option code. If an Option Code line is deleted from the Scope tab, all lines referencing that option code are automatically removed from the other tabs.

$image\copyfrom.gif$ Pushing the button launches a new wizard that lets the user complete the selected scope line by copying the details from existing scope lines AND the Labor, Inventory, Material, Sub and Other lines associated with these Scope Options. Click Quote Scope Copy From Button for detailed information on using this button.

Option Code:
Uniquely identifies this option within this Quote (1, 2, 3, etc.). The validation of this field is case insensitive - this means that you cannot create options AA, aa, aA and Aa on a single quote – they are all considered duplicates. This field is required.

Equipment Id:
The piece of Equipment to which this Quote pertains. You may right-click this field to create a new Equipment record ‘on the fly’ if needed. The Equipment Id will only default if a single piece of Equipment appears on the source Work Order.

The Equipment on the pick list will be filtered by the service category of the source work order unless this functionality is turned off via registry: Registry Entry Quotemaster .

Additional Equipment
If you wish to add additional equipment to this option, you may do so by referencing it on the Equipment Tab. Additional Equipment will be included on the Quote for the specified option(s). Quantities will not be multiplied as a result of adding equipment.

Revenue Adjustment Id:
This field enables revenue adjustments to be applied to this option. When the Revenue Adjust button (on the Quote’s Main tab) is clicked or the Quote is saved as Open or Accepted, the system generates the appropriate entries the RevAdjust tab (the system will first ask you to confirm the deletion of existing entries). A “total invoice” type revenue adjustment should be selected for Fixed Price quotes. The entries on the Quote’s Revenue Adjustments tab are written to the corresponding tab on the Work Order when the Quote is approved.

When the Revenue Adjustment Id is changed on a Scope and the system detects there are already revenue adjustment lines, the user is warned to remove the Revenue Adjustment Lines before trying to change the Revenue Adjustment Id.

Clicking the Import Flat Rate button displays a series of Wizard screens which enable you to select the Flat Rate Category, Price Level and Quantity. Additional forms for Labor, Material and Inventory (based on the Flat Rate Category child tables) allow the user to edit hours, quantities and costs (and Inventory and Material costs) before the lines are imported into the Quote. A Vendor Id may also be entered on the Material and Inventory screens of the Import wizard. Click to see Import Flat Rate details.

The Import Flat Rate Wizard supports Inventory Item superceding. If an item on the Flat Rate has been superceded, it is automatically replaced by the current part during the import.
To import the flat rate without adjusting the hours or quantities, or the costs and/or Vendor Id of Inventory or Material lines, click the Finish button. The Flat Rate’s Pretax Price (if specified) will be used to set the Fixed Price on the Quote Scope.
Tax Type on Flat Rate Imported Lines:
By default the Tax Type will be set to N/A for importing Flat Rate lines. However, a registry option is available to set the Tax Type appropriately to the Quote’s default Job: see Registry Quotemaster (sys-viewer-vqte) .
The Scope of Service from the Flat Rate Category will be added to the Scope of Services text for that line. When multiple Flat Rates are selected for the same option, the pretax price for all Flat Rate selections will added together to obtain the Fixed Price for that option. The cost details from the Flat Rates will be extrapolated to the various tabs with a revenue value of $0.
Note: If the flat rate price is zero, all imported costs will be passed through the appropriate rate schedule, margin or mark up calculations.

The Import Diagnostic Cost button imports all costs associated with the quote’s lead work order so that they may be presented on the quote form. The option for the diagnostic charges would be declined, so that they are not billed twice on the lead work order. See Quote Diagnostic Cost Wizard for a typical scenario for using this function and Wizard screen help.

Open- Printed - Accepted - Approved - Declined
The Status field initially takes on the value of ‘Open’. The user is not allowed to set the Printed status directly; the system will set it when the quote is printed. The status may be set to ‘Accepted’ (in Quotemaster, FMAnywhere or the Client Web interface) for reporting purposes, and to indicate that this quote may now be marked as “Approved” to initiate the Quotemaster Wizard Processing. Depending on how your registry is set, the Wizard is invoked by

Changing the status to Approved, saving the record and then clicking the Approval Wizard button.

Always finalize the Quote Options and save it as Open or Accepted before changing the status to Approved and re-saving.

Quote Amount:
If this is not a fixed price option, this display-only field will be calculated by the system based on the extended prices in the detail lines associated with this option.

Fixed Price:
This field will default from the Flat Rate Category (if one was selected) or be entered by the user. If this field is completed, the Price fields in the Labor, Inventory, Materials and Subcontractor tabs will be forced to 0. When a work order invoice is generated, the Fixed Price will be written to the Other tab.

Net Adjust:
The net amount of the adjustments for this option, calculated by the system from the information on the RevAdjust tab.

Net Price:
The system calculates this display-only field by subtracting the Net Adjustments from the Fixed Price.

When clicked a wizard will be launched to import costing information from the SubQuote tab of the WO referenced in the Quote Manager header. When the costs are imported, the markup rules defined in the Scope (Rate Schedule, Markup % or Gross Margin %) are applied to the imported costs to determine the Scope's revenues. This will be done even if Revenue has been entered on the Work Order's SubQuote tab.

Note: Wizard Requirements
If no lines from the WO SubQuote Tab match the Equip. Id on the Scope, a message stating “No Sub Quote lines found to import matching the Equipment Id on the Scope” will appear.

If the WO Id is not completed in the Quote Manager, the following message will be displayed: “No Sub Quote lines found to import matching the Work Order Id on the Quote”.

Scope of Services:
This field briefly describes the services to be included on the quote. It is printed on the Quote Recap report and the Quote report. When the Approval Wizard is run to post the Quote to a Work Order, this field will default to the Work Order Work Requested and the Work Order Equipment Work Requested. Registries may be enabled to also write this field to the Work Order Equipment Work Performed, or (in 9.1 and above) only write it to the Work Order Equipment Work Performed.

Expanded Scope of Services:
The standard Quote report (rqtefrm.rpt) adds the ability to expand the printing of Scope Of Services by adding Notes attached to the Quote record. To enable this feature, The Notes Summary field must contain the Option Code.

If the system locates the appropriate Notes records, their text will be printed following the Scope of Services text for that option. If the enhanced quote report RQTEFRMv73b102.rpt is installed supporting multi-page text boxes, unlimited notes text is support. Otherwise, a limit of 60 lines of 80 characters each are supported, and if the Notes text exceeds the report limit, it will be truncated.

Rate Schedule Id:
The default Rate Schedule for generating this option. If this field is completed, the Gross Margin and Percent Markup fields must remain blank. This field overrides the corresponding field on the Quote's Main Tab.

Gross Margin Percent:
The Gross Margin Percent to apply to costs associated with this Option. If this field is completed, the Rate Schedule and Percent Markup fields must remain blank. This field overrides the corresponding field on the Quote's Main Tab.

Markup Percent:
The Percent Markup to associate with cost entered to complete this Option. If this field is completed, the Rate Schedule and Gross Margin fields must remain blank. This field overrides the corresponding field on the Quote's Main Tab.

Reason Id:
The reason this quote. Enter a valid Reason Id or double-click to select from a list.

Manufacturer: Manufacturer Model:
These fields will default from the Equipment or Equipment Master record (if the corresponding fields were included in these records).

Use this button if this Quote is being generated to create Budget entries for a Construction Job. A confirmation message has been added to ensure the proper use of the Create CO. If a Job is entered on the Main tab, clicking this button will generate a Change Order to this Job. The Change Order’s Id will be derived from the Scope’s Option Code, and the CO Amount from the Scope’s Quote Amount or Fixed Price, and its Status via registry.

Bill Item:
If the Create CO button is used to generate a Change Order Billing Item, its Id will appear in this display-only field.

Click the Magnify button to see the following fields:

Skip Print?
This field designates whether or not this scope and its data should be skipped on the printed quote.

Forecast?
This field designates whether or not the scope should be included in custom sales forecast reports.

Projected Close Date
This field may be used for custom sales forecast reporting.

Probability %
This field may be used for calculations on custom sales forecast reports.

Mfg. Rep Comm:
This field may be used to specify the expected manufacturer’s representation sales commission for reporting and informational purposes.

Sales Rep Commission Amount
This field may be used to specify the expected manufacturer’s representation sales commission for reporting and informational purposes.

Quote Scope User 1-5:
These fields may be used for informational and reporting purposes.

Opened By: Opened Date: Opened Time:
These display-only fields are automatically set by the system when a new Quote is created. They will not be reset if the Scope is re-opened.

Declined By: Declined Date: Declined Time:
These display-only fields are automatically set by the system when this Option is set to Declined and the Quote is saved. These fields will also be set when a customer declines this option in FMAnywhere. Note that this fields will only be set once, and will retain their initial date and time stamp even if the option is later set to Opened.

Accepted By: Accepted Date: Accepted Time:
These fields are automatically set by the system when this Option is set to Accepted and the Quote is saved. If the option goes directly from open to approved, the approved values will default.

Approved By: Approved Date: Approved Time:
These fields are automatically set by the system when this Option is set to Approved and the Quote is saved. These fields will also be set when a customer approves this option in FMAnywhere.

TechAnywhere Source Rn: Technician Id:
If these fields are completed, this record/line was created/revised from TechAnywhere.

Option Code:
This required field identifies the Option on the Scope tab this line is associated with. A given option code may appear an unlimited number of times on the labor tabs if needed. Double-clicking on this field displays the list of this quote’s Options to select from ; all Option Codes are displayed in lower-case text.

Tax Type Id:
The appropriate Tax Type (typically, n/a for labor) for this labor line; enter a valid Id or double-click to select from a list.

Cost Category:
This field is required for job costing on the invoices that are produced from this quote; it defaults from the Labor Rate Id record (if specified in this record). When you double-click on this field to set it, the list will be filtered so that only those Job Cost Categories with a cost type of Labor will be displayed.

Hourly Cost Extended Cost
The hourly cost for this labor defaults from the Flat Rate Category (if selected) or from the Labor Rate/Rate Schedule fields. The system calculates the extended cost by multiplying the Hours times the Hourly Cost.

Hourly Price Extended Price
If this option is not Fixed Price (which requires that these fields be $0), the hourly cost for this labor defaults from the Labor Rate/Rate Schedule fields or is calculated base on the Cost and Gross Margin or Percent Markup calculations. The system calculates the extended price by multiplying the Hours times the Hourly Price.

Description:
This field defaults from the Labor Rate record but may be adjusted by the user if needed.

Source Rn: Tech Id:
If these fields are completed, this record/line was created/revised from TechAnywhere.

Quote Master uses the same rules as the Work Order for the inclusion of the tax cost for Inventory and Materials to allow for proper markup and GM% calculation for lines entered directly on the Quote, as well as from Flat Rates.

Option Code:
This required field identifies the Option on the Scope tab this line is associated with. A given option code may appear an unlimited number of times on this tab if needed. Double-clicking on this field displays the list of this quote’s Options to select from ; all options are displayed in lowercase text .

Tax Type Id:
This field will default based on the on the Job’s Tax status and the Cost Category.

Cost Category:
This field is required for job costing. It defaults from the Inventory Item’s Inventory Group if it is not manually set before you enter the Inventory Item Id. When you double-click on this field, the list will be filtered so that only those Job Cost Categories with a cost type of Material or Equipment are displayed.

Inventory Item Id:
The part Id. You may enter a valid Inventory Item Id or double-click to select from a list.

The system checks to see if a part has been superceded (the Superceded By field on the Inventory Other Tab is filled in). When a superseded part number is entered into this field, the system will alert the user that

It the user clicks Yes, the new part (B) will be returned to the field. If the user clicks No, part A (which has been superceded) will remain in the field.

Vendor Id:
The vendor from which you wish to obtain this part; a purchase order will be generated when the quote is approved. Validation prevents the Vendor Id from being completed on negative quantity Inventory and Material lines when the Quote is saved/added. If the Vendor's No Inventory? field is checked, the Vendor may not be specified on this tab. In addition, validation prevents the selection of an Inactive Vendor.

PO Id:
If you have completed the Vendor Id, this field will be completed by the system when Approval Wizard is run (if the Quote option is accepted) and the PO generated.

If these items should be appended to an existing PO, enter the PO Id. The approved lines will be added to the existing PO (rather than creating a new one).

Unit Cost: Extended Cost:
The unit cost for this item defaults from the Flat Rate Category (if selected) or from the Inventory Item. The system calculates the extended cost by multiplying the Quantity times the Unit Cost. The unit cost is determine as follows:

That Vendor defaults into the quote line as the item is entered (unless disabled via registry). The cost value is set to the LAST PRICE paid for the item to THAT vendor (see Inventory Item – Vendors Tab; detailed on the Purchases Tab).

i. If the new Vendor has a different LAST PRICE paid, then that value replaces the cost value previously loaded; if no differing history is found, then cost value remains as is.

ii. Clearing the default Vendor results in NO LAST PRICE history found for VENDOR <blank> and does NOT invoke the protocol in option 2 below.

The applicable Cost Method (last, average, standard) is used at the overall level: the quote does not attempt to determine which stocking locations may be utilized in satisfying the inventory needs of the quote.

a. If a VENDOR is selected on this line, the cost will be updated as described in 1.a.i above.

Unit Price Extended Price
If this option is not Fixed Price (which requires that these fields be 0$), and this Inventory Item is not flagged as ‘Use Unit Price’, the price for this item is calculated from the Inventory Item/Rate Schedule fields or is calculated based on the Cost and Gross Margin or Percent Markup calculations. The system calculates the extended price by multiplying the Quantity times the Unit Price.

If an Inventory Item flagged as ‘Use Unit Price’ is selected, the Material Price Level from the Client Site will be used to determine which level Unit Price will default.

Price Code Handling:
The Inventory Item allows for 10 levels of Material Pricing, but Price Codes only allow for 5. If price codes are in effect, and the default price level from the Client Site is greater than 5, the system now defaults price level 1 from the Price Code. A registry entry Price Code Handling (sys-ffv-global-settings) is available to always default the value from the Price Code level 1, regardless of the Material Price Level in the Client Site.

Description:
This field defaults from the Inventory Item record but may be adjusted by the user if needed.

Vendor Part Number:
The Vendor’s Part Number for this item , if available. This will be written to the PO if the line is approved.

Vendor Quote Number:
If the Vendor provided you with Quote number, enter it here. It will be included on the Vendor Approval Form for their reference.

Source Rn: Tech Id:
If these fields are completed, this record/line was created/revised from TechAnywhere.

Tax Type Id:
The appropriate Tax Type for this line; enter a valid Id or double-click to select from a list. If you enter a Vendor Id, it will default to Prepaid.

Vendor Id:
The vendor from which you wish to obtain this material; validation prevents the selection of an Inactive Vendor. Validation prevents the Vendor Id from being completed on negative quantity Inventory and Material lines when the Quote is saved/added.

Other Rate Id:
This field typically defaults from the Vendor record, and will in turn default the Cost Category.

Cost Category:
This field is required for job costing on the invoices that are produced from this quote. When you double-click on this field to initially set it, the list will be filtered so that only those Job Cost Categories with a cost type of Material or Equipment will be displayed.

PO Id:
If you have completed the Vendor Id, this field will be completed by the system when Approval Wizard is run (if the Quote option is accepted) and the PO generated. If these items should be appended to an existing PO, enter the PO Id. The approved lines will be added to the existing PO (rather than creating a new one).

Unit Cost Extended Cost
The unit cost for this item defaults from the Flat Rate Category (if selected) or may be entered by the user. The system calculates the extended cost by multiplying the Quantity times the Unit Cost.

Unit Price Extended Price
If this option is not Fixed Price (which requires that these fields be 0$), the price for this item defaults from the Rate Schedule fields or is calculated based on the Cost and Gross Margin or Percent Markup calculations. The system calculates the extended price by multiplying the Quantity times the Unit Price.

Vendor Part Number:
The Vendor’s Part Number for this item , if available. This will be written to the PO if the line is approved.

Vendor Quote Number:
If the Vendor provided you with Quote number, enter it here. It will be included on the Vendor Approval Form for their reference.

Source Rn: Tech Id:
If these fields are completed, this record/line was created/revised from TechAnywhere.

Tax Type Id:
The appropriate Tax Type for this line; enter a valid Id or double-click to select from a list. If you enter a Vendor Id, it will default to Prepaid.

Other Rate Id:
This field typically defaults from the Vendor record, and will in turn default the Cost Category.

Cost Category:
This field is required for job costing on the invoices that are produced from this quote. It will default in when you select a Vendor or Other Rate Id (if a Cost Category has been specified in this record). Alternately, when you double-click on this field to set it,only Job Cost Categories with a cost type of Subcontractor, Other or Equipment will be displayed.

Validation requires a Vendor Id to be entered on Subcontract lines when that option is approved. This prevents an invalid Technician from being associated with Subcontract lines, and also prevents the PO post from failing because a Vendor was not specified.

PO Id:
It you have completed the Vendor Id, this field will be completed by the system when Approval Wizard is run .

Defaulting PO Id
If a PO Id exist that matches the PO Id of the source work order, it will default into this field when the user enters an option code on this tab and then tabs out of the field. The Vendor Id will be defaulted from the PO.

If the Equipment specified on a Scope line references a Service Provider Rate Schedule, then any Other Rate Id's specified on the Sub tab should default the Unit Cost values from the Equipment's Service Provider Rate Schedule table instead of the one referenced in the Vendor record. This corrects a problem where the system only referenced the Service Provider Rate Schedule in the Vendor (Sub) record entered on the Sub tab line.

Vendor Quote Number:
If the Vendor provided you with Quote number, enter it here. It will be included on the Vendor Approval Form for their reference.

Work Requested:
The description of the work requested. This will appear on the work order that will be generated to this subcontractor.

Quantity:
The number of units being quoted (e.g., backhoe hours, mileage, permits, etc.).

Other Rate Id:
Enter a valid Other Rate Id or double-click to select from a list (for example, permits, fees, etc.).

Tax Type Id:
The appropriate Tax Type for this line; enter a valid Id or double-click to select from a list.

Cost Category:
This field is required. This field typically defaults from the Other Rate Id. Cost Category Selection Types of Other, Equipment or Subcontract are allowed; the user will be warned if a Type of Labor or Material is selected.

Unit Cost Extended Cost
The unit cost for this defaults from the Flat Rate Category (if selected) or may be entered by the user. The system calculates the extended cost by multiplying the Quantity times the Unit Cost.

Description:
This field defaults from the Other Rate record. It should contain a brief description of the charge.

Source Rn: Tech Id:
If these fields are completed, this record/line was created/revised from TechAnywhere.

This tab is used to append additional equipment to one or more options listed in the Scope tab.

Equipment Id:
Enter an Equipment Id to add it onto this option for reporting purposes. The system will not factor in multiple quantities to account for additional equipment listed on this tab when work orders or purchase orders for this Quote are generated. Multiple quantities must be set either when Importing a Flat Rate (on the scope tab), or by entering them directly on the detail lines.

Revenue adjustments enable you apply discount and management fees to the quote total. Clicking the Adjust Revenue button on the main tab populates this tab with adjustments based on the Revenue Adjustment record(s) specified on the Scope tab.

When the Quote is approved and a Work Order is generated the information on this tab will be applied to the corresponding work order RevAdjust tab.

Option Code:
This required field identifies the Option on the Scope tab this line is associated with. Double-clicking on this field displays the list of this quote’s Options to select from ; all options are displayed in lowercase text.

Invoice Description:
This field will be printed next to this discount or addition on the printed quote and invoice generated from this quote (e.g., ‘Loyal Customer Discount’). This field defaults from the Revenue Adjustment record.

o Add o Deduct
This field controls whether the dollars on this line will be added to or deducted from the quote.

Important Note: When SAMPro calculates the AdjBase if it's value is negative, the Add / Deduct button is automatically flipped from its default setting. This supports the correct setting of Revenue Adjustments for negative scopes.

AdjBase: Rate: Amount:
For Discounts, the AdjBase would be typically be set to the Fixed or Total Quote amount for this option. The Rate should be set to the discount to be applied to this option. The Amount is calculated by the system by multiplying the Adjustment Base times the Rate. To deduct a specific dollar value, leave the AdjBase and Rate fields blank, and simply enter the amount.

‘Adds’ (such as management or trip fees) are generally entered as a flat amount. Both the Adjustment Base and the Rate will be blank, and the Amount will be the flat fee.

GL Account Id:
This field sets the default discount account for the entries that will be generated on the RevAdjust Work Order tab, and is typically an income type account. It will be debited (as an offset to the credits for this type of income) when the work order invoice is posted.

GL Entity:
The default GL Entity for this adjustment. This field defaults from the Default Service Job Cost Code found in the Client Site Equipment referenced on the specified scope line.

PSeq#:
The Print Sequence Number sets the order that multiple revenue adjustment lines will print on the invoice.

Tax Type:
The Tax Type will default to "n/a" and will be evaluated and properly handled by invoicing should this quote become an actual work order.

The Techs tab lists all Work Order Technician lines for Work Orders referenced by this Quote. When a line is right-clicked, a prompt appears displaying Work Order information. The Technician Status may be changed from this prompt.

Quote Viewer

Purpose:

Usage:

Registry Entries:

Screen Organization:

Upper Section: Important Fields

Lower Section: Important Fields

Click the Magnify button to see the following fields: