Pre Quote Detail

Once the quote process has been initiated, the work order number appears on Pre-Quote. Clicking an entry in the WO # column opens the Pre-Quote Detail page.

The Pre-Quote Detail form displays the quote work order details. The user must then complete a number of fields.

The following fields in this form are detailed as below:

• WO Details

  The Work Order Detail section (which shows on the top of this page) displays the quote work order details.

  • If a quote is linked, this information derives from the original work order. This will be a read only area.

  • If a quote is independently created - this information will be entered directly against the quoted work order.

• View Quote Detail File: This is used when the user would like to attach a file with the quote. With this functionality, the user is able to attach and upload files of the following formats:

  • XLSX

  • PPT

  • DOCX

  • XLS

  • PDF

  • JPEG

  • TXT

  • DOC

  • PNG

• Response Requested By: This is a required calendar field and will be used to enter the date by which the provider is expected to submit his quote.

• Description of Work Needed: This is a required free text field and can be used to provide information on the work that will need to be performed.

• Date to be started by: This is a required calendar field and will be used to enter the date by which the service is expected to be started. This field will be required or not - this will depend upon the Required Quote Start Date field of the Estimate and Quote Settings page - Client Configurable Option.

  • If Required Quote Start Date is set to YES then Date to be started by will be displayed as a required field.

  • If Required Quote Start Date is set to NO then Date to be started by will be displayed as a non-required field.

• Date to be completed by: This is a required calendar field and will be used to enter the date by which the service is expected to be completed.

• Capitalized Work Order: This is a non-mandatory field, the possible values are Yes / No.

  • If you select Yes, the capital expense project and task number will be populated as required fields. You can choose Capex Projects from the list and enter the task number directly in the Task Number field.

  • If you select No, the Account Code field will be populated with the default account code. You may choose an account code from the list.

• Notify of Expired Quote: This is an optional multi-select field, this field will hold the user who needs to be notified about the expiration of the quote. The multi-select field lists all users defined for the complete organization hierarchy.

• CIS Work Order

  CIS Work Order is a drop-down menu. No (Default) / Yes are the possible values for this drop-down menu.

  If the user selects Yes from the CIS Work Order drop-down menu then the quote work order will be marked as a CIS work order.

You have the option to Save or to Contact Contractors. Once you click the Contact Contractors button, e-mail notifications are sent out which include all of the submitted details.

Once the e-mails are sent to the providers from the Pre-Quote detail page, the corresponding work order displays in the Awaiting Input smart table. This table displays the work orders that have a quote awaiting a response from the providers. There can be multiple rows displayed for the same work order—one row for each provider associated with the quote work order.

Once the quote is submitted by the provider in the Awaiting Input form, the corresponding work order displays in the Awaiting Review smart table. This table displays the work orders in which provider quotes are to be reviewed by the authorized client user. There can be multiple rows displayed for the same work order, one row for each provider associated with the quote work order.

On approving a quote, an e-mail notification will be sent to the approved or selected provider which the quote has been approved for. Also, an e-mail notification will be sent to the other providers informing them that their quotes have been rejected. No e-mail will be sent to the providers who have not submitted any quote.