Quotes and Estimates User Guide

Quotes

Estimate and Quote Settings

Initiate Quote Process

Pre Quote Table

Enter Quote Details

Approve Quotes

Parked Quotes and Estimates

Expired Quotes

Print approved quote

Estimates

Initiate Estimate Process

Enter Estimate Details

Approve Estimate

Reject Estimate

Re-Estimate

Estimate and Quote Settings

Navigation: Sites > Organizations > (Select HQ) > Admin > Estimate and Quote Settings.

This functionality is used to set up the Estimate and Quote Settings life cycle process.

Example of functionality in use

Navigate to the Estimate and Quote Review Settings screen, make changes to the settings, click Save.

Fields	Description
Estimate Threshold Days	Optional numeric field; defines the number of days after which if the estimate is not reviewed, the system will then automatically reject the estimate and move the WO to a status of "Service Complete" NOTE: This only applies to the first level estimate approvals.
Quote Threshold Days	Optional numeric field; defines the number of days for which the quote submitted by the provider will be valid for reviewing
Response Requested In (Days)	Optional numeric field; defines the number of days for which a response is requested
Required Quote Start Date	Required drop-down selector with options of Yes or No; determines if Quote Start Date is mandatory
Required Quote Completed Date	Required drop-down selector with options of Yes or No; determines if Quote Complete Date is mandatory
Entry of Start and Complete Date	Required drop-down selector with options of "When Creating a Quote" or "When Approving a Quote"; when Start and Complete date should be entered

Fields	Description
Require 1st Level acknowledgment if for 1 Vendor Quote that equal/greater than	Numeric field (defaults to "0"); Value that determines whether or not acknowledgment is required at the specified level for a single provider quote
1st Level Approval acknowledgment Text for 1 Vendor Over Threshold	Optional free text field; acknowledgment text to be displayed
Require 1st Level acknowledgment if Multiple Vendor Quote that is equal/greater than	Numeric field (defaults to "0"); Value that determines whether or not acknowledgment is required at the specified level for a multiple provider quote
1st Level Approval acknowledgment Text for Multi Vendor Over Threshold	Optional free text field; acknowledgment text to be displayed
Require 2nd Level acknowledgment if for 1 Vendor Quote that equal/greater than	Numeric field (defaults to "0"); Value that determines whether or not acknowledgment is required at the specified level for a single provider quote
2nd Level Approval acknowledgment Text for 1 Vendor Over Threshold	Optional free text field; acknowledgment text to be displayed
Require 2nd Level acknowledgment if Multiple Vendor Quote that is equal/greater than	Numeric field (defaults to "0"); Value that determines whether or not acknowledgment is required at the specified level for a multiple provider quote
2nd Level Approval acknowledgment Text for Multi Vendor Over Threshold	Optional free text field; acknowledgment text to be displayed
Require 3rd Level acknowledgment if for 1 Vendor Quote that equal/greater than	Numeric field (defaults to "0"); Value that determines whether or not acknowledgment is required at the specified level for a single provider quote
3rd Level Approval acknowledgment Text for 1 Vendor Over Threshold	Optional free text field; acknowledgment text to be displayed
Require 3rd Level acknowledgment if Multiple Vendor Quote that is equal/greater than	Numeric field (defaults to "0"); Value that determines whether or not acknowledgment is required at the specified level for a multiple provider quote
3rd Level Approval acknowledgment Text for Multi Vendor Over Threshold	Optional free text field; acknowledgment text to be displayed

Configuration of functionality

Normally, the Estimate and Quote Settings option will be used by the client's administrator to configure the estimate and quote settings. The Estimate and Quote Settings table is configurable by role. This can be turned on only with view rights or with full access.

Initiate Quote Process

The Needs Quote functionality is used to create a new linked Quote work order and is only available for work orders in a status of Assigned or Service Incomplete.

Example of functionality in use

User may initiate the quote process by selecting "Needs Quote" in the Select Action drop-down selector on the Work Order Summary screen.

Note: In order for "Needs Quote" to appear in the Select Action drop-down selector, the work order must meet the following criteria:

• Must be in a status of "Assigned" or "Service Incomplete"

• Cannot have a linked work order

• Cannot be created as PPM

• Cannot previously have used the "Needs Quote" functionality

Once "Needs Quote" has been selected, the confirmation pop-up will appear in a separate window. If the user selects the "Initiate quote process" button from this pop-up, the work order will create a new linked Quote work order and the new linked Quote work order will be listed in the Pre-Quote smart table.

The Pre-Quote Work Orders (Service tab > Authorizations > Pre-Quote) smart table displays work orders that are in the Quote process status. The Quote work orders will be displayed in the smart table until a provider has been selected for the quote work order or until time has expired on quote entry.

Configuration of functionality

The following abilities are configurable by role:

• Ability to request a Quote

• Ability to select providers to provide a quote

• Ability to enter quote details

• Ability to approve quotes

Other notes

• The "Needs Quote" action can only be selected in EAM, not Mobile.

• The Quotes process can also be initiated from the Pre-Quote table, using the "Create New Work Order for Quote" button at the bottom, in which case a work order is created specifically for a Quote and a linked work order is not created.

Enter Quote Details

The form is used to enter Quote details for a work order.

Example of functionality in use

The table displays work orders in which a Quote has been requested. Click a WO number in the WO # column to see the Quote detail entry form.

When a work order is identified as needing a quote, the quote requester may select a number of contractors they would like to provide quotes. The details can be filled in on the form.

If a quote is marked as a CIS WORK ORDER, a RED warning message will be displayed on the top of the screen. The message reads:

CIS WORK ORDER

You must separate labor from parts and materials. Use the labor block for all labor items, DO NOT enter labor in the miscellaneous section.

The following is the description of fields on the Quote detail form:

Fields	Description
Date / Time	This is a read-only field and will display the date / time that the work order was created
Type of Request	This is a read-only field and will display the work order type
Store	This is a read-only field and will display the store number & name
Category	This is a read-only field and will display the asset category which is indicated in the work order
Subcategory	This is a read-only field and will display the asset sub-category which is indicated in the work order
Problem Type	This is a read-only field and will display the problem type which is indicated in the work order
Location	This is a read-only field and will display the location which is indicated in the work order
Requested By	This is a read-only field and will display the person who requested the Quote work order
Problem Description	This is a read-only field and will display the problem description which is indicated in the work order
Telephone Number	This is a read-only field and will display the store's telelphone number
View Quote Detail File	If the document has been attached with the Quote at the time the quote was requested, this link 'View Quote Detail File' will display to the user. On clicking of this link, the user will be able to view or download the Quote related file.
Response Requested By	This is a read-only field and will display the date that a response was requested by
Description of Work Needed	This is a read-only field and will display exactly what work the Quote is to include
Date To Be Started By	This is a read-only field and will display the date the work must be started by
Date to be completed by	This is a read-only field and will display the date the work must be completed by
Quote Detail File	The 'Quote Detail File' is a non-mandatory field, by use of this field a user will be able to attach their document with the Quote. The user will be able to upload files of the following formats: XLSX PPT DOCX XLS PDF JPEG TXT DOC ZIP
Contractor	This is a read-only field and will display the contractor name who will have to provide the Quote
Contractor Quote No.	This 'Contractor Quote No.' is a mandatory field - a user must enter the quote number
Travel | Amount | VAT Rate	- Travel Charges Amount: This is a non-mandatory field - provider user can enter the travel charge in the amount column - Travel VAT Rate: This non-mandatory drop-down selector displays on this screen for calculation of VAT. The drop-down selectors will list all the active VAT Rates for the client (derived from its country). This field will be used to indicate the VAT Rate to be used to calculate the travel VAT. By Default the default VAT Rate for the country will be selected in the drop-down selector. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
Parts | Amount | VAT Rate	- Parts Charges Amount: This is a non-mandatory field - provider user can enter the parts charge in the amount column - Part VAT Rate: This non-mandatory drop-down selector displays on this screen for calculation of VAT. The drop-down selectors will list all the active VAT Rates for the client (derived from its country). This field will be used to indicate the VAT Rate to be used to calculate the parts VAT. By Default the default VAT Rate for the country will be selected in the drop-down selector. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
labor| Amount | VAT Rate	- laborCharges Amount: This is a non-mandatory field - provider user can enter the laborcharge in the amount column - laborVAT Rate: This non-mandatory drop-down selector displays on this screen for calculation of VAT. The drop-down selectors will list all the active VAT Rates for the client (derived from its country). This field will be used to indicate the VAT Rate to be used to calculate the laborVAT. By Default the default VAT Rate for the country will be selected in the drop-down selector. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
Miscellaneous | Amount | VAT Rate	- Miscellaneous Charges Amount: This is a non-mandatory field - provider user can enter the miscellaneous charge in the amount column - Miscellaneous VAT Rate: This non-mandatory drop-down selector displays on this screen for calculation of VAT. The drop-down selectors will list all the active VAT Rates for the client (derived from its country). This field will be used to indicate the VAT Rate to be used to calculate the miscellaneous VAT. By Default the default VAT Rate for the country will be selected in the drop-down selector. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
Net Total	This is a read-only field and will display the sum of Quote charges.
15% Rate	This is a read-only field will display total VAT calculated for each VAT rate defined for that client.
17.5% Rate	This is a read-only field will display total VAT calculated for each VAT rate defined for that client.
5% Rate	This is a read-only field and will display total VAT calculated for each VAT rate defined for that client.
Total VAT	This is a read-only field and will display the sum of all VATs calculated at different rates.
Quote Total	This is a read-only field and will display the total of the Quote
Contractor Comments	This is a mandatory field - provider user can enter some comments to accompany the Quote

Configuration of functionality

• The ability to request a quote is configurable by role

• The ability to select contractors to provide a quote is configurable by role

• The ability to enter Quote details is configurable by role

• The ability to approve quotes is configurable by role

Other Notes

• The Quotes process can also be initiated from the Pre-Quote table where a work order is created specifically for a quote; in this scenario a linked work order is not created.

• If a user attaches a file with a Quote - then in the 'Quote Detail File' field, a new link 'View Quote Detail File' is displayed. Click this link to view or download the Quote related file. If no Quote Detail File is available - then 'No Quote Detail File is Attached' message will be displayed.

• If a provider user attaches their document with the quote, then a new link 'View Vendor's Attached Document' will be displayed on each of the provider's 'Quote Detail' block. Click this link to view or download the Quote related document for the provider. For any provider - if no quote related document is available then 'No Vendor Document is attached' message is displayed.

Pre Quote Table

The Pre-Quote smart table holds work orders for which the quote process has been initiated. You may also create a Quote Work Order from this screen by clicking on the Create New Work Order For Quote button.

The following columns on this table are detailed as below:

Column	Description
WO #	This column will display the Quote Work Order number
Date/Time of Quote Request	This column will display the date the Quote Work Order was created. On clicking of this column, the Pre-Quote detail screen will be loaded as shown in Sreenshot #2.
Priority	This column will display the Work Order priority
Store	This column will display the Store number
Category	This column will display the Asset Category of the Quote Work Order
Subcategory	This column will display the Asset Subcategory of the Quote Work Order
Status	The status column will display the current status of the quote/s. The following are the statuses that will be displayed in the Status Column: New Request: Quote created/saved but no attempt has been made to send an email to the provider/s No Response: E-mail has been sent to the selected providers, none responded Partial Response: E-mail has been sent to the selected providers, at least one provider has submitted the Quote All Responded: E-mail has been sent to the selected providers and all of them have submitted a Quote for the Work Order

Example of functionality in use

Once the Quote process has been initiated, the Work Order # appears on the Pre-Quote table. Click an entry in the "Date/Time of Quote Request" column to open 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/section on this form are detailed as below:

Field/Section Description

Field/Section	Description
WO Details	The Work Order detail section (which shows on the top of this page) will display 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 created independent - then this information will be enter directly against the quoted work order.
Contractors to request Quote From	This section will display the list of contractor/s associated with the Quote Work Order. Contractor: The field will be pre-populated with the default contractor, but can be removed. On Clicking the '+' icon, a chooser will be displayed. The user can select providers from the list. Once the provider is selected it will be displayed in the 'Contractors to request Quote From' section. The chooser will display all the providers associated to the client. The chooser will not display the providers already selected and present in the 'Contractors to request Quote From' section. Clicking on the '-'  icon will remove the provider from the list. Email: This field will display as read-only check boxes. Once the Contact Contractors button is clicked, the check box will be displayed as checked for the providers where an e-mail notification has been sent successfully. Response: This field will also display as read-only check boxes. The check box will be displayed as checked once the providers submit their Quote for the Work Order.
View Quote Detail File	This is used when the user would like to attach a file with the quote. By use of this functionality the user will be 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 screen - 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 the user selects 'Yes', the 'Capital Expense Project' and 'Task Number' will be populated as required fields. The user can choose Capex Projects from the list and enter the task number directly on the 'Task Number' field. If the user selects 'No' then 'Account Code' field will be populated with the default account code. The user can choose an Account Code from the list.
Notify of Expired Quote	This is a non mandatory chooser field, this field will hold the user who needs to be notified about the expiration of the Quote. The chooser will list all the users defined for the complete organization hierarchy.
CIS Work Order	'CIS Work Order' is a drop-down selector. 'No' (Default)/'Yes' are the possible values for this drop-down selector. If the user selects 'Yes' in the 'CIS Work Order' drop-down selector 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 screen, the corresponding Work Order will be displayed in the "Awaiting Input" smart table. This table displays the Work Orders where a Quote is 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 will be displayed in the "Awaiting Review" smart table. This table will display the Work Orders where the 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 that the Quote has been approved. 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 a Quote.

Configuration of functionality

The Pre-Quote table is configurable by role and must be turned on for at least one role for the client.

Other Notes

• The approver can log in at any time and review and approve the submitted Quotes.

• To raise a new Quote Work Order, click on the Create New Work Order For Quote button.

• The user who is selected in the 'Notify of Expired Quote' field, will receive an e-mail 2 days before the Quote expiry date.

• The number of days after which the Quote will be expired is calculated from the date at which the Quote is submitted by the provider.

Approve Quotes

This functionality allows an Approver to park or approve any given Quotes.

Example of functionality in use

The "Awaiting Review" table shows a line item for each quote and estimate tendered on a work order.

This is the third stage in the process. Initially a number of contractors are chosen to provide quotes on the Pre-Quote Form, then the contractors enter their quote details. Then, the Approver can review and compare those submitted quotes side-by-side and select the winning quote.

The quote approvals may require 2nd or 3rd level quote approvals if these options have been configured in the Estimate and Quote Settings under the Client Administration section.

1st Level Quote Review

1) Service > Authorizations > Awaiting Review > Select Quote > Quote Detail

This screen is used for the 1st Level Review of the quote.

2) A link 'View Quote Detail File' will be displayed to the approver users. Click this link to view or download the quote related file. However, at times, there may not be a Quote Detail file as it is not mandatory.

Also, a link 'View Vendor's Attached Document' will be displayed on each of the provider's 'Quote Detail' block. Approver users may click this link to view or download the quote related document. However, at times, there may not be a Quote Detail file as it is not a mandatory requirement.

'View Quote Detail File' and 'View Vendor's Attached Document' links will also be available on 2nd and 3rd Level Reviews - if applicable and set up.

3) The Approver may select one of these quotes to review the submitted detail. On the detail page, the Approver can see all the quotes submitted for this work order. They can also see contractors who have not yet responded.

If the user opens the valid quote (which has not been expired), the following options will be available in the 'Review Action' drop-down selector:

• Null (Default)
• Approve
• Park Quote
• Cancel Quote
• Re-Quote

If the user opens an expired quote, the following options will be available in the 'Review Action' drop-down selector:

• Null (Default)
• Cancel Quote
• Re-Quote

4) The User may change the 'Capitalize Work Order' or 'Account Code' from the drop-down selectors.

5) In the 'Review Action' drop-down selector, select 'Approve' and enter the comments.

Under the Client Admin Area (Quote and Estimate Settings) - if a 2nd Level Review is set up and has a threshold amount defined, then:

• If the quote total amount is less than the 'Quote Threshold Amount' (example £800.00), this will not require a 2nd Level Review. In addition, the user may choose to open the work order in a "Pend" status which would require Call Center action to Assign the Quote Work Order.

• If the quote total amount is equal to or more than the 'Quote Threshold Amount' (example £800.00), this will then require a 2nd Level Review.

6) Click the Submit button.

The following is the description of fields on the Quote Detail form:

Fields	Description
Problem
Created	This is a read-only field and will display the date/time the work order was created.
Priority	This is a read-only field and will display the work order priority.
Store	This is a read-only field and will display the store number and store name.
Category	This is a read-only field and will display the Asset Category of the work order
Subcategory	This is a read-only field and will display the Asset Sub-category of the work order.
Problem Type	This is a read-only field and will display the problem type indicated in the work order.
Location	This is a read-only field and will display the location which is indicated in the work order.
CIS Quote	This is a read-only field and will indicate whether the quote has been marked as CIS or Not.
Problem Description	This is a read-only field and will display the problem description which is indicated in the work order.
Quote Request Details
Requested By	This is a read-only field and will display the person who requested the quote work order.
Telephone Number	This is a read-only field and will display the store's telelphone number of the quote work order.
Response Requested By	This is a read-only field and will display the date when a Response is required by.
Description of Work Needed	This is a read-only field and will display exactly what work the quote is to include.
To Be Started By	This is a read-only field and will display the date the work must be started by.
To be completed By	This is a read-only field and will display the date the work must be completed by.
View Quote Detail File	The link 'View Quote Detail File' will display to the user if a document has been attached with the quote at the time the quote was requested. On clicking of this link, the user will be able to view or download the quote related file. If there is no document - then the message "No Quote Detail File is Attached" will display.
Quote Details
Contractor	This is a read-only field and will display the contractor name who will have to provide the quote.
Contractor Quote No.	The 'Contractor Quote No.' is a mandatory field - the provider user must enter the quote number.
Travel | Amount | VAT Rate	- Travel Charge Amount: This is a read-only field and will display the travel charge amount as entered by the provider. - Travel VAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the Travel VAT. Note: The Travel VAT Rate field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
Parts | Amount | VAT Rate	- Parts Charge Amount: This is a read-only field and will display the parts charge amount as entered by the provider. - Parts VAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the Parts VAT. Note: The Parts VAT Rate field will only be available when Tax Format is set to 'Multiple Defined Rates' in client profile.
labor| Amount | VAT Rate	- laborCharge Amount: This is a read-only field and will display the laborcharge amount as entered by the provider. - laborVAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the laborVAT. Note: The laborVAT Rate field will only be available when Tax Format is set to 'Multiple Defined Rates' in client profile.
Miscellaneous | Amount | VAT Rate	- Miscellaneous Charges Amount: This is a read-only field and will display the miscellaneous charge amount as entered by the provider. - Miscellaneous VAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the Miscellaneous VAT. Note: The Miscellaneous VAT Rate field will only be available when Tax Format is set to 'Multiple Defined Rates' in client profile.
Net Total	This is a read-only field and will display the sum of the quote charges.
15% Rate	This is a read-only field and will display total VAT calculated for each VAT rate defined for that client.
5% Rate	This is a read-only field and will display total VAT calculated for each VAT rate defined for that client.
17.5% Rate	This is a read-only field and will display total VAT calculated for each VAT rate defined for that client.
Total VAT	This is a read-only field and will display the sum of all VATs calculated at the different rates.
Quote Total	This is a read-only field and will display the total of the quote.
Contractor Comments	This is a read-only field and will display the provider comments at the time they submitted the quote.
View Vendor's Attached Document	The link 'View Vendor's Attached Document' will be displayed on each of the provider's 'Quote Request Details' block. On clicking of this link, Approver users will be able to view or download the quote related document for the provider. For any provider - if no quote related document is available then the 'No Vendor Document is Attached' message will be displayed to the user.
Capitalized Work Order	This field will indicate whether the quote has been selected as a Capitalized Work Order or Not. Approver user can update the value on this screen. - If user selects 'Yes' the 'Capital Expense Project' field will be populated and user can choose Capex Projects from chooser. - If user selects 'No' then 'Account Code' field will be populated and the default account code will be displayed. User can choose Account Code from chooser.
Account Code	This field will be populated when 'Capitalized Work Order' is selected as 'No' and the default account code will be displayed. User can choose Account Code from chooser.
Review Action	The following options will be available in 'Review Action' drop-down selector - Null (Default) - Approve - Park Quote - Cancel Quote - Re-Quote - Send back to 1st Level Approval - Send back to 2nd Level Approval
Comments	This is a mandatory field, Approver user can enter some comments to accompany the quote

The following are the description of available options in the 'Review Action' drop-down selector on the Quote Approval pages:

Option	Description
Approve	On selection of 'Approve' option - the 'Comments' field will be a non-mandatory field and 'Open to Status' field will be available. When the user selects the 'Approve' option and clicks on the Submit button - then the quote will be approved and a new work order history event will be recorded.
Park Quote	This option is a resource controlled option. On selection of the 'Park Quote' option - the 'Comments' will be a mandatory field and 'Open to Status' field will not be available. When the user selects the 'Park Quote' option and clicks on the Submit button, the quote will be parked and a new work order history event will be recorded.
Cancel Quote	This option is a resource controlled option. On selection of the 'Cancel Quote' option - the 'Comments' will be a mandatory field and the quote will be cancelled and will be available in the 'Past Quotes' table. In addition, a history event will be recorded.
Re-Quote	This option is a resource controlled option. On selection of the 'Re-Quote' option - the quote will be re-initiated.
Send back to 1st level approval	This option is a resource controlled option. On selection of the 'Send back to 1st Level Approval' option - the quote will be sent back to 1st Level Review and will be available in the 'Awaiting Review' table and a history event will be recorded.
Send back to 2nd level approval	This option is a resource controlled option. On selection of the 'Send back to 2nd Level Approval' option - the quote will be sent back to 2nd Level Review and will be available in the '2nd Level Review' table and a history event will be recorded.

2nd Level Quote Review

1) Service > Authorizations > 2nd Level Review > Select Quote > 2nd Level Review Detail - this screen is used for the 2nd Level Review of the quote.

If a quote work order has a 3rd Level Review and a threshold amount defined in the Client Admin area (Estimate and Quote Settings) - then the following applies:

• If the quote total amount is less than the 'Quote Threshold Amount' (example £1,500.00), this will not require a 3rd Level Quote review. In addition, the user can choose to open the work order in a "Pend" status which would require Call Center action to Assign the Quote Work Order.

• If the quote total amount is equal to or more than the 'Quote Threshold Amount' (example £1,500.00) - this will require a 3rd Level Quote review.

If the user opens the valid quote (which has not been expired), the following options will be available in the 'Review Action' drop-down selector:

• Null (Default)
• Approve
• Park Quote
• Cancel Quote
• Re-Quote
• Send back to 1st Level Approval

If user opens an expired quote. The following options will be available in the 'Review Action' drop-down selector

• Null (Default)
• Cancel Quote
• Re-Quote
• Send back to 1st Level Approval

2) The approver approves the winning contractor and can choose to open the work orders in a "Pend" status which would require a phone call from the call center to the contractor in order to assign it. Then click Submit.

3) Or select the 'Send back to 1st level approval' option - the quote will be sent back to 1st Level Review and will be available in the "Awaiting Review" table and a history event will be recorded.

3rd Level Quote Review

1) Service > Authorizations > 3rd Level Review > Select Quote > 3rd Level Review Detail - this screen is used for the 3rd Level Review of the quote.

If the user opens the valid quote (which has not been expired), the following options will be available in the 'Review Action' drop-down selector:

• Null (Default)
• Approve
• Park Quote
• Cancel Quote
• Re-Quote
• Send back to 1st level approval
• Send back to 2nd level approval

If the user opens an expired quote. The following options will be available in the 'Review Action' drop-down selector:

• Null (Default)
• Cancel Quote
• Re-Quote
• Send back to 1st level approval
• Send back to 2nd level approval

2) The approver approves the winning contractor and can choose to open the work orders in a "Pend" status which would require a phone call from the call center to the contractor in order to assign it. Then click Submit.

3) Or Select the 'Send back to 1st level approval' option - the quote will be sent back to 1st level review and will be available in the "Awaiting Review" table and a history event will be recorded.

4) Or Select the 'Send back to 2nd level approval' option - the quote will be sent back to 2nd level review and will be available in the '2nd Level Review' table and a history event will be recorded.

Configuration of functionality

• The Awaiting Review, 2nd Level Review and 3rd Level Review tables are configurable by role. These can be turned on with view rights only or with full access.

• The available options in the 'Action Review' drop-down selector can be turned by role.

• If the user only has view rights for Quote Detail under Service > Authorizations > Awaiting Review > Select Quote > Quote Detail then the Submit button will be removed from this page.

Other Notes

• The selected vendor quote will be indicated in an 'Approved' status in the 'Past Quotes' table, (Service > Authorizations > Past Quotes) and located in the 'Outstanding Work Orders' table as "Pend" or "Assigned". Also, an authorized quote e-mail will be sent out to the provider users.

• The unselected vendor quote will be automatically Rejected .The rejected quotes will be located in the 'Past Quotes' table, (Service > Authorizations > Past Quotes) in a 'Rejected' status. A Rejected quote e-mail will be sent out to provider users.

• The approved work order history events are recorded in the work order history page.

• The work order invoice on a quote work order is NOT editable and is AUTO-approved.

• The existing option of 'Reject' is renamed to 'Cancel Quote' which is a resource controlled option.

• In case the quote is parked - an e-mail notification will be sent out to the contractor if the e-mail address is defined - if not, the warning message pop-up displays to notify the user to call the contractor.

Parked Quotes and Estimates

This functionality is used to park any given Quotes and / or Estimates.

Park Quote

1) Service > Authorizations > Awaiting Review > Select Quote > Quote Detail - this screen is used for 1st Level Review; Park; Cancel or for Re-quoting. If a user opens the Quote, the following options will be available in the 'Review Action' drop-down selector:

• Null (Default)

• Approve

• Park Quote

• Cancel Quote

• Re-Quote

The following functionality is for the different options of the Review Action drop-down selector:

Option	Description
Approve	On selection of the "Approve" option - a new mandatory drop-down selector will appear, called "Status". The 'Comments' field will be a non mandatory field. In addition, a 'Quote approved' e-mail will be sent to the Contractor / Provider.
Park Quote	This option is a resource controlled option. On selection of the "Park Quote" option, the 'Comments' field will be a mandatory field and 'Open to Status' field will not be available. When a user selects the 'Park Quote' option and clicks on the Submit button, then the quote will be parked and a new work order history event will be recorded.
Cancel Quote	This option is a resource controlled option. On selection of the "Cancel Quote" option, the quote will be cancelled and will be available in the "Past Quotes" table and a history event will be recorded. The "Comments" field will be a mandatory field.
Re-Quote	This option is a resource controlled option. On selection of the "Re-Quote" option, the quote will be re-initiated as it is done on 1st Level Review.

2) Select the 'Park Quote' option - the "Comments" will become a required field. The "Open to Status" field will not be available.

3) Click Submit to park the quote. The parked quote will be displayed in 'Parked Quotes and Estimates' smart table (Service > Authorizations > Parked Quotes and Estimates). The new work order history event will be recorded.

Release Quote

1) Service > Authorizations > Parked Quotes and Estimates > Parked Quote Detail - this screen is used to release, cancel or re-quote the quotes.

If a user opens up a parked quote, the following options will be available in the "Review Action" drop-down selector:

• Null (Default)

• Release Quote

• Cancel Quote

• Re-Quote

The following functionality is for the different options of the "Review Action" drop-down selector:

Option	Description
Release Quote	On selection of the "Release Quote" option the "Comments" field will become mandatory. When a user selects this option, then the quote will be released from the table and will be available in the stage from which it was parked. Also, a new Work Order history event will be recorded for the quote unparking process. For example, if a quote was parked at the 1st Level of review, then on release from the table, it will be available back in 1st Level review. After this, the quote will be subjected to the normal life cycle such as being subjected to 2nd and 3rd level review (if set up).
Cancel Quote	This is a resource controlled option. On selection of the "Cancel Quote" option, the quote will be cancelled. On this option, the "Comments" field will be mandatory.
Re-Quote	This is a resource controlled option. On selection of the "Re-Quote" option, the quote process will be re-initiated.

2) Select the "Release Quote" option > the "Comments" field will become mandatory. Click Submit.

3) The parked quote will be released and located in the stage from which it was parked. "Park Comments" and the "Release Comments" fields will be displayed. Also, a new Work Order history event will be recorded.

The following is the description of these fields.

Field Description

Field	Description
Park Comments	This will be read-only fields, displaying the comments entered when quote was parked. The label of this field will also contain the name of the user who parked the quote.
Release Comments	This will be read-only fields, displaying the comments entered when quote was released. The label of this field will also contain the name of the user who released the quote. Note: Both the mentioned fields will be available only if the quote was parked in the past.

Park Estimate

1) Service > Authorizations > Awaiting Review > Estimate Detail - this screen is used for 1st level review; park; cancel or re-estimate an Estimate. If a user opens up an Estimate, the following options will be available in the "Review Action" drop-down selector:

• Null (Default)

• Approve

• Park Estimate

• Reject

• Request Re-estimate

2) Select the "Park Estimate" option. In this case, the "Comments" field will be a non-mandatory field.

3) Click Submit - the Estimate will be parked. The parked estimate will be displayed in the "Parked Quotes and Estimates" smart table. The new work order history event will be recorded.

The following is the functionality for the different options of the "Review Action" drop-down selector:

Option	Description
Approve	On selection of the "Approve" option, the status of the work order will change to "Service Incomplete" and a new work order history event will be written containing the approval comments and indicating the change of status. Also, an 'Estimate approved' e-mail will be sent to the Contractor / Provider. In this case, the "Comments" field will be a non-mandatory field.
Park Estimate	This option is a resource controlled option. On selection of the "Park Estimate" option, the "Comments" field will be a mandatory field. When a user selects the "Park Estimate" option and clicks on the Submit button then the Estimate will be parked and a new work order history event will be recorded. If Estimate Work Order is in the status of "In Progress" or "Service Incomplete", then on the "Park Estimate" option, the DHTML warning pop-up will be displayed as "This Estimate cannot be Parked because work has already started for this Work Order" to the user and the Estimate Work Order will not be parked.
Reject	On selection of the "Reject" option, the status of the work order will change to "Service Complete" and a new work order history event will be written containing the rejection comments and indicating the change of status. Also an "Estimate Rejected" e-mail will be sent to the contractor / provider. In this case, both Comments and Rejection Reasons fields will be required.
Request Re-estimate	On selection of the "Request Re-estimate" option, "Comments" will be a required field. If a user selects this option and clicks on the Submit button, then the Re-Estimate process will be initiated on the estimate work order and an e-mail will be sent to the contractor / provider for a Re-estimate request. Also, a work Order history event will be recorded in the work order history for a Re-estimate request.

Release Estimate

1) Service > Authorizations > Parked Quotes and Estimates > Select Estimate > Parked Estimate Detail - this screen is used to release or reject the Estimate.

If a user opens up a parked Estimate, the following options will be available in the "Review Action" drop-down selector:

• Null (Default)

• Release Estimate

• Reject

The following is the functionality for the different options of the "Review Action" drop-down selector:

Option	Description
Release Estimate	On selection of the "Release Estimate" option, the "Comments" field will be a mandatory field. When the user selects this option, then the Estimate will be released from the parked process and available in  the stage from which it was parked. Also, a new Work Order history event will be recorded.
Reject	This is a resource controlled option. On selection of the "Reject" option, the status of the work order will change to "Service Complete" and a new work order history event will be written containing the rejection comments and indicating the change of status. Also, an "Estimate Rejected" e-mail will be sent to the contractor / provider. In this case, both Comments and Rejection Reasons fields will be mandatory.

2) Select the "Release Estimate" option > the "Comments" field will be a required field. Click Submit.

3) The parked estimate will be released and located in the stage from which it was parked. "Park Comments" and "Release Comments" fields will be displayed. Also, a new Work Order history event will be recorded.

The following are the descriptions of these fields:

Field	Description
Park Comments	This will be read-only field, displaying the comments entered when estimate was parked. The label of this field will also contain the name of the user who parked the estimate.
Release Comments	This will be read-only field, displaying the comments entered when estimate was released. The label of this field will also contain the name of the user who released the estimate. Note: The park and unpark comments will be available only if the estimate was parked in the past.

Configuration of functionality

• The awaiting review, 2nd level review, 3rd level review and parked quotes and estimates tables are configurable by role. These can be turned on with view rights only or with full access.

• The available options in the 'Action Review' drop-down selector can be turned on/off by role.

• 'Re-estimate' is a resource controlled option. If this is turned on it will be available in the 'Action' drop-down selector on the Work Order Summary pages.

• 'Request Re-estimate at 1st Level Review' is a resource controlled option. If this is turned on it will be available in the 'Review Action' drop-down selector on the 1st level estimate review page.

• 'Request Re-estimate at 2nd Level Review' is a resource controlled option. If this is turned on it will be available in the 'Review Action' drop-down selector on the 2nd level estimate review page.

• 'Request Re-estimate at 3rd Level Review' is a resource controlled option. If this is turned on it will be available in the 'Review Action' drop-down selector on the 3rd level estimate review page.

• If the user has only the view rights for Parked Quote Detail under Service > Authorizations > Parked Quotes and Estimates > Parked Quote Detail, the 'Submit' button will be removed from this page.

• If the user has only the view rights for Parked Estimate Detail under Service > Authorizations > Parked Quotes and Estimates > Parked Estimate Detail, the 'Submit' button will be removed from this page.

Other Notes

• When either a quote or estimate is parked from the approval screens, an e-mail notification will be sent out to the contractor / provider if the e-mail address is defined.

• In case where the contractor does not have an email address setting, a warning message pop-up will be displayed with a message to contact the contractor / provider by telephone, along with the available telephone number.

Expired Quotes

Quotes are valid for a specified number of days. The number of days are defined by the client. The quote submitted by a Contractor will expire after the given amount of days.

Example of functionality in use

Notify Of Expired Quote

• The number of days after which the quote will be expired is calculated from the date at which the quote is submitted by the Contractor.

• The selected user to be notified and the person who completes the pre quote form will be sent an email 2 days before the quote expiry date.

Expired quotes will be available on the following pages:

1st Level Quote Review:

1) Service > Authorizations > Awaiting Review > Select Quote > Quote Detail - this screen is used for the 1st Level Quote review.

2) If a user opens an expired quote - the following options will be available in the 'Review Action' drop-down selector.

• Cancel Quote

• Re-Quote

3) If the expired quote needs to be re-processed, the approver user will select 'Re-quote'. If not, the approver user will select the valid quote to approve then the expired quotes will be automatically rejected.

2nd Level Quote Review

1) Service > Authorizations > 2nd Level Review > 2nd Level Review Detail, this screen is used for the 2nd level Quote review.

2) If a user opens up an expired quote, the following options will be available in the 'Review Action' drop-down selector.

• Reject

3) Select 'Reject' in the 'Review Action' drop-down selector and then click Submit.

Configuration of functionality

The Awaiting Review and 2nd Level Review tables are configurable by role. This can be turned on with view rights only or with full access.

Other Notes

The 2nd Level Quote Review for an expired quote can only be rejected. Once the quote is rejected, a quote rejected e-mail will be sent out to the Contractor. The rejected quotes will be located in the 'Past Quotes' table, (Service > Authorizations > Past Quotes) and will have a status of 'Rejected'.

Print Approved Quote

This functionality allows for an Approved Quote to be printed.

Example of functionality in use

Once a quote has been selected and approved it moves to the Past Quotes* *table where you can see the Approved and Rejected quotes.

Approved quotes may be printed using the Print This Approved Quote button.

Configuration of functionality

The ability to view Past Quotes is configurable by role.

Other Notes

Only Approved quotes can be printed

Initiate Estimate Process

This process is used if an estimate is required on a work order, and it is triggered by selecting the option "Needs Estimate" in the Select Action drop-down selector on the Work Order Summary screen.

Example of functionality in use

A user (maintenance manager, provider administrator, call center - depends on client configuration) would indicate that a work order needs an estimate via the Select Action drop-down selector on the Work Order Summary.

A pop-up then appears (in a separate window) for a confirmation of the action. The user is presented with this message and is asked to either "Initiate estimate process" or "Cancel" (by selecting one of the two buttons): "You have indicated that this work order requires an Estimate. This work order will not be allowed to be invoiced until the estimate has been approved."

On selecting the "Initiate estimate process" button, this work order will be located on the Awaiting Input screen, accessed via Service tab > Authorizations > Awaiting Input, for whomever is configured to enter estimate details (maintenance manager, provider admin, call center). Note: Depending on the client's configuration, the work order may not appear on the Awaiting Input table until the provider has accepted the work order.

Also, a 'Work Order Estimate Required' e-mail notification is sent out to provider users.

The work order (normally in a status of Pend Accept, Assigned, In Progress, or Service Incomplete) does not change status. Although the status of the work order does not change, an event is recorded in the Work Order History.

Configuration of functionality

• The ability to request an estimate is configurable by role.

• The ability to enter estimate details is also configurable by role.

Other notes

• The status of a work order does not change when an estimate is requested.

• The estimate work order can not be invoiced until the estimate has been approved.

• The Needs Estimate option may be selected before the provider accepts the work, when work orders are in a status of Pend. Accept (this allows client admin to require estimates before work orders have been accepted)

Enter Estimate Details

Description of functionality

This smart table will list all the Quote and Estimate work orders that are awaiting input.

The following data columns are displayed in this table:

Column	Description
WO #	This column will display the work order number for a Quote or an Estimate.
Date	This column will display the date the work order is created.
Priority	This column will display the work order priority.
Type	This column will display the work order type.
Linked	If a temp fix is indicated that then generates an Estimate.
Store	This column will display the store number.
Store Name	This column will display the store name.
Category	This column will display the category of the Quote / Estimate.
Subcategory	This column will display the subcategory of the Quote / Estimate.
Contractor	This column will display the associated contractor of the Quote / Estimate.

Example of functionality in use

When a work order is identified as needing an Estimate, the details can be input on this form - click in to the Estimate in the "WO #" column. There are lines for cost of Travel, Parts, Labor, Miscellaneous charges and VAT - there is also a box to enter some comments to accompany the Estimate as well as an area to upload a document.

Enter Estimate Details:

1) Click the WO # in the "WO #" column, you will be navigated to the Estimate Detail, Service > Authorization > Awaiting Input > Click a WO # > Estimate Details.

2) Estimate details may be filled in on this page. There are lines for cost of Travel, Parts, Labor, Miscellaneous charges and VAT - there is also a box to enter some comments to accompany the Estimate as well as an area to upload a document.

3) Additionally, you can attach an Estimate Detail File. The following formats are acceptable:

• XLSX

• PPT

• DOCX

• XLS

• PDF

• JPEG

• TXT

• DOC

• ZIP

4) Click the Submit button and the 'Warning' pop-up will be presented and will say the following: "The Work Order status is changed to Estimate Review and the Estimate will be subjected to Estimate Auto Approval Rules (if any)" - click the OK button.

The following is the field descriptions on this screen:

Field	Description
Date / Time	This is a read-only field and will display the date / time the work order type was created
Type of Request	This is a read-only field and will display the work order type
Store	This is a read-only field and will display the store number and store name of work order
Category	This is a read-only field and will display the asset category which is indicated in the work order
Subcategory	This is a read-only field and will display the asset sub-category which is indicated in the work order
Problem Type	This is a read-only field and will display the problem type which is indicated in the work order
Location	This is a read-only field and will display the location which is indicated in the work order
Requested By	This is a read-only field and will display the user who created the work order
Problem Description	This is a read-only field and will display the problem description which is indicated in the work order
Telephone Number	This is a read-only field and will display the store's telelphone number of the Estimate work order
Estimate Detail File	This option allows the user to attach an Estimate detail file at the time of submitting the Estimate
Contractor	This is a read-only field and will display the Contractor name who will have to provide the Estimate
Telephone Number	This is a read-only field and will display the Contractor's telephone number
Travel | Amount | VAT Rate	- Travel Charge Amount: This is used to enter the travel charge amount. - Travel VAT Rate: This tax rate drop-down selector field will list all applicable tax rates in the application. This field will auto-populate with the default tax rate so the user can change to other tax rates from the drop-down selector. The selected tax rate will be used to calculate the travel VAT. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
Parts | Amount | VAT Rate	- Parts Charge Amount: This is used to enter the parts charge amount. - Parts VAT Rate: This tax rate drop-down selector field will list all applicable tax rates in the application. This field will auto-populate with the default tax rate so the user can change to other tax rates from the drop-down selector. The selected tax rate will be used to calculate the parts VAT. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
labor| Amount | VAT Rate	- laborCharge Amount: This is used to enter the labor charge amount. - labor VAT Rate: This tax rate drop-down selector field will list all applicable tax rates in the application. This field will auto-populate with the default tax rate so the user can change to other tax rates from the drop-down selector. The selected tax rate will be used to calculate the labor VAT. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile.
Miscellaneous | Amount | VAT Rate	- Miscellaneous Charges Amount: This is used to enter the miscellaneous charge amount. - Miscellaneous VAT Rate: This tax rate drop-down selector field will list all applicable tax rates in the application. This field will auto-populate with the default tax rate so the user can change to other tax rates from the drop-down selector. The selected tax rate will be used to calculate the miscellaneous VAT. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the client profile..
Net Total	This is a read-only field and will display the sum of the Estimate charges.
Standard 15% Rate	This is a read-only field and will display the total VAT calculated for each VAT rate defined for that client.
Old 17.5% Rate	This is a read-only field and will display the total VAT calculated for each VAT rate defined for that client.
Zero Tax Rate	This is a read-only field and will display the total VAT calculated for each VAT rate defined for that client.
Reduced 5% Rate	This is a read-only field and will display the total VAT calculated for each VAT rate defined for that client.
Total VAT	This is a read-only field and will display the sum of all VATs calculated at different rates.
Estimate Total	This is a read-only field and will display the total of the Estimate.
Comments	This is a required field - approver user can enter some comments to accompany the estimate.

Configuration of functionality

• The ability to request an estimate is configurable by role.

• The ability to enter Estimate details is also configurable by role.

Other Notes

• The status of a work order does not change when an Estimate is requested.

• An invoice cannot be completed until an Estimate has been provided and approved

• If the 'Estimate Detail File' is attached, a new link 'View Estimate Detail File' will be displayed to the users on the Estimate approvals screen. The user can click on this link to view or download the Estimate related file.

Approve Estimate

This functionality allows a user to Approve, Reject, Park or Request Re-estimate of a work order that has been converted to an estimate.

Example of functionality in use

The Awaiting Review (1st level approval) table shows a line item for each estimate tendered on a work order.

The estimate review may also require 2nd or 3rd level approval if over a certain value, if these options have been configured in Estimate and Quote Settings

1st Level Estimate Review

Navigate to: Service > Authorizations > Awaiting Review.

This screen is used for the 1st level review of the estimate.

Clicking a work order number in the smart table will open the Estimate Detail page.

The fields on the Estimate Detail page, are explained as follows:

Fields	Description
Priority	This is a read-only field and will display the work order type as created
Store	This is a read-only field and will display the store number and store name of the work order
Category	This is a read-only field and will display the asset category indicated for the work order
Subcategory	This is a read-only field and will display the asset sub-category indicated for the work order
Problem Type	This is a read-only field and will display the problem type indicated for the work order
Location	This is a read-only field and will display the location indicated for the work order
CIS Estimate	This is a read-only field and will indicate whether or not the estimate has been marked as 'CIS' (Construction Industry Scheme). Please note: this field will only show for Clients that have their profile configured for CIS payments
Problem Description	This is a read-only field and will display the problem description indicated for the work order
Estimate Details
Requested By	This is a read-only field and will display the name of the person who requested the estimate work order
Telephone Number	This is a read-only field and will display the telelphone number of the estimate requestor
Contractor	This is a read-only field and will display the contractor name that has submitted the estimate
Travel | Amount | VAT Rate	- Travel Charge Amount: This is a read-only field and will display the travel charge amount was entered by provider, if applicable - Travel VAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the travel VAT, if applicable Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in client profile.
Parts | Amount | VAT Rate	- Parts Charge Amount: This is a read-only field and will display the parts charge amount was entered by provider. - Parts VAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the parts VAT. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the Client profile.
labor| Amount | VAT Rate	- labor Charge Amount: This is a read-only field and will display the laborcharge amount that was entered by the provider - labor VAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the labor VAT. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the Client profile
Miscellaneous | Amount | VAT Rate	- Miscellaneous Charges Amount: This is a read-only field and will display the miscellaneous charge amount that was entered by provider. - Miscellaneous VAT Rate: This a read-only field and will display the VAT Rate to be used to calculate the miscellaneous VAT. Note: This field will only be available when Tax Format is set to 'Multiple Defined Rates' in the Client profile
Net Total	This is a read-only field that will display the net sum of estimate charges
Total VAT	This is a read-only field that will display the sum of all VAT (calculated at different rates, if applicable)
Estimate Total	This is a read-only field that will display the gross total of the estimate
Contractor Comments	This is a read-only field that will display the provider comments at the time of submitting the estimate.
View Vendor's Attached Document	A link to 'View Vendor's Attached Document' will be available if the provider has uploaded a document to support their estimate value. This could also include pictures if required by the Client. On clicking of this link, the estimate approver will be able to view or download the document. If no estimate related document is available then the 'No Vendor Document is Attached' message will be displayed to the user.
Capitalized Work Order	This field indicates whether or not the estimate has been selected as Capitalized Work Order. The approver can update the value on this screen if required. - If the approver selects 'Yes', the 'Capital Expense Project' field will be populated and user can choose Capex Projects from drop-down selector. - If the approver selects 'No', then 'Account Code' field will be populated and the default account code will be displayed. The approver can choose and amend the Account Code using the magnifying glass list, if required.
Account Code	This field will be populated when 'Capitalized Work Order' is selected as 'No'. The work order's default account code based on the category and subcategory set-up will be displayed. The approver can choose and amend the Account Code using the magnifying glass list, if required.
Review Action	The following options will be available in 'Review Action' drop-down selector (configurable by Client): - Null (Default) - Approve - Park Estimate - Reject - Request Re-Estimate - Send back to 1st level approval (on 2nd and 3rd level approval screens only) - Send back to 2nd level approval (on 3rd level approval screen only) These are described further in the next table.
Comments	This is a mandatory field. The approver should enter some comments to accompany the approval of the estimate

Following is the description of the available options in 'Review Action' drop-down selector on estimate approval pages:

Option	Description
Approve	When the user selects the 'Approve' option and clicks on the 'Submit' button, the estimate will be approved and a new work order history event will be recorded. The comments box now becomes a non-mandatory field. If an estimate work order is in the status of "Service Complete" or any other latter status and user approves the estimate, then they will be presented with a confirmation pop-up, them about the status change. If the current work order status is in 'Pend Site Review' status, clickin the "Pend Site Review" button in the confirmation pop-up, will cause the estimate to be approved and work order status will be changed to the current work order status. If the current work order status is in 'Service Complete' status, on click of "Service Complete" button in confirm pop-up, the estimate will be approved and work order status will be changed to the current work order status. If clicking on "Service Incomplete" button, estimate will be approved and work order status will be changed to Service Incomplete.
Park Estimate	This option is a resource controlled option. On selection of 'Park Estimate', the 'Comments' field will become mandatory and the 'Open to Status' field will not be shown. Selecting 'Park Estimate' and then 'Submit' will cause the work order to be parked and a new work order history event will be recorded.
Reject	This option is a resource controlled option. On selection of 'Reject', the 'Comments' field will become mandatory, the estimate will be rejected and the provider notified.
Request Re-Estimate	This option is a resource controlled option. On selection of 'Request Re-Estimate', the 'Comments' field will become mandatory. If the user selects this option and then clicks on the Submit button, the Re-estimate process will be initiated for the work order and an e-mail sent to the provider requesting a Re-estimate. A new work order history event will be recorded.
Send back to 1st level approval	This option is a resource controlled option and is available on the 2nd and 3rd Level Review screens only. On selection of 'Send back to 1st level approval', the 'Comments' field will become mandatory and the estimate will be sent back to the Awaiting Review (1st level review) table. The event will be recorded in the work order history.
Send back to 2nd level approval	TThis option is a resource controlled option and is available on the 3rd Level Review screen only. On selection of 'Send back to 2nd level approval', the 'Comments' field will become mandatory and the estimate will be sent back to the 2nd Level Review table. The event will be recorded in the work order history.

2nd Level Estimate Review

Navigate to: Service > Authorizations > 2nd Level Review

This screen is used for the 2nd level review of the estimate, and works in the same way as the Awaiting Review (1st level) approval screen, as described above.

3rd Level Estimate Review

Navigate to: Service > Authorizations > 3rd Level Review

This screen is used for the 3rd level review of the estimate, and works in the same way as the Awaiting Review (1st level) approval screen, as described above.

Based on the Client configurable values that are chosen for estimate approval levels, estimates will move up 1st > 2nd > 3rd until the correct approval level is reached.

Once the correct level is reached, the following actions will occur.

• The status of work order will be changed to 'Service Incomplete' which the user can access by navigating to: Service > Work Orders > Outstanding Work Orders.

• The approved estimate e-mail will be sent to the provider.

• A work order history event is written containing the approval comments and indicating the change of status.

Configuration of functionality

• The Awaiting Review, 2nd Level Review and 3rd Level Review tables are configurable by role. These can be turned on with view rights only or with full access.

• The available options in 'Action Review' drop-down selector can be turned on by role.

• 'Re-estimate' is a resource controlled option. If this is turned on it will also be available in the 'Review Action' drop-down selector on Work Order Summary page.

• 'Request Re-estimate at 1st Level Review' is a resource controlled option. If this is turned on it will be available in the 'Review Action' drop-down selector on 1st level estimate review page.

• 'Request Re-estimate at 2nd Level Review' is a resource controlled option. If this is turned on it will be available in the 'Review Action' drop-down selector on 2nd level estimate review page.

• 'Request Re-estimate at 3rd Level Review' is a resource controlled option. If this is turned on it will be available in the 'Review Action' drop-down selector on 3rd level estimate review page.

• The Confirm Work Order status pop-up will also be displayed on 2nd and 3rd level review screens.

• If the user has view only rights for Estimate Detail under Service > Authorizations > Awaiting Review > Estimate Detail, the 'Submit' button will be removed from this page.

Other Notes

• If the estimate is not reviewed within the number of days defined in 'Estimate Threshold Days' in Estimate and Quote Settings then system will automatically reject the estimate and set work order to the status of 'Service Complete'.

• The estimate review can be subjected to 2nd and 3rd level reviews, based upon the client settings as whether 2nd and 3rd level review are required, and the estimate threshold amounts defined.

• On selection of the 'Reject' option, the status of work order will change to 'Service Complete' and a new work order history event will be written containing the rejection comments and indicating the change of status. An 'Estimate Rejected' e-mail will be sent to the provider.

• In case of the estimate being parked, an e-mail notification will be sent out to contractor if the e-mail address is defined. If no email address is defined, a pop-up will be displayed to notify the user to call the contractor.

• In case of the estimate work order being requested for a Re-estimate, Re-estimate will be displayed on the "Type" column of the Awaiting Input, 2nd and 3rd Level Review smart tables, against the work order for which the Re-estimate was requested.

Reject Estimate

This functionality is used for reviewing the estimate. The review action field will be used for selecting the review action. The following will be the possible values for this fields:

• Null (Default)

• Approve

• Reject

The estimate can be automatically rejected if it is not reviewed under the estimate threshold days.

Example of functionality in use

There are two options to reject the estimate.

Option 1: reject estimate in review action options.

1) Service > Authorizations > Awaiting Review > Estimate Detail, this screen is used for the 1st level review of the estimate.

2) A link 'View Vendor's Attached Document' will be displayed on estimate detail block. Click this link and approver users will be able to view or download the related document for the provider. For any provider if no estimate related document is available then 'No Vendor Document is Attached' message will be displayed to the user.

3) Select 'Reject' option, the 'Comments' will be a required field and the 'Rejection Reason' will be populated as a required drop-down selector filed.

4) Enter rejection comments and select the rejection reason and then click Submit.

When user selects 'Reject' option the following actions will occur.

• The status of work order will be changed to 'Service Complete' which user can access to Service > Work Orders > Service Complete.

• The estimate rejected e-mail will be sent to the provider.

• A work order history event is written containing the approval comments and indicating the change of status.

Option 2: automatically rejected estimate under estimate threshold days

On the estimate and quote settings screen, you can specify the client specific quote and estimate as described in Estimate and Quote Settings.

If estimate is not reviewed under the threshold days then the following actions will occur

• System will automatically reject the estimate and the history event is written containing the approval comments and indicating the change of status.

• Set work order to the status of Service Complete.

Configuration of functionality

The awaiting review and 2nd level review tables are configurable by role. These can be turned on with view rights only or with full access.

Other Notes

1) A link 'View Vendor's Attached Document' will also be applicable on 2nd level review of estimate.

2) If the estimate was approved on 1st level estimate review and the estimate total is equal or more than estimate threshold amount then this will be moved to 2nd level estimate review. User is also allowed to reject the estimate on this page.

Re-Estimate

The 'Re-Estimate' option is listed in 'Select an Action' drop-down selector at work order summary screen option will only be available when the estimate has initiated on work order and the work order status is in 'In Progress' and 'Service Incomplete'

Example of functionality in use

Re-estimate work order

1) Service > Work Orders > Outstanding Work Orders, select the work order to re-estimate on outstanding work order screen.

2) On 'Select an Action' select 'Re-Estimate' from drop-down selector.

3) The 'Confirm' pop-up will be presented as 'Confirm Re-Estimate of this Work Order', click Continue.

4) After re-estimating, the work order estimate process will be repeated. User will be re-directed to 'Estimate Detail' screen.

5) Once the re-estimate has been submitted, this change will be shown in WO History.

Configuration of functionality

• 'Re-estimate' is a resource controlled option. If this is turned on it will be available in 'Action' drop-down selector on Work Order Summary page.

• 'Request Re-estimate at 1st Level Review' is a resource controlled option. If this is turned on it will be available in 'Review Action' drop-down selector on 1st level estimate review page.

• 'Request Re-estimate at 2nd Level Review' is a resource controlled option. If this is turned on it will be available in 'Review Action' drop-down selector on 2nd level estimate review page.

• 'Request Re-estimate at 3rd Level Review' is a resource controlled option. If this is turned on it will be available in 'Review Action' drop-down selector on 3rd level estimate review page.

• The Confirm work order status pop-up will also be displayed on 2nd and 3rd level review screens.

Other Notes

• The only work order has initiated estimate process and indicated in status of 'In Progress' and 'Service Incomplete' can be re-estimated.

• The Request Re-estimate is also available in the 'Review Action' drop-down selectors on estimate approval review pages if these options have been turned on.

• In case of the estimate work order is requested for re-estimate. Re-estimate will be displayed on "Type" column of the Awaiting Input smart table (Service > Authorizations > Awaiting Input) against the work order for which Re-estimate was requested.