6.3.2 Quotation Requests
When 'New Quotation Request' is selected, key information is set-up for the Quotation Request. Any of this information can be modified by the user:
- Introduction - This is standard introductory text (set-up for your Agent account) for the Quotation Request
- 'Work Summary' and 'Description of Work' - This is a copied from the ticket
- General Instructions for work at.... - These are any block specific instructions
- Terms - These are any agent specific terms or instructions.
Documents can be attached to the Quotation Request using the Attachments button.
By selecting Next you are able to choose one or multiple Suppliers to receive the Quotation Request.
Once a Supplier has been chosen you have the option to 'View Quotation' - This will display the Quotation Request that will be sent to the chosen Supplier. You can then go Back and edit any details on the Quotation Request before proceeding.
If the email address is not correct then you can either [Edit] the Supplier details (which will permanently update the Supplier record) or you can over-type the Email address (which will only save the email address for this quotation).
NOTE: You can only send Quotation Requests to suppliers whose details have been set-up in the system. If the Supplier's name does not appear in the drop-down list then you can you use the 'Add Supplier' option to create a new Supplier record.
Once you have chosen your supplier(s) you select Next. An email preview screen displays the email that will be sent to the supplier(s). The default email text (set-up for your Agent account) is shown.
You can modify the Message text as well as the email Subject line. If you select more than one supplier then the tag '<%NAME%>' will be displayed in the Message. When the email is generated this text will be replaced by the supplier's name.
There is also an 'Add a Comment' box which you can tick. This will allow you to publish comments (default text: Quotation Request has been sent to supplier(s) ) to leaseholders on the Leaseholder Portal to inform them that Quotations have been sent to suppliers. The comment can be altered if needed.
If you send multiple Quotations, the system update will have multiple records on the history of the ticket but the comment would only be one so you don't have an overload of comments on the leaseholder's portal. See example below:
Once a Quotation Request has been sent the quotation can be viewed via the 'View Quotation' button. From the View Quotation screen you can:
- View the PDF of the Quotation Request
- Keep notes relating to the Quotation Request
At any stage you can copy a Quotation Request and create a new Work Order (WO) based on the Quotation Request. You can delete a Draft Quotation Request before it is Sent.
The Create Workorder button next to the Copy button allows you to create a Workorder based on the details of the quotation request.
This option does not prepopulate the supplier as the system thinks it is a new Workorder entirely for a new supplier.
The Create Workorder next to the supplier will prepopulate the supplier when creating the Workorder.
The status of each quotation can also be edited per quotation request and displays it in the tab dropdown.
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