Step 1: Complete the

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Upper Half of the

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Contract Quote Window

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select Quote.
3. Complete the following fields in the upper half of the window.
   • Quote Number
     If you chose during setup to use the auto numbering feature for maintenance contracts, this applies to contract quote generation as well. Both contract and quote numbers increment using the same list of numbers: they do not increment independently of one another. If the quote is turned into a contract, notes entered using the notepad button in this field transfer to the contract.
   • Billing Frequency, Invoice Billing Day
     These fields can be edited in this window and can also be changed when a maintenance contract is generated from the quote.
   • Service Call Day, Contract Start Date, Contract Expiration Date
     These dates will be used to generate the task schedule. The contract period cannot be longer than one year.
   • User-Defined
     These labels are the same as those in the Maintenance Contract window. You may have labeled these fields during setup. See Labeling user-defined fields . If you chose to validate the first and second user-defined fields in the Location window during setup, lookup windows will be attached to the fields and users will be prompted before adding to the lookup data. See Choosing Service Options .

Step 2: Attach

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Equipment to the

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Quote

1. Select the Coverage button to open the Quote Coverage window. Use this window to view all equipment and tasks covered by the maintenance contract quote. Items display by sublocation, equipment, task list, and task code. Component equipment records display indented. You assign equipment, tasks, and task lists to a maintenance contract quote from the Quote Coverage window.
2. Select the Equipment button to open the Quote Coverage Maintenance window.
3. Select an equipment record in the left scrolling window and select Insert >>. Even if a piece of equipment is covered by a maintenance contract, it can be inserted on one or more contract quotes. When you convert the quote to a contract, the equipment will then be on multiple contracts.

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To add a new equipment record to the location, select the Equipment button and then complete the Equipment window.

Step 3: Assign

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Tasks and

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Subtasks to the

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Quote

Once After equipment is attached to the quote, tasks and subtasks can be added to the quote.

1. Close the Quote Coverage Maintenance window to return to the Quote Coverage window.

2. Select Tasks to open the Quote Task Maintenance window. 

   Note
   Tasks may already be attached to the equipment if an equipment type with attached tasks was assigned to the piece of equipment.

3. Use the browse buttons in the Equipment field to select an equipment record or use the lookup to open the Quote Equipment window where you can use the Find button to locate an equipment record by serial number. 

   Note
   Use the Quote Task List ID field to attach tasks to the quote using task lists.

4. Select Redisplay.

5. Add tasks and subtasks by selecting a record in the left scrolling window and choosing Insert >>. For more information on selecting tasks in the Quoted Task Maintenance window, see the section Using task code lookup. 

   Note
   If you select a record in the Quote Coverage window before choosing the Tasks or Task Lists button, that information will default in the Quote Task Maintenance window and the Copy Task List window.

Step 4: Assign

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Task Lists to the

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Quote

You can assign a task list to a quote by creating a quote task list or by copying an existing task list. To learn how to create a quote task list, see Creating a Quote Task List. To copy an existing task list to a quote, see Copying a Quote Task List.

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Step 5: Edit

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Tasks and

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Subtasks Attached to the

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Quote

1. In the Quote Task Maintenance window, select a record in the bottom scrolling window and zoom on the Task Code field to open the Quoted Tasks window.
2. You can determine if the task is required by marking the Required checkbox. The Required column will be disabled if the task is part of a quote task list that is controlling the frequency and suggested schedule.
3. You can edit the Schedule Date and Est. Hours for a task by selecting a field and making a new entry.
4. Select the Subtasks tab to view subtasks attached to the quoted task.
5. Select the Estimate tab to open the Quoted Tasks Estimate window where you can view the estimated costs, hours, and billable amounts for the quoted task. You can edit these amounts.

To define materials required for a quote task or sub-task, refer to the section below, then proceed to Enter the estimated costs for the quote.

Defining

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Required Materials for Quote Tasks or Subtasks

When technicians go out on a maintenance task that may arise from a quote, they need to know what, if any, materials are required to do the job. You can specify which materials are required for tasks or subtasks. If task materials were pre-defined at the task code level, you would only need to define them at the quote level if an item is unique to this quote. For detailed instructions on defining required materials for tasks and subtasks, see Assigning Materials to a Task.

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Step 6: Enter the

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Estimated Costs for the

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Quote

When you return to the Contract Quote window, the Task-Based Cost column is populated with the sum of the cost estimates of the assigned tasks.

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For instance, you could charge a customer a lower price if there were numerous identical tasks to be performed at a single location. This also allows you to preserve the initial estimated cost for use as a benchmark , since these figures are not automatically updated as costs change. 

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When you generate a contract from the quote, the estimated costs are transferred to the Estimate and Forecast columns of the Revenue/Costs window, since they are initially the same.

Step 7: Calculate

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Billing for the

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Quote

Select the Calculate button in the Contract Quote window.

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If a billing amount is manually edited, then the margin is recalculated. However, the billing and margin amounts will be overridden if you select the Calculate button.

Step 8: Generate a

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Maintenance Contract from the

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Quote

1. Select the Contract button in the Contract Quote window to open the Generate Contract From Quote window.
2. Complete the following fields, as necessary.
   • Contract Number
     Enter the Contract Number to be generated.
   • Contract Start Date, Contract Expiration Date, Service Call Day
     These dates come from the Contract Quote window. You can change this information, but we recommend keeping the length of the contract the same as the length of the quoted contract. That is, if your quote was for a 12-month contract, the contract generated from the quote should be for a 12-month contract.
   • Division
     Enter a Division for the contract.
   • Delete Quote on Contract Generation
     Mark this checkbox if you want to delete the quote once the contract is generated.
   • Start Task Schedule based on first available service date
     Mark this checkbox if you want the maintenance tasks on a contract to be scheduled on the first available service call date, regardless of the task's schedule.
3. Select Generate New Contract. If the equipment attached to the quote is already attached to a contract, you will receive an error message indicating this. You must detach it from the contract before proceeding.
4. The Maintenance Contract window opens, where you can enter and edit contract information. Save the contract.

Step 9: Print the

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Contract Quote Reports

There are seven contract quote reports. Five reports are printed from the Contract Quote window by choosing the Print button. Two reports, Quote by Salesperson and Quote by Contract Type, are accessed from the Reports menu. 

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