Managing Quotations

This document describes how maintenance order quotations can be viewed and updated by 'Maintenance Quotation. Open Information' (COS115) and related API program COS115MI.

Maintenance order quotations are created based on information from a maintenance order line.

Start by creating a maintenance order. Create a maintenance order line. The quotation is created by using related option 18="Create Quotation" in program 'Maintenance Customer Orders. Open Line' (COS101). When selecting 18='Create Quotation" in (COS101), the program 'Maint CO Create. Quotation' (COS107/E) is started. Here you can select overriding settings for the quotation, for example costing type and labor charge code, and decide if a new quotation should be created or if you want to update an existing quotation. When you press enter in (COS107) a batch job, COS107CL (Generate Quotation), is submitted. This program calls 'Generate Quotation' (COS108) that creates the quotation.

Maintenance quotation information

When the quotation has been created, the quotation can be viewed and updated in 'Maintenance Quotation. Open Information' (COS115).

Selecting option 22='Quotation' in (COS101) for the order line starts (COS115). Here you can update and process the quotation. When the quote is created, date and time are updated on quotation details in (COS115/E) and status is set to 10= 'Created’.

The basic functionality of the program is to view the result of the quotation in terms of cost and revenue, and to process the quotation in the required steps like printing, approving or changing the details of the quotation.

The cost and revenue total figures can be viewed by using related option 13='MCO-Totals’, that starts 'Maint CO. Display Totals' (COS110). Here, the total cost and revenue for material, labor miscellaneous costs etc can be viewed and a contribution margin is calculated.

The details behind the cost and revenue can be viewed by using related option 14-'Quotation Specification' that starts 'Maint CO. Check Preliminary Invoice Spec' (COS170) where each transaction of labor, material and miscellaneous can be viewed in detail.

The processing of the quotation is managed by the related options in the program.

Related options:

11 – 'MCO Lines'

Starts (COS101) where the service, price method and other details of the order line are defined.

Note: If you open (COS115) from (COS101) you cannot use this option. You must return to (COS101) by using function key F12.

12 – 'Maint CO'

Starts (COS100) where the order header is defined.

Note: If you open (COS115) from (COS101) you cannot use this option. You must return to (COS101) by using function key F12.

13 – 'MCO Totals'

Starts 'Maint CO. Display Totals' (COS110). Here, total cost and revenue for categories such as material, labor, and miscellaneous, can be viewed together with the contribution margin.

14 – 'Quotation Specification'

Starts 'Maint CO. Check Preliminary Invoice Spec' (COS170) where each transaction of labor, material and miscellaneous can be viewed in detail.

22 -'Print'

Starts 'Maint Quotation. Print' (COS690). Here you can print the quotation. After selecting this option, the date and time that the quote was printed is updated for the quotation details on (COS115/E) and sets the status to 20='Printed'.

23 – 'Rejected'

When selecting this option date and time quote rejected is updated on quotation details in (COS115/E) and status set to 30=' Rejected'.

24 – 'Partly accepted'

When selecting this option date and time for quote partly accepted is updated on quotation details in (COS115/E) and status is set to 40='Partly accepted'.

25 –'Accepted'

When selecting this option date and time for quote accepted is updated on quotation details in (COS115/E) and status set to 50='Completely Accepted'.

26 –'Accepted/Release Work Request'

When selecting this option, the work request or work order is released for processing and the date and time that the quote was accepted is updated for the quotation details on (COS115/E) and status is set to 50='Completely Accepted'. Before this option can be used, you must create the work request or work order by selection option 13='Create Work Request/WO' from (COS101). If references to work requests or work orders are missing on the order line this option is not valid, and you will receive the error message "Reference missing".

27 –'Accepted/Fixed price conv'

When selecting this option, the work request or work order is converted to a fixed price order line and the order line in (COS101) is updated with Price method 4, and amount from the quotation specification is updated as fixed price information on (COS101/E). The date and time for quote accepted is updated on quotation details in (COS115/E) and the status is set to 50='Completely Accepted'. Before this option can be used you have to create the work request or work order by selection option 13='Create Work Request/WO' from (COS101). If reference to work requests or work orders are missing on the order line, this option is not valid, and you get the error message "Reference missing".

41 – 'Crt Agr Line'

When selecting this option, an additional agreement line is created in 'Maint Agreement . Open Lines' (COS411) for the service specified on the order line in (COS101). If a service already exist in (COS411) nothing happens.

Options:

Only the options change, display and delete are possible. The quotation is created by using related 18="Create Quotation" in 'Maintenance Customer Orders. Open Line' (COS101).

2 – 'Change'

Opens panel E in (COS115). Here you can change the status manually to reset the process and update additional information on the quotation details such as valid to date, follow up date 1 and 2, follow up activity 1 and 2, and reason codes. The date and time for status changes such as created, printed, and approved can be viewed but not edited.

4 – 'Delete'

Sets the status to 90 in (COS115/E) and updates date and time the quote was deleted. However, no detailed data is removed, and can still be displayed.

5 – 'Display'

Displays panel E in (COS115). Here you can see the same information as in change mode but only view the details.

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