Managing Quotations

Use this procedure to view and update maintenance customer order quotations using 'Maint Quotation. Open Information' (COS115) and related API program (COS115MI).

Maintenance customer order quotations are created based on information from a maintenance customer order line. Start by creating a maintenance customer order. Create a maintenance customer order line. The quotation is created using related option 18='Create Quotation' in 'Maintenance Customer Orders. Open Line' (COS101). When selecting related option 18 in (COS101), 'Maint CO Create. Quotation' (COS107/E) is started. You can select overriding settings for the quotation, for example, costing type and labor charge code. You can decide whether a new quotation is created or an existing quotation is updated. When you press Enter in (COS107), a batch job, (COS107CL) (Generate Quotation) is submitted. This program calls (COS108) (Generate Quotation) which creates the quotation.

Maintenance quotation information

When the quotation is created, you can view and update the quotation in (COS115).

Selecting related 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 on (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 such as printing, approving, or changing the details of the quotation.

You can view the cost and revenue total figures using related option 13='MCO Totals', which starts 'Maint CO. Display Totals' (COS110). You can view the total cost and revenue for categories such as material, labor, and miscellaneous costs. A contribution margin is also calculated.

You can view the details behind the cost and revenue using related option 14='Quotation Specification', which starts 'Maint CO. Check Preliminary Invoice Spec' (COS170) where you can view each transaction of labor, material, and miscellaneous in detail.

The processing of the quotation is managed by the related options in (COS115).

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 pressing 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 pressing F12.

13='MCO Totals'

Starts (COS110). You can view the total cost and revenue for categories such as material, labor, and miscellaneous, together with the contribution margin.

14='Quotation Specification'

Starts (COS170) where each transaction of labor, material, and miscellaneous can be viewed in detail.

15='Amend Quotation'

The option updates the existing quotation with new transactions that are added to the work request or work order. Any existing transactions on the quotation remain. This option is useful if you have set fixed prices for transactions and you do not want to create a new quotation and manually set the prices again.

22='Print'

Starts 'Maint Quotation. Print' (COS690) where you can print the quotation. After selecting this option, the date and time when the quote was printed are updated in the quotation details on (COS115/E). The status is set to 20-'Printed'.

23='Rejected'

When selecting this option, the date and time quote rejected is updated for the quotation details on (COS115/E). The status is set to 30-'Rejected'.

24='Partly accepted'

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

25='Accepted'

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

26='Accept/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). The status is set to 50-'Completely Accepted'. Before you can use this option, you must create the work request or work order using related 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 receive an error message stating that a reference is missing.

27='Accept/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. The 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 you can use this option, you have to create the work request or work order using related 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 receive an error message stating that a reference is missing.

28='Accept/Release/Convert'

When selecting this option, panel M is displayed with the service price method from the MCO line set as default. You can accept a quotation, release a work request, and change the service price method from 1, 8, or 9 to 4, 5, or 7.

If the service price method for the MCO line is 1, 8, or 9, and the service price method is changed, the amounts are retrieved from the quotation specification. If the service price method is 4, 5, or 7, the amounts are retrieved from the MCO line. The amounts are displayed on the panel and can be adjusted.

When confirming the conversion to a new fixed service price method, the amounts and service price method are updated on the MCO line on (COS101/E). The quotation specification is then re-created. If the 'Release' check box is selected, the work request is released for processing. If the 'Accept' check box is selected the date, time, and user for the acceptance of the quote is updated on the quotation details on (COS115/E). The status is set to 50-'Completely Accepted'. The M panel can be accessed as long as the quotation is not accepted.

Before you can use this option, you have to create the work request or work order using 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 get an error message stating that a reference is 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 exists in (COS411), no additional agreement line is created.

Options:

Only the options 'Change', 'Display' and 'Delete' are available. The quotation is created using related option 18='Create Quotation' in (COS101).

2='Change'

Opens panel E in (COS115). 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. You can view the date and time for status changes such as created, printed, and approved, but you cannot edit these values.

4='Delete'

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

5 ='Display'

Shows panel E in (COS115). You can see the same information as in change mode but only view the details.