Estimating and Quoting against Work Request

This document explains how you estimate the job content and create quotations for a customer against a work request.

Use this process when a customer has sent a component for repairs and wants to know what work needs to be done and how much the work will cost.

Outcome

  • The job is estimated.
  • One or more quotations with service price information are created and sent to the customer.
  • The customer has either approved or rejected the proposed work and the related costs.
  • The work request is released to production.
  • Work can start on the object.
  • Rejected work requests can be removed.

For more information on how the system is affected, refer to the documents listed in the See Also section.

Before you start

  • The starting conditions listed in Estimating Job Content must be met.
  • It is suggested that you have one maintenance customer order (MCO) line with a work order in 'Work Order. Open' (MOS100) to report time spent on estimating. It is also possible to manually add time spent on estimating as a miscellaneous transaction on the invoice specification.

Follow These Steps

  1. Request Estimate

    You need to request an estimate as a signal to the people responsible for the estimation process to start working.

    This is done in one of the following ways:

    • Use service price method 9 at MCO entry.
    • Set the status of the work request in (MOS170), or order line in (MOS171) to 'Estimate needed' (Q0).

    The status in (MOS170) is normally set by a maintenance planner or an engineer.

  2. Identify and Estimate Planned Operations for Estimate

    Identify the planned WOs that need estimation. The estimate is normally done by an engineer or a mechanic within the work center who is responsible for the job. Estimating a job means that you define operations and materials, or entire services, that need to be done.

    Note: Time spent on the estimation process can be reported on another work order that is linked to the same customer order.

  3. Mark Estimate as Complete

    Change the status of the work request to 'Estimate done' (status Q1) when all materials and operations are added. This is normally done by the person who estimates the work, such as a mechanic.

    The status of the work request needs to be confirmed and raised to 'Estimate confirmed' (status Q2). This is a signal to customer support to generate a quotation, and is normally done by a manager who is responsible for approving the work request.

  4. Identify Fully Estimated Work Requests and Create Quotation

    Identify work requests that are fully estimated in (MOS170). You then need to generate a quotation to offer the requested job content and service price information to the customer.

    Create the quotation in 'Maintenance CO. Create Quotation' (COS107).

    You probably decide on a fixed price to offer to the customer at this point in the process. Specify this price on the MCO line and change the service price method to a fixed price total (SPM 4) on the (COS101/E) panel. It is possible to do this after the customer has approved the quotation.

  5. Eliminate Redundancies for MCO Quotations

    Eliminate redundant duplicated operations in a work order structure. Duplicated operations can either be the result of several work orders that are connected to several MCO lines, or several work orders that are connected to the same MCO line. If the redundancies are not eliminated, identical operations may be charged several times.

    Remove MCO redundancies in quotations in 'Maint CO. Create Quotation' (COS107/E).

  6. Print Quotation and Send to Customer

    Print and sent the quotation to the customer for approval in 'Maintenance Quotation. Open Information' (COS115).

    This process changes the status of the work request to Q3.

  7. Register Customer Response

    Register the customer's response in 'Maintenance Quotation. Open Information' (COS115).

    The status of the quotation and the work request will change to different values depending on the customer's response.

    If registering a customer response is not possible, you need to go back to Identifying and Estimating Planned Operations, and review or edit the estimation or the quotation details.

  8. Release Accepted Work Requests

    Release the work request once the quotation is accepted by the customer. This will move the planned work to production in (MOS100).

    Note: You can skip this step if the work request was automatically released when the customer's response was entered.
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