Preparing a Quote                                                                                                                                                                                                                                                          Quotes.Preparing a Quote (100)

Before adding line items to a quote, they must first be priced as described in the section entitled Pricing a Product.  A Quote should be prepared before you create an Order. You can create as many quotes per project as you want (one for each customer if desired).

When all desired line items are priced, select  the line items to be added to the quote and click  the button to assign the items to a new Quote.

Note! You may add additional line items to a quote later by repeating the step above and selecting the Quote's name from the drop down list of quotes. If you need to remove line items from the Quote form, you may do that in the Quote form details.

Once the Quote has been created, you need to fill out a few fields to finalize the quote. At a minimum you need to select values for the following items:

•Order Type

•Transaction Type

•Shipping Terms

•Ship Via

Additionally, you may select other options to assist you in creating the quote. Each of the options are explained below.

1.Quote Info Section

•Order Type - You may select either Production or Stock.

•Transaction Type - Select Transaction type as Resale or Commission.  Resale is when you buy a unit from ClimateMaster and you re-sell the unit. There is no factory estimated commission paid. Commission – ClimateMaster invoices the customer and estimated commission is shown on the Quote form. If Commission is selected, the quote form will calculate the commission rate.

•Purchase Order – Enter your purchase order number or any other information that you wish to use to help tie the quote to your customer.

•Project Number – This will automatically be filled in by the system and will match the project number to which the quote is associated.

2.Shipping Information

•Shipping Terms – Select either FOB Factory OKC - freight prepaid or FOB Factory OKC - customer pickup .

•Ship Via – This allows you to select the method of shipping to be used.

3.Rep Information

•Rep Firm Name – Used to tell ClimateMaster the name of your firm or company. This information comes from your user account and cannot be changed.

•Rep Salesperson Name – In most cases this will be the name of the person preparing the quote. It will automatically fill in the name that is associated with your account but you may change it if necessary.

•Regional Sales Manager – By default your default regional sales manager will be selected. If you have more than one regional sales manager you may be able to select a different manager.

•Rep Phone Number – Enter the best phone for you in case that someone from ClimateMaster needs to call you.

•Rep Fax Number – If you have a fax number you may enter it here.

4.Optional Extended Warranties – ClimateMaster offers various additional warranties over and above the standard warranties that come with most products. If you wish to extend the coverage of the standard warranty you may select one of the options in this section. Certain models are not eligible for extended warranties. Warranty costs are calculated as a percentage of the base price of the units and the cost for the warranty is automatically calculated and updated in the Pricing Summary section.

5.Pricing Summary – This section of the quote shows several prices that are automatically updated when you make changes to the quote form.

•Total List Price – This is the total list price of all the items in your quote including accessories. The total list price does not include the cost of tagging, net adds, optional warranties, special engineering requests, quick build options freight or change order items.

•Multiplier – This is the weighted cost multiplier that is being applied to your order. The weighted multiplier is calculated by the system automatically and is dependent upon several factors. This is an estimate only and is not meant to be authoritative.

•Sub-Total Net – This value is calculated by multiplying the Total List Price by the Multiplier. This shows the approximate cost of the quote.

•Tagging – ClimateMaster charges to add tagging information to units. The amount charged for tagging is set by ClimateMaster and is not configurable by the user. If you select to have your units tagged tagging will automatically be applied to all units in your order at the predefined price. Tagging may be applied to Non Vertical Stack and/or Vertical Stack Units.

•Net Adds – Any additional net adds that you add in the Net Adds section are totaled and this total is automatically shown in the Net Adds section of the pricing summary.

•Optional Warranty Adds – If you selected any additional warranties the cost of the warranty will be shown here.

•Special Engineering Requests – If you or the engineering department added any special engineering requests, once those requests have been reviewed and priced by ClimateMaster, the total will be displayed in this section.

•QuickBuild Options – If any of the units you selected are eligible for the QuickBuild option an additional fee will be added to your quote if you select this option. The amount of the QuickBuild fee will be displayed here. The amount for the QuickBuild option varies based on the model of the unit. If you select QuickBuild all of the items in your quote will be charged the QuickBuild fee. If you wish to have some units built using the QuickBuild option and others not to use the QuickBuild option you must create two separate orders.

•Total Equipment – This represents the total of the Sub-Total Net, Tagging, Net Adds, Optional Warranty Adds, Special Engineering Requests and QuickBuild Options. For orders this figure will also include the cost of any change order items.

•Freight – If the units in your quote are eligible to be shipped via standard freight this value will automatically be calculated to include the cost of the shipping. If you choose “Customer Pickup” in the Ship Via drop down list this amount will change to 0 automatically. You can also supply your own cost for freight by clicking the Quoted check box and then entering a Freight Quote Number and an amount in the freight cost section.

•Change Order Items (Orders Only) - If you have reopened an order that was submitted to ClimateMaster through the Business Center software you may incur additional charges related to modifications made to the order. If so, these fees will be displayed individually in the Change Order Items section and the total of all the items will be displayed here.

•Total Net Price – This is the sum of Total Equipment and Freight.

•Estimated Commission – If the quote is eligible for commission, the estimated weighted commission will be displayed here.

6.Commissions Section – This section of the quote allows you to view/set your multiplier and commission rates for the quote. It consists of two major sections.

•Quick Build - If you are selecting the quick build option for this order select the "Quick Build for TC sizes" check box. This option is only available for certain products, sizes and order types.

•Sales Commission – In this subsection you can select from the published multiplier rates and request a different multiplier. You can also make adjustments to the commission rates in some cases

oYou will note that when you first create a quote several columns are blank or empty. Also certain fields have been disabled. You must first select and Order Type and Transaction type for these fields to become active.

oDepending upon the combination of values selected for the Order Type and Transaction Type you may be able to change the value in the Published Multiplier drop down lists.

•Commission Split – In this subsection you are able to select whether or not you wish to split your commission. If you select No for the Split Commission option (the default setting), all of the other controls in this section are disabled as they do not apply. If you select Yes the other controls become active. If you chose this option you are required to select a value for each of the following fields:

oInfluence – Owner Influenced or No Owner Influence

oSpecification Type – Flat, Base, Named or Not Named

oIn the Representative Name text boxes fill in the names of the Territory, Engineer, Contractor and Owner (if you selected Owner Influenced in the Influence drop down list)

oThe Commission Percent text box will automatically update to display the commission split percentages. The values in these text boxes cannot be modified.

7.Quote Details – This section allows you to assign requested ship dates to line items and also allows you to view the details and modify the pricing information for each of the line items.

•To view the details of the line item click the magnifying glass  icon next to the line item.

•To modify the pricing information for the line item click the  icon.

8.Optional Unit Tagging – In this section you can elect to have tags put on your quoted items. The additional cost incurred for unit tagging is shown next to each distinct type of unit (Vertical Stack vs. Non Vertical Stack) and the price may be different for each type. If you elect either type of tagging please note that the tagging price will apply to all of the units in your quote. For example, if you have ten non vertical stack units in your quote but you only want five of them to be tagged you would have to put five units on one quote and five units on another quote. Then on one quote you would click the check box for Non Vertical Stack Units and leave it unchecked on the other quote.

9.Order Net Adds – If you wish to add additional items to your quote you may do so in this section. Click the  button to display the Insert Net Add pop-up box. All fields are required. The system will automatically calculate the total by multiplying the Quantity times the Price Each and will add the Set-Up Fee. Once you entered all the values required click the button to return to the Quote form.

                    When you return to the quote form your net add will automatically be displayed in the section. You can edit the net add item by clicking on the edit icon . You can delete the net                               add by clicking on the delete icon .

10.Special Engineering Request – If you need to make a special request to ClimateMaster to have something done at the factory that is out of the ordinary, use the information in this section to make the request to the factory.

                    Click  to display the Insert Special Request pop-up. Enter a description (up to 255 characters) and the quantity. Click the  button to add the special request and                     return to your quote.

                    Once you save it you will see your request in a grid below the  button.

The Price Ea, Set-Up Fee, Total, and Date Reviewed columns will initially be blank and the Status column will display the status of Select Status. The data in this table will not change until you have submitted the quote to the engineering department and they have completed their review of your request.

Once you submit your quote to the engineering department you will not be able to make changes to your quote or order until they have completed their review and have sent the quote back to you. When a special engineering request is made an e-mail is generated by the system and forwarded to the representative and the engineering department. See the topic entitled System E-mails for more information on system generated e-mail messages.

If you open a quote or order that has been submitted for a Special Engineering Review the system will display a message similar to the following to let you know that the item is still under review.

11.Printing the Quote - You may print the entire quote by clicking the Printer icon   at the top of the quote form. A new window will be launched from which you can use your web browser’s normal print function to print the quote.

12.Additional Quote Command Buttons

                     
                    Saves the quote

                     
                    For quotes that include one or more specials engineering requests (a line item that requires special options or pricing in the application), you should click this button to request the ClimateMaster Engineering                                         department to review the quote. An email is sent to ClimateMaster engineering and the quote is flagged for engineering review.  Engineering can add additional list pricing to accommodate the changes requested.                               They can reselect and re-price any unit if required. ClimateMaster engineering re-releases it back to the rep with the changes. Note that during this process, you may view the quote but not make changes to the quote                     nor any line items in the quote while engineering is reviewing it. Once ClimateMaster engineering has released the quote back to the rep, the rep has control over the line items again.

                      
                    Locks the quote and converts the quote to an order. This will only create the order, but not submit the order to the factory. If there is a pending multiplier request that has not been approved, the system will let you know                     and you may continue the order with the default multiplier or wait. If you continue, the multiplier request is canceled and the order is submitted with the default multiplier. If your quote contains any discontinued items the                     system will inform you at which point you will have to remove any discontinued items in order to proceed. For more information on discontinued items, please view the help topic entitled Discontinued Models elsewhere                     in the user manual.

                     
                    Saves the quote and exports all the quote line items and accessories to an Excel spreadsheet. See Exporting a Quote for more information.

                     
                    Saves the quote and exports a consolidated list of line items and accessories to an Excel spreadsheet. See Exporting a Quote for more information.

                     
                    The quote remains as it is, all edits are lost, and you are returned to the dashboard