Enter Sales Mgt/Customer Quotations/Quotation & Estimating

The following screen will be displayed: Within this screen, an estimate is created select the Add action button to create a new record or the Find action button for viewing and editing an existing quote.

The user may find by Customer, by Product Number or by Quote Number. The user may select the appropriate Status Filter radial button, to filter by: QIP (Quotation in Process), Pending Quotation, Won, Lost, Cancelled, or All.
If the user selects Find by Customer Name, depressing the down arrow produces a list of Customer names from which to choose, as displayed:
If the customer has more than one quote, the user will be presented with the following screen: Select the appropriate quote number and double click.
If the user selects Find by Product Number the following screen appears: Type the Product Number in the red box:
The user is then presented with another selection screen. This screen displays the Quote Number, Product and Revision and the Customer name. Double click on the record you want to select.The information for that quote will populate the screen
If the user selects Find by Quotation Number the following screen appears: Once the number is typed in, the information regarding to that quote populates the screen.

Once you have made your choice, the information regarding that quote populates the screen.

 

Enter Sales Mgt/Customer Quotations/Quotation & Estimating

The following screen will appear:

 

The following Customer List will appear: Highlight the desired customer and double click.    The Customer name will transfer onto the screen.

Enter in the Customer RFQ Number, Due Date, and Quoted Date.  

 

Enter the Customer Tab

Depress the Add button, enter password and the "Quotation Add Type" selection screen will appear: Quote functions allow users to:   Add New Quote; Define New Product for this Quote;  Add Existing Product from Inventory to this Quote; or Add Product from another Quote to this Quote.

The selection to Add a New Quote will allow the user to start the new quote from scratch.

The selection to Define New Product for this Quote will allow the user to add a product from scratch to the Quote.(Detailed below)

The selection to Add Existing Product from Inventory to this Quote will bring up the following BOM Find screen:

Select the BOM status, Active, Inactive or All, then select the BOM by Product Number; Part Class, Customer, or All by clicking on the appropriate radial.  If you know the product number type it into the red box.

To select by Part Class, click on that radial and type the Part Class into the red box.  Depress the OK button. The following screen will appear: Type in the Product Number and revision number if applicable

To select by Customer, depress the radial for Customer.  Place the cursor in the red box. Type in the 1st letter of the customer. The following list will appear:

To select by All, click on the All radial. The following list will appear: If you know the product number type it into the red box. The following screen will appear:

The following screen will appear. Once you have made your selection using one of the procedures above. Type in any changes to the Product Number and or revision. Note: You must make the new product unique!  Depress the OK button.

The Summary screen will display the product, as follows:

The components for that Product will appear in the Material 1 window, as illustrated below:  Note:  If you Add existing product from Inventory to quote, quote having same customer as existing product, only the approved AVL’s in existing product will copy over.  If you Add existing product from Inventory to quote, quote having different customer than the customer linked to the existing product or the existing product not linked to a customer, then the system will pull AVL’s from consigned data if that customer is linked to that part.  If customer is not linked to the part then the AVL’s will be pulled from the Internal data. 

Edit the Material 1 screen as desired. The user may add new components, delete existing components and/or change quantities. Finish off the other screens, as detailed in Article #911 . 

If you want to copy from another quotation, select the Add Product From Another Quote To This Quote:

A Quotation Find screen will appear. The user may find by Customer, by Product Number or by Quote Number. The user may select the appropriate Status Filter radial button, to filter by Quotation in Process, Pending Quotation, Won Quotation, Lost Quotation, Cancelled Quotation or All.

Find by Product Number prompts the user to enter the appropriate number.

Once the Product number is typed in, the user is presented with another selection screen. This screen displays the Quote Number, Product and Revision and the Customer name. Double click on the record you want to select.The information for that quote will populate the screen.

Find by Quotation Number prompts the user to enter the EXACT Quotation Number. Once the number is typed in, the information regarding that quote populates the screen.

Once the previous quote is selected and the product number is amended to make it unique, the user may edit any of the applicable screens as detailed below. 

The Customer Quotation Summary tab allows the addition of a sales representative, as illustrated.

To add the Sales Representative, depress the Add button near the Assigned Sales Rep section. The following list of representatives will appear:

Depress the Ctrl key and click on the representative(s) of choice.

Depress the OK button.

Click on the appropriate Commission radial, either Amount or Percentage.Enter the number in the Commission column opposite the Sales Rep. 

If you selected Define New Product for this Quote. 

Enter the Product Number, Revision Number, if applicable.  Select Class, Type, Source, Sales Type, and Material Type from the drop down lists. 

Enter the description: 

 

 

 

The user may elect up to seven quantity pricings.

Depress the   button.  

The following two screens will appear.  Fill in the Lead Time Days and the quantity and depress the enter key.  Thelead times are being imported into the system/quote by Days.

When all of the quantities have been entered, depress the Save button.

The Quantities and Lead Times will appear in the Quantity Table.

These are the components for the new assembly when the item is included in the Inventory Master.   

Depress the Material 1 tab;  The following screen will appear:




Depress the Edit button, enter password.   

The following Quotation Edit Type selection will appear. Select Edit Selected Product.

The following screen will appear:

 

Depress the  button, the following message will appear:

 

 

Select AVL 

Highlight the Part Added, the Manufacturer and the Manufacturer’s Part Numbers are displayed per the Inventory Item Master.   When you add a part to the material 1 screen from inventory, if the customer on the quote is linked to that internal part number the AVL’s will be pulled from the consigned side,  if that customer is NOT linked to that internal part number then the AVL’s will be pulled from the internal side.  System WILL allow users to enter NEW mfgr's part numbers, but NOT new mfgr's.  The mfgr's from inventory will be the  ONLY ones listed on the pull down to select from.      X - A check in this box is NOT for the approval of AVL's on BOM.  This box is used when transfering quote to inventory and/or BOM.  There is an option located on the "Transfer Tab" to select to transfer "ALL AVL's" or "Only the selected AVL's".   If the user chooses to transfer "Only the Selected AVL's",  this box MUST be checked on the NEW mfgr part numbers added, then upon transfer the new mfgr part numbers will be transfered to inventory along with the existing mfgr and mfgr part numbers.  If this box is NOT checked for the new mfgr part numbers added, when the quote is transfered and the option  to add "Only the Selected AVL's" is marked, the new Mfgr part numbers will NOT be transfered to inventory and/or BOM.    When a quote is transfered All AVL's transfered will be checked as Approved on the new BOM.    NOTE:  When adding a new quote by "ADD Existing Product from Inventory to this Quote"  only the AVL's marked as approved on the existing BOM will be tranfered to quote.    If more than one manufacturer is displayed, highlight the manufacturer desired before selecting the Supplier name.  The mfgr and mfgr part number selected will be highlighted in yellow.

The Supplier for that Inventory Class will appear if added in Supplier Line Card Information.  The Supplier Request for Quote number will display to the right of the Supplier, once a quote has been requested in Component Quote Management.  Once the supplier has been checked it will be highlighted in yellow.

There are two ways to fill in this information:

To add a Part List Note, or a Part Note.

1. Depress the Edit button.
2. Enter password.
3. Select Edit Selected Product.
4. Depress the Part List Note or Part Note button. A Note window will appear.
5. Depress the Edit button.
6. Type in the note.
7. Depress the Save button.
8. Exit.
9. Depress the Save button.

To view the Inventory on Hand, highlight the Part number of interest, depress the Inventory Qty button and the following screen will appear:

To Enter Reference Designators, depress the Edit button, depress the Ref Designator button and the following screen will appear:

Material 2 Tab

These are the components for the new assembly when the item is NOT included in the Inventory Master.  NOTE:  When the parts from Material 2 screen are transferred from quote to BOM, inventory item master part numbers are created for each item.  The system does NOT search the inventory item tables for an existing part number and will create new item master part numbers, even if the manufacturers and part numbers are the same.   

The user has the option to auto or manual number new inventory parts created in the Material 2 screen. (If "AUTO" numbering is selected in the Number System screen for Inventory parts, the system will automatically assign the next part number in sequence (with no revision). If "MANUAL" numbering is selected in the Number System screen for Inventory parts, user will need to manually assign a part number and revision to the item added in the material 2 screen. ManEx suggests using the manual numbering if user would like to assign a revision to the internal part numbers.

Depress the Material 2 tab.  Depress the Edit button, enter password. 

 

The following Quotation Edit Type selection will appear: Select Edit Selected Product.

 

The following screen appears:

Depress the    button.     

The following message will appear:

 

Depress the OK button.  Enter the Item number, Quantity each, select the Source, Class, Type, and Work Center from the pull downs.  Enter the Description, Customer PN and Rev (if applicable), select Unit of Measure from pull down, and enter scrap % if applicable. 

If "MANUAL" numbering is selected in the Number System screen for Inventory parts,  the Material 2 screen will display three additional fields shown below in Red box:

Select AVL

Highlight the Part Added. Depress the Add AVL button. Select the manufacturer from the drop down list, all the part mfgr's from system setup will be available to select.  Enter in the Manufacturer’s Part Number. X - A check in this box  is NOT for the approval of AVL's.  When transfering quote there is an option located on the "Transfer Tab" to select to transfer "ALL AVL's" or "Only the selected AVL's".    If user chooses to transfer "Only the Selected AVL's", this box MUST be checked, if this is one of the selected AVL's you want transfered to inventory and/or BOM.  If user chooses to transfer All AVL's then this box does NOT need to be checked.   When a quote is transfered All AVL's transfered will be checked as Approved.   At least one AVL MUST be entered or the quote will NOT transfer to BOM.  If more than one manufacturer is displayed, highlight the manufacturer desired before selecting the Supplier name.  The mfgr and mfgr part number selected will be highlighted in yellow.

The Supplier for that Inventory Class will appear if added in the Supplier Line Card Information.  The Supplier Request for Quote number will display to the right of the Supplier, once a quote has been requested in Component Quote Management.  Once the supplier has been checked it will be highlighted in yellow.

 Quantity and Price Information

 

There are two ways to fill in this information:

1.  The Quantity and price information sections are forwarded by depressing the Update Quote button in the Component Quote Management module.  To view, highlight the selected Supplier and the quote information will appear. 

2. You may enter the price each in the Quantity & Price Information section in this screen. The price source will display as manual. 

Continue to Add parts,AVL & Manufacturer’s Part Number, Supplier Name and Quantity & Price information until all components (not included in Inventory Master) are included.

Depress the Save button. The completed screen will appear as follows:

To add a Part List Note or a Part Note.

1. Depress the Edit button.
2. Type in your password.
3. Select Edit Selected Product.
4. Depress the Part List Note or the Part Note button. A Note window will appear.
5. Depress the Edit button.
6. Type in the note.
7. Depress the Save button.
8. Exit.
9. Depress the Save button.

To Enter Reference Designators, depress the Edit button, depress the Ref Designator button and the following screen will appear:

Labor Tab

Depress on the Labor tab and the following screen will appear:

Depress the Edit Button, enter password.

The following Quotation Edit Type selection will appear: Select Edit Selected Product.

Enter the Cost Each of labor, then check the "Use Pct" box if the percentage is be used, do this for each quantity break.

• The Markup Amount and Charge Each will update automatically, on the initial data entry.

Thereafter, changing the “Cost Each” will NOT change to the markup amount. This is so that users may manually change the mark up to whatever they want, without having the default percentage override it.  If the user wants to have the percentage create a new markup, go to the customer screen and depress the "Refresh Markup & Scrap" button and the new percentages will be applied to all existing parts for all Products within that quote.

Press the down arrow for" Apply to Price Break Type" in Price List. Select the type pertaining to Labor.

Check the Complete box.  Depress the Save button.

 The completed screen will look like this.

 

 

Other/Misc. Tab

Depress the Other/Misc. Tab and the following screen will appear:

Depress the Edit button, enter password.

The following Quotation Edit Type selection will appear: Select Edit Selected Product.

Depress the Add button.  The following message will appear:

5.  Depress the OK button.

6. Depress the down arrow in the Other Charge Description section. A listing of Other Charge Descriptions will appear. Select the pertinent one. 7. Type in the amount pertaining to that charge.

8. Depress the down arrow for "Apply to Price Break in Type List".  Select one pertaining to the other or miscellaneous charge.

9. Check the Complete box. 10. Depress the Save button.

 The completed screen will look like this:

Note:  That any amounts entered here are amortized over the quantity quoted.  

NRE Tab

Depress the NRE tab and the following screen will appear:

Depress the Edit button, enter password.

 

The following Quotation Edit Type selection will appear: Select Edit Selected Product.

The following message will appear:

Depress the OK button.

Depress the Add button.

Select the preferred Tool/Fixture description from the drop down list.

Enter in the Cost, then check the "Use Pct" box if the percentage is be used. The Markup Amount and Charge Amount will update automatically.

Select the Work Center pertaining to the non-recurring expense from the drop down menu.

Check the Complete box. Depress the Save button.

The completed screen will look like this:

Note:  That any amounts entered here represent a one time cost.(The quantity of units to be made, have no bearing on this number.)

 

To setup information in the Customer tab see Article #622 .

 

Before entering the Transfer tab, user will want to complete the Material Summary tab and Summary Tab.

 

Material Summary Tab

If you are NOT going to update costs from the Component Quote module and have entered all of the pertinent costs manually, depress the Material Summary tab. Depress the Calculate & Display Material Costs button.  The Markup and Charge Each will automatically update for items included in the Inventory Master for the Material 1 tab and any manually added costs in the Material 2 tab.  The total number of components is calculated from the qty each column in Material 1 and Material 2.

 

 

Depress the Edit button, and enter password, the following Quotation Edit Type selection will appear: Select  "Edit Selected Product"  if you would like to:
This gives the user the option to Apply a Price Break Type to the Price List to the existing quote
This gives the user to option to Apply a Price/Quantity Break to the existing quote
This gives the user the option to Apply a Pricing Criteria to the existing quote
Once all the selections have been made depress this button to apply them and prices will be updated

 

 

 

Check the Complete box. Depress the Save button.

 Summary Tab

If you are NOT going to use the Component Quote Management  module and have entered all of the material costs manually, return to the Summary Tab. 

To add a Quote Note or a Quote Footnote. Depress the Edit button. The following Quotation Edit Type selection will appear: Select Edit Quote Header.

Depress the Quote Note or the Quote Footnote button.

Depress the Edit button in the Note screen.

Type in your note.

Depress the Save button.

Exit.

Check to be sure that Material, Labor, Other and NRE boxes are checked.

If you want to add a product note:

Highlight the product.
Depress the Edit button.

The following Quotation Edit Type selection will appear: Select Edit Selected Product.

Depress the Product Note button or the Product Footnote button.

Depress the Edit button.

Type in the note.

Depress the Save button.

Depress the Exit button.

Depress the Save button.

Depress the Calculate Product Cost Summary button.The Cost Each, Markup, Charge Each and Order Amount will automatically update.

The completed screen will appear as follows:

  

Add another product number, if desired.

To ADD a new product, depress the Add button. The Quotation Add Type Selection will appear: Select Define New Product for this Quote.   Follow the "Define New Product for this Quote" procedures, but skipping over the Customer Tab procedures.

Transfer tab

If the user did NOT use the Component Quote Management module, once the customer has accepted the quotation and the user now wants to add the new product to the Inventory Master and create a new Bill of Materials for the new product, the user may accomplish this by depressing the transfer tab. Note:  Once the Transfer process is completed, no further changes are allowed to the Quote and that the status of the quote will change to Transferred.

NOTE:  For this tab, a serial of approvals must be entered.  In this example, approvals are required by a user assigned to the departments listed. Depress the Approval button. Have a user from engineering (for example) type in his/her password.  Continue down the list until every department has the initials and date displayed.  Once all the approvals have been entered the Transfer button will become available. The approvals will need to be re-entered after every Edit.

 

 

Depress the Edit button, and enter password to select any of the following options: To select "Calculate Material Cost for Item Master, check that box and indicate the Quantity Level which is to be selected. To select "Calculate Labor Cost for Item Master, check that box and indicate the quantity level. To mark this product as serialized, check the "S/N Required" box.
If either "Calculate Material Cost for Item Master" or "Calculate Labor Cost for Item Master" and the quantity level field is left blank the following prompt will be displayed.  Depress the OK button and the transfer will abort, allowing user to enter the Qty level.

Select the radial to either transfer "All AVLs" or "Only Selected AVLs" to BOM and item master.   When adding AVL's on Material 2 page, because it is a new part, the system will add all or selected, based on what is checked, on material 1 page, it will transfer all existing AVL's plus add any new AVL's  based on what is check.  For more detail see Select AVL section above.     ALL AVL's transfered will be check as approved on the BOM.

Depress the Save button.  Note:  Once the Edit button has been depressed the Approvals will clear and need to be re-entered again.

Depress the Transfer button, enter password.  

 

The Status of the Quote will be updated to Transfered, as displayed below: 

 

  

 

 

The system will run several validations at this point these are a few:   

 

If there are No AVL's listed for a part in the Material 2 screen, or no AVL's selected as approved on each item the following prompt will be displayed.  Depress the OK button and the transfer will abort, allowing user to correct the missing AVL.

 

 

If there are duplicate item numbers within the Material 1 and Material 2 tab the following prompt will be displayed.  Depress the OK button and the transfer will abort, allowing user to correct the duplicate item numbers.
If there are inactive items selected to be used in the transfer the following prompt will be displayed.  Depress the OK button to continue the transfer.

 

Once all the validations have been ran the BOM will be created with a Status of "Active:

 

To finalize the Customer’s quote, return to the Quotation and Estimating module.

Find the Customer Quote using the procedures above.  You will note that the information from the Component Quote Management module has forwarded into the Quotation and Estimating module, as illustrated below:

Depress the Edit button if you would like to: 
 

This gives the user the option to Apply a Price Break Type to the Price List to the existing quote
This gives the user to option to Apply a Price/Quantity Break to the existing quote
This gives the user the option to Apply a Pricing Criteria to the existing quote
Once all the selections have been made depress this button to apply them and prices will be updated.

Depress the Summary tab. 

Depress the Product Cost Summary button.  The screen will update as displayed:

Now the user may print out the Customer Quotation and related reports. 

Once the customer has accepted the quotation and the user now wants to add the new product to the Inventory Master and create a new Bill of Materials for the new product, the user may accomplish this by depressing the transfer tab.  Note that once the Transfer process is completed, no further changes are allowed to the Quote and that the status of the quote will change to Transferred.

NOTE:  For this tab, a serial of approvals must be entered.  In this  example, approvals are required by a user assigned to the departments listed.  Depress the Approval button.  Have a user from engineering (for example) type in his/her password.  Continue down the list until every department has the initials and date displayed.

Depress the Edit button.  Type in the password. 

The Transfer button and the check boxes will be available: If you want Standard cost calculated for the Item Master, check that box and indicate the Quantity Level which is to be selected.   If you want the Labor cost calculated and transferred to the Item Master, check that box and indicate the quantity level.   If you want to mark that for this product, a serial number is required, check the box.

Check the radial to transfer All AVLs or Only Selected AVLs

Find an existing Quote Record, or Add a new Quote record.

Depress the   button, and enter password.

The following screen will appear:

Depress the Add record icon, enter in a Document Number, REV, Doc Description, Doc Date, Doc Note; 

To load a document double click in the PDF File field and the following screen will appear:

Depress the Load Document button and the following screen will appear:  The PDF screen will allow you to load almost any type of document; (Word, Excel, pdf, Images, etc .... )

Locate the document and double click on it and the document will populate screen.

Depress the Save record icon to save or depress the Abandon changes icon to abandon changes.  The following screen will appear:

Once documents are saved the "Quote Related Documentation" button will display in Red.