1	WORK ORDER QUOTATION Key Lesson
2	LEARNING OBJECTIVES BY THE END OF THIS LESSON, YOU SHOULD KNOW: When and how to create a work order quotation. How to create and prepare work orders for the quotation to retrieve pricing information. How to print a quotation letter. How to revise a quotation. How to follow up on the quotation: Accept Reject WORK ORDER QUOTATION
3	BENEFITS The work order quotation functionality offers a flexible way of creating, printing, and following up on work order quotations for parts and services. The quotation consists of one or more work orders: This ensures no double keying of data. The information added to the work order in the quotation process is available throughout the work order process. Extensive pricing mechanisms ensure that the customer is quoted the right prices. The pricing mechanisms also ensure that the customer is invoiced correctly (according to the quotation). WORK ORDER QUOTATION
4	BASIC DATA To prepare and follow up on a work order quotation, you will need to set up the following data: Work Types Maintenance Organization/Site Quotation Statistical Codes WORK ORDER QUOTATION
5	WORK ORDER QUOTATION A work order quotation is an offer or promise to a customer to deliver products and services within a specified time frame and at a specified price or price range. The prices specified in the offer should reflect the final invoice, unless otherwise agreed to with the customer. A quotation can be either accepted or rejected. If rejected, it is important to track why it was not accepted. WORK ORDER QUOTATION
6	ENTER WORK ORDER QUOTATION Start creating the quotation by defining some general information about the quotation, such as: Who is responsible internally for the quotation (salesperson). When does the offer expire (valid from/to dates). Which customer the quotation is for. The revision number for the quotation. This enables you to show that the quotation has been changed. Note that only the latest revision is saved. Enter text on the quotation. Quotation text will be printed on the quotation letter. Notes are used for internal purposes and are not printed. WORK ORDER QUOTATION GENERAL INFORMATION
7	ENTER WORK ORDER QUOTATION On the Customer tab, you can define which customer is requesting the quotation. All information, such as address information, defaults from the customer master and cannot be changed here. You can change customer information by right-clicking and then clicking Customer. If the customer does not exist, you can create a new customer by right-clicking and then clicking New Customer. This is a quick way to create a customer ID and define an address. If the customer accepts the offer, you must go into the customer record and enter all necessary customer information so that the customer can be invoiced. WORK ORDER QUOTATION CUSTOMER
8	PREPARE WORK ORDER QUOTATION On the Prepare tab, you can create one or more work orders for equipment objects. If the value for connection type is EQUIPMENT you can change the value of the Site field. An equipment object can either be selected or written in the Object ID field. You can create a new equipment object by right-clicking and then clicking New Equipment Object. The work orders that you create generate the information about the services or parts that are offered under the quotation and at what price. WORK ORDER QUOTATION WORK ORDER
9	PREPARE WORK ORDER QUOTATION On a work order quotation, you can create one or more work orders for equipment objects. WORK ORDER QUOTATION WORK ORDER
10	PREPARE WORK ORDER QUOTATION The information on the work order is basically the same as in the Prepare Work Order and the Service Request windows. On the work order, you should enter information about the resources required to fulfill the service quoted: Operations Material Tools and Facilities Purchase parts To determine how each (planning) line should be priced: Use price lists and customer agreements. Define fixed price lines. Connect standard jobs that are readily planned. Manually adjust the prices and quantity to invoice on the planning lines. WORK ORDER QUOTATION WORK ORDER
11	PREPARE WORK ORDER QUOTATION By defining the quantity to invoice and invoice type in addition to the sales price, and using fixed prices, you can specify in detail how to price and invoice the quotation. If you use a fixed price line, all other cost/price information is set to zero. The price amount on each planning line makes up the detailed price information for the quotation WORK ORDER QUOTATION
12	PREPARE WORK ORDER QUOTATION AGREEMENT Agreements for object display all planned invoicing activities against the object as well as (payment plan) valid service agreements. You can also create a new agreement on the fly by right-clicking and then clicking New Agreement. The new agreement is applied to the work order quotation. However, to use the agreement on the quotation, you must add more information to the customer agreement, such as service agreement and agreement customer. WORK ORDER QUOTATION WORK ORDER
13	PREPARE WORK ORDER QUOTATION When the work order quotation is prepared, you can print it. Do a print preview if you only want to see what it looks like or if you want to print a copy. Select Print Quotation and Change Status when you are done preparing the quotation and want to send it to the customer. One page will print with general information about the customer, address, terms, objects, and quotation text. Also, a one-page per work order will be printed with information from the work order, such as planned start and finish date and detailed price information. WORK ORDER QUOTATION QUOTATION LETTER
14	PREPARE WORK ORDER QUOTATION If you want to make any changes to the quotation after it has been printed and sent to the customer, you should change the status to Revised and give the quotation a new revision number. Thereafter, you can apply the changes and select the Print Quotation and Change Status options once again. WORK ORDER QUOTATION REVISE
15	FOLLOW UP ON WORK ORDER QUOTATION In the Overview – Work Order Quotations window, you can query for all quotations with a certain expiration date, for example, to make sure that you are following up on the quotations. To indicate that you are expecting a response back from your customer, you can change the status of the work order quotation to Follow Up. A quotation must have been printed to be followed up. A quotation with the Follow Up status can be put on hold (Freeze) if, for example, the customer cannot respond to the quotation within a certain time frame.f The quotation can be reactivated later. WORK ORDER QUOTATION
16	FOLLOW UP ON WORK ORDER QUOTATION When the customer has responded to the quotation, open the Follow Up on Work Order Quotation window to accept or reject the work order quotation. If the quotation is accepted: The status changes to Confirmed. You can select whether you want to print a work order quotation confirmation letter. The connected work orders are changed to the Observed status. If the quotation is rejected: You must define a rejection code. The status is changed to Rejected. The connected work orders will be Cancelled (and sent to history). The rejected quotation can be reopened. The connected work order will be reopened at the same time. WORK ORDER QUOTATION
17	WORK ORDER QUOTATION From the work order quotation header, you can go directly to historical work orders. This enables you to query for similar historical work to find out how to quote the services and parts on the quotation. Work orders on the quotation can be connected into a structure to create a mini-project. They can also be connected to work orders outside the quotation. The Is Connected and Has Connections check boxes indicate that the work order is connected to another work order. WORK ORDER QUOTATION OTHER FEATURES
18	WO QUOTATION WORK ORDER QUOTATION STATUS
19	PREPARE WORK ORDER QUOTATION To ensure that the customer is quoted the correct prices and offered the correct services, you can connect a customer agreement to the work order quotation. A service agreement must have been defined on the customer agreement. The objects and work type(s) defined on the quotation’s work order(s) must match the selected service agreement. Several functions are available to help you find the correct agreement. Agreements for customer display all agreements where the quotation customer is defined as a customer in the customer agreement header, regardless of status. WORK ORDER QUOTATION AGREEMENT
20	EXERCISES Prepare WO Quotation Enter a new work order quotation and link useful information to it. WO from Quotation Make a work order from the quotation and prepare it with useful information. Print Quotation Preview and then print the quotation. Follow Up on Quotation Indicate whether you are about to accept or reject the quotation. WORK ORDER QUOTATION
21	SUMMARY OF EXERCISES WHAT YOU DID Created and prepared a WO quotation and added information to it such as: Customer Equipment object Agreement WHAT YOU LEARNED How to handle a new work order quotation, and what information can be added to it WORK ORDER QUOTATION PREPARE WO QUOTATION
22	SUMMARY OF EXERCISES WHAT YOU DID Created a work order from a quotation. Entered useful information to the work order, such as: Equipment object Standard job Maintenance Organization Work type WHAT YOU LEARNED How to create and prepare a work order from a quotation What information can be added to this work order WORK ORDER QUOTATION WO FROM QUOTATION
23	SUMMARY OF EXERCISES WHAT YOU DID Previewed and then printed the quotation WHAT YOU LEARNED How to handle the quotation after you have finished preparing it WORK ORDER QUOTATION PRINT QUOTATION
24	SUMMARY OF EXERCISES WHAT YOU DID Followed up on the work order quotation and tried the two options: Accept Reject WHAT YOU LEARNED How to follow up on the work order quotation and how to handle it when accepting or rejecting the quotation WORK ORDER QUOTATION FOLLOW-UP ON QUOTATION
25	END OF LESSON