Sales

Q360 versions 22.02 + offer new enhancements to the quote process.

Quote Sections – End-to-end Flow

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Quote Sections End to End Flow

To begin using Sections and Subsections within a Quote, click on the Line Items tab of a Quote.  A new “Sections” area will appear

Add Section using Add button:

1. Click EDIT button
2. Click Add icon in Sections area
3. A pop-up window will open where you will name your new Section. Enter a name and click Ok
4. Click the Add icon again to create a Subsection. Repeat step 3 to name your Subsection
5. To link this second Section as a Subsection of a Section, locate the second Section in the left Section area, click on it and drag it to the Section to which it should be attached
6. Repeat Subsection process as many times as needed.  Sections and Subsections may be nested within one another to whatever level is required

Note: Q360 will respect Sectioning, Grouping and Sequencing of Sections and Subsections when printing a Quote

Add items to a Section or Subsection:

1. Highlight Section or Subsection to which you wish to add items
2. Click on the Find Product tab within the Sections area
3. Use the Search box or Advanced Search options to find Products.  Add Product by clicking the Add button next to the Item in the Parts grid
4. Click SAVE button when you have finished adding Items to your Sections and Subsections

Note:  Kits (K type items) behave differently when added to a Quote.  They will appear as a separate Section containing all Items kitted together.  If this Kit belongs within another Section, simply drag and drop the Items into that Section and delete the Kitted Section (now empty)

Add Section using Quick List:

1. Click the EDIT button
2. Within the Sections area, click on the Quick List subtab. A  list of previously created Quick Lists will appear in the Sections area
3. Add a Quick List to the Quote by clicking the Add button next to the chosen Quick List.  Quick Lists may also be added to existing Sections or Subsections by highlighting the Section or Subsection to which the Quick List should be attached
4. A pop-up window will appear asking you to choose the Cost Source and Price Source.  Make your selections and then click Add icon
5. A pop-up window will appear asking “Would you like to create a new Section for this Quick List?” Click Yes.  The Quick List you selected will appear in the Line Items grid as its own Section which may be renamed, moved, or nested within the grid using the Sections area as described above
6. Save

Quantity Function (Section Multiplier):

It is not necessary to add numerous identical Sections Item by Item to a Quote.  The Qty column of the Line Items grid is editable when the grid is in Edit mode.  Double click in the Qty column next to the Section you would like to multiply and enter the number of identical Sections you would like the Quote to contain.  The Ext Qty column will then display the total number of each Item included in the Quote.  Save the form

Note: Both Sections and Subsections may be multiplied using this option

Grouping Items (using Group columns) – Update Group Fields by Section:

Update Group Fields on Quotes – Using Sections

1. Click the Edit button
2. Click the Expand icon on the Line Items grid to expand all Sections and Subsections
3. From the Extended Menu of the Line Items grid, select Update Group Fields by Section
4. A pop-up window will open asking “Which group field do you want to update?” Select “Dynamically by section depth” from the drop-down menu and click Confirm. This option recognizes that the overarching Section is the ‘main’ Section for the Quote and assigns this Section to the Group 1 column.  Subsequent level 2 Subsections are grouped within the Group 2 column, level 3 Subsections are grouped within the Group 3 column and so forth
5. Save

Note:  Grouping on the Quote level will be maintained through to the Material tab of a Project created from this Quote

Quotes will process forward to Projects as they always have, using the Process button

Once your Quote has been converted to an Order, you will notice that Sections that were multiplied on the Quote have been split into separate Line Items.  These may be renamed at this point if needed.  Subsections under each Section have carried over to the Order and may be viewed by expanding the Sections.  Subsections may be renamed at this point if needed

Quote Duplicate vs Copy Functions

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Quote Duplicate vs Copy

Quote Sections: Duplicate

1. Quote > Line Items tab with sections already added.  Put form in EDIT mode
2. Locate a Section on the Sections subtab.  Right click on the Section you want to duplicate and select “Duplicate This Section.”  The new duplicate Section will be added to the Sections subtab and to the Line Items grid.  This option is used when you want the duplicate Section to appear on the same Quote
3. Description, quantity, pricing and other changes may be made directly in the Line Items grid by double clicking in a cell
4.  Save Quote

Quote Sections: Copy

1. Quote > Line Items tab with Sections already added.  Put form in EDIT mode
2. Locate a Section on the Sections subtab.  Right click on the section you want to duplicate and select “Copy This Section.”  This option is used when you want to add the copied Section to a different Quote
3. Open the Quote to which you want to add the copied Section.  Highlight a Line Item on the Line Items grid to which you would like to add the Section copied above
4. From the Line Item grid Extended Menu, select either “Paste Selected Item(s) Before” or “Paste Selected Item(s) After.”  Copied selection from previous Quote will appear in the new Quote
5. Description, quantity, pricing and other changes may be made directly in the Line Items grid by double clicking in a cell
6.  Save Quote

Quote Sections – Split Line Items

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Quote Sections Split Line Items

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Build Quote Line Items

Add Line Items

1. Open a Quote record and click the Edit icon
2. Click the Line Items tab, then click the Find Products subtab
3. Use the search fields and drop-down boxes to refine the search, then click Find Product.  The Parts grid displays the results based on filtering
4. Highlight the row you want to add, then click Add to Quote
   • Optional: select the “Special Order” flag checkbox to indicate that this Quote Item should later appear in the Purchasing Queue for Purchaser to explicitly purchase the Item (regardless of Master Item type or whether there is sufficient quantity available on hand in Inventory)
5. Click the Save icon

Copy Line Items

Copying Line Items from an another Quote can be useful if there are a lot of Items to add to your Quote

1. Open the Quote you are building and click the Edit icon
2. Click the Line Items tab and highlight the rows you want to copy
3. In the Line Items grid Extended Menu, select Copy Selected Item(s)
4. In the Quote you are building, select Paste Selected Items(s) After.  The copied Items will display in your Quote

Group Line Items

Grouping arranges Quote Line Items within five possible Groups with default captions Group 1 to Group 5.  When a Quote is printed, only Group 1 and Group 2 are referenced, and dependent on your configuration.

To set the Group 1 and Group 2 values for Quote Line Items complete the following steps:

1. With the Quote in Edit mode, do the following:
   1. Find the Group 1 column and highlight the Line Item rows you wish to group
   2. In the Line Items grid Extended Menu, select Update Group Fields, and enter the text description
   3. In the grid, verify the selected row’s Group 1 value is updated with the text
2. To further categorize a subset of Group 1 line items, do the following:
   1. Find the Group 2 column and highlight the line item rows you wish to group
   2. In the Line Items grid Extended Menu, select Update Group Fields, and enter the text description
   3. In the grid, verify the selected row’s Group 2 value is updated with the text
3. Repeat this process as required

Add Statement of Work (SOW) content

1. In the Quote, click the Edit icon, then click the SOW tab
2. Enter text and format accordingly. Optionally, you can insert a pre-defined selection of formatted text from a template.  To do this, click the Insert drop-down for available HTML Templates, and select one
3. Click the Save icon

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Quote Sections Split Line Items

Line Items containing multiple quantities of the same Item can be split into multiple lines within a Quote. For example, if there are different purchasing needs for the same part, or you need to group specific quantities for different rooms on a Project

To split Line Items in a Quote, complete the following steps:

1. From the Quote form, click the Line Items tab
2. Highlight the Line Item you want to split.  Note that the Quote does not have to be in Edit mode to split Items
3. From the Line Items grid Extended Menu, select one of the following options:
   • Split This Line Item – Specify the quantity that you want the new line to be split into.  The remaining quantity remains in the original row
   • Split This Line Item Into Singles – The Item is split into individual lines based on the quantity of the original Line Item

Also note the following information when splitting Quote Line Items:

• Only one Line Item can be split at a time
• Canceled Line Items cannot be split
• Only Line Items that are type L or M can have decimals
• If a Line Item has negative quantity, the split quantity must be negative.  A split quantity cannot be less than the Item quantity
• If an Item has positive quantity, the split quantity must be positive.  The split quantity cannot be more than Item quantity
• A split quantity cannot be the same as a Item quantity
• A split quantity cannot be zero

The Optional Flag capability on Quotes and Proposals now allows users to quote optional items to customers without the need to send out multiple versions of a Quote.

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Managing Optional Flags on Quote Line Items

1. Open a Quote > Line Items tab
2. Click the EDIT button
3. In the Optional column, check the boxes on the line items you wish your customer to see as “Optional”
4. Click the SAVE button
5. Click the Printer icon and select “Print Quote”
6. From the Print Report window, select desired Template, Parameters, Destination, Options and Format and click Print button

When the Print Preview opens, you will see the Optional items selected in step 3 above listed in a different color and font, and an Optional Total calculated amount will be displayed in the related quote section.  All optional equipment will also be totaled and displayed at the bottom of the quote.

If the customer accepts and approves the optional items, you will need to return to the Line Items grid on the Quote, highlight the optional items, click on the Extended Menu and select the option to “Approve Optional Item(s).”

If the customer rejects the optional items, you will need to return to the Quote, click the Process button and click the Reject Quote button in the window that appears.  You may then edit the Quote to remove the unwanted optional items.

Note: a Quote cannot be processed into an order until all checked Optional items have been approved or removed.

Add a new Sale Type:

1. Go to Maintenance Menu > General Codes
2. Search for UNIFIEDTYP in the General Codes form.  A list of existing Unified Type Code Values will display in the grid
3. Put the grid in EDIT mode and click the ADD button
4. Enter information on the new row:
   1. Type Name:  Determines the values that may be selected from the Sale Type drop down menu on a Opportunity, Quote, or Order
   2. Optional – Project Template Title:  If the new Unified Type is intended to create a Project from a template, specify a Project Template Title that will be used when approving the Order.  Note:  Q360 will NOT prompt you to select a template upon approving the Order
   3. If the new Unified Type is intended to create an Admin Project, select Y in the Admin Project column to indicate that the resulting Project should be Internal
   4. Create Type column:  indicate what should be created when an Order is approved.  Options include Project, Call, Contract (Service Contract), or Blank (will remain as an Order only)
   5. Profit / Cost Center column:  Set this to Profit if the Unified Type is a type of sale to customers, or Cost if this is an internal sale type
   6. Active column:  Check the box if the selected type should be displayed in the Sale Type drop down menu of the Opportunity, Quote, and Order forms
   7. Sequence field:  determines the order in which Type options appear in the Opportunity, Quote and Order Sale Type drop down menus.  This option is purely aesthetic
5. Click SAVE button

Part 2: Add Default Extended Accounts in Accounting Menu

Configuring Default Extended Accounts involves setting up specific accounts for the new Sale Type:

1. Go to Accounting Menu > Admin > GL Admin > Default Extended Accounts
2. Place the form in EDIT mode
3. ADD new Extended Account rows (typically 18 rows per Company and Sale Type)
4. For each item Type (A, Q, L, M, etc.), including a BLANK item Type, create a minimum of two entries (depending on your process)
   1. Highlight each new row and either complete the fields for that row using the form below the grid, or double click inside the cell you wish to change
   2. Select Post Type (the new Sale Type you created above)
   3. Select Post Name (ORDER or INVOICE) – you must assign one each for each item Type
   4. Select Post Process (CREATE or POST) – you must assign one each for each item Type
   5. Select Journal (this will typically be AR)
   6. Select Journal Type (REVENUE or COGS) – you must assign one each for each item Type
   7. Select Account No. – these are your company’s GL Account Numbers
   8. NOTE:  see grid pattern in below screenshot – For Post Name ORDER, Post Process should be CREATE and Journal Type should be REVENUE.  For Post Name INVOICE, Post Process should be POST and Journal Type should be COGS
5. Special instruction for COGS account type:
   1. Be sure to set appropriate Job Cost Type and / or Job Cost Class for accuracy – these fields will appear in the form below the grid

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Sales Forecast Quick View

This Sales Forecast report displays a overview of all the Sales Opportunities in the system. This report can be used by Sales Reps as well as Sales Managers

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Setup Quote Authorization Rules

This section describes how to set up Quote Authorization Rules if you want to specify parameters under which Sales Quotes can be approved. For example, you can assign general Sales staff a Price, Cost, or Margin limit for approving Quotes, while granting the Sales Management and Executive teams different approval amounts

To create Quote Authorization Rules, complete the following steps:

1. Go to Sales > Sales Admin > Extended Quote Authorization Rules and click the Add icon
2. Add details to the form:
   • Title – A description of the rule that displays in the Quote Authorization Rule List grid
   • Authorizer – The User who will receive the authorization message when attempting to authorize a Quote, should the rule apply
   • Branch – The Branch that applies to the authorization rule
   • Department – The Department that applies to the authorization rule
   • Sale Type – The Type of Sale related to the authorization.  By default, the list is from the general code UNIFIEDTYP
   • Sub Total Max – The value that displays in the Sub field in the main Sale tab of the Quote form
   • Cost Max – The value that displays in the Total field in the main Sale tab of the Quote form
   • Margin Min – The Minimum Margin Percentage required for the Quote to be authorized, using the GM% field in the main Sale tab of the Quote form
   • Enable check box – Specifies that the rule is active.  If un-checked, the rule will not apply to Quote authorization
   • Failure Message – The error displays when the rule applies and Quote authorization is denied
3. Click the Save icon

For additional detailed instruction, use case and example, please refer to Extended Quote Authorization Rules

This section describes how to set up a Sales Funnel Template

1. Go to Sales > Sales Admin > Funnel Administration and click the Add icon
2. Fill in Funnel details on the Funnel form > Funnel tab
   • Title: input a distinct name for this Sales Funnel
   • Type: select from drop-down list based on values defined by General Code FUNNTYPE
   • Phase Count: specify the number of phases to be defined in this Sales Funnel
   • Default Flag: select the checkbox to define this as the default funnel to display from Sales menu > Quick View > View Funnel
3. Set up each phase (to a maximum of 9 phases) for this Sales Funnel
   • Associate a Probability % to represent the likelihood of the Sales Opportunity closing, where the higher the phase completed, the higher the probability
   • The % probability input for each phase needs to include cumulative probability of any phases previous to it; and be less than 100 (since a value of 100 would indicate a certainty in closing the Sale)
   • Click the Save icon to save the phase
4. For each phase, define at least one step, i.e. a Funnel Definition Item
   • In edit mode: On the Funnel Definition Items grid, click the Add icon and define its attributes:
     • Title: input the name of this step
     • Funnel Position: specify which phase this step belongs to
     • Sequence No.: specify the numbered sequence this step exists as part of this Funnel
     • Comment: optionally add more text details as necessary

      

   • Click the Save icon to save this step
   • Repeat for as many steps as needed for this phase

Suggestion: as a next step, your administrator may configure this sales funnel definition to a Sales Opportunity interest