The crmSeries Parts and Services Quote module allows crmSeries sales reps to create and manage service type quotes.

Adding a New Quote

Follow the steps below to create a new part and service quote.

• From the header menu, select Add, Parts Services Quote.
  NOTE: The Parts and Services Quote name can be customized under System Administration. In the image below, the quote name was changed to FleetCare Quote.

  

• In the Open Panel Enter the Following:
  • Company – Enter the company name to search for available companies to associated with the quote.
  • Contact – Select a contact name from the list.
    NOTE: If the contact is not in the list, select the Add New button to create a new contact.
  • Sales Rep – The user’s name that is creating the quote will automatically appear.
  • Branch – Select a branch associated with the quote.
    NOTE: If a rep is associated with only one branch, the branch will automatically be selected.
• Select the Next Button.

  

• Enter a Quote Type in the Profile Search.
  • Select a Profile from the available list.
    NOTE: A list of available Quote options will appear in the Profile list.

    

• Select the Save Button.
  
• The Quote Options and Pricing will automatically populate based on the profile selected.
  

Update Quantity

• The default quantity of 1 can be modified by overwriting with a new quantity.

  

• Select the UPDATE Button.
  

Add Additional Items

• Enter the Additional items as required under the Header.

  

Save Quote

• When ready to Save the quote, select the Return Button.

  

Submit for Approval

• When ready to submit for approval, select the Submit for Approval link.

  

Print a Quote

• To print the quote, select Actions Button, Built Output option.
  NOTE: The quote status will require Approval prior to printing the quote.
  
  NOTE: Selecting the Documents tab, Build Customer Output is another method to build the output.

  

Quote Dashboard

• From the Header Menu, select My Business, Product Support, FleetCare Quotes.
  NOTE: The Quote Menu name may be different than shown. See how to customize the name under Quote Admin section below.

  

Edit Quote

• From the Dashboard, select the Quote number link to open the quote in view mode.

  

• Selecting the edit icon under the Action column will open the equipment quote details.

  

• Make any modifications to the open equipment quote and select the Return Button when done.
  

Adjust Price Tier

Based on the selected pricing tiers, the selected quote pricing can be adjusted. NOTE: The price tiers are set by a system administrator under the parts and service quote section.

• Select the Edit icon under the Actions column on the Charges panel.

  

• Select a Pricing Tier from the list and Select the Save Button.

  

Adjust Term Length

• Select the Terms edit control to adjust the term length of the quote.
  
• Select a Term Length from the list and select the Check icon to save.
  

Adjust Conditional Charges

Conditional charges are usually associated with additional fees or charges that apply to a quote. As an example, if a service call is required outside of the contract service hours, additional charges may apply. The Conditional Charge amounts will not be applied to the total quote amount and will be listed on the quote as additional charges.

• Select the Edit icon under the Actions column of the Conditional Charges panel.

  

• Update the Conditional Charges and select the Save Button.

  

Add Quote Groups

The crmSeries Quote module allows a sales rep to add multiple quote groups to a single quote. Follow the steps below to add additional Groups to a quote.

• When a quote is open in view mode, select the pancake menu icon to add an additional Group.

  

• From the open panel complete the following:
  • Make – If only one Make is available, the selection will auto populate.
  • Model – If only one Model is available, the selection will auto populate.
  • Profile – Search for the option available from the profile list.
    
  • Select the Save Button to Add the new Group to the existing quote.

Refresh Pricing

If the pricing for any items associated with a quote has been updated by a system administrator, the Refresh Pricing button can be selected to adjust the quote.

• Select Refresh Pricing Button to refresh the quote with adjusted pricing.
  

Quote Admin

Only users with System Admin rights can access the Quote Admin settings. From the System Admin, Select Parts and Service Quoting. Under Settings, General Settings, the Quote Name module can be customized.

User Setup

When defining the capabilities of a quote user, the user’s responsibilities should be taken into consideration. If a user will only be quoting, then the user rights are the only options needing to be set. If a user, such as a manager need to access other users quotes, then the User Access will need to be set. If a user will be a quote approver, then the User Approval will need to be set. Each of the user setup sections are detailed below.

User Right Preset

User Rights Preset provides a system administrator with the ability to predefine right options and later apply to new and existing users. To create or modify a User Right Preset, follow the steps below.

• Select System, Administration.
• Select Users, User Right Presets.
  
• Select Add to add a new preset or select a preset from the list.
  
• Select the rights that should be associated with the preset.
  
• Select Save

User Rights

The user rights are used to determine what quote functions a user can and cannot access. The quickest method to set a user’s rights is to select a predefined option from the list. See User Right Preset to learn how to define a user preset. Follow the steps below to modify a user’s quote rights.

• Select System, Administration.
• Select Users, User List, and select the user from the list to modify their user rights.
  
• Select the Rights Tab to display the available rights.

  

• Modify the rights by selecting or deselecting the service quote rights. NOTE: When a right is changed, the user’s rights will automatically be saved.
  
  • Create New Service Quote – Allows a rep to add a new Service Quote.
  • Edit Conditional Charges – Allows a rep to add, remove, and edit quantity and pricing of a conditional charge on a quote.
  • Edit Charges – Provides the ability to Add, Remove or Edit Charges on a quote. If a charge uses Tier Pricing, the user will only be able to select a different pricing tier and will not be able to modify the price for that tier. If a charge does not use tier pricing, the user will be able to edit the price for that charge item.
  • Edit Monthly Pricing – For FleetCare Quoting, this option should NOT be selected.
  • Edit Group Quantity – Allow the ability to enter a quantity for a Service quote.
  • Delete Service Quote – Allows a rep to delete an existing quote.
  • Edit Labor – This option should NOT be selected for FleetCare quoting.
  • Edit Discounts – This option should NOT be selected for FleetCare quoting.
  • Refresh Pricing – If the pricing for rates or pricing tiers has been changed by a system administrator through the system admin setup menu, the Refresh Pricing button can be selected to update pricing for all rates and pricing tiers on the existing quote.

User Access

User Access determines the capabilities of a user to access other sales rep’s quotes. The user access settings are defined under the system administration by selecting Parts & Service Quoting, Settings, and User Access. To modify a user’s access, select the user and make the necessary modifications, then select the Save button. To allow a user the ability to access other user’s parts and service quotes, follow the steps below.

• From System Administration select Parts and Service Quoting, Settings, User Access.
  
• From the User Access section, select the Add button to add the ability of a user to access other user’s parts and service quotes or select an existing user from the list.
• Edit the controls on the open Edit Access panel.
  
  • User – Select the user that will need access to other user parts and service quotes.
  • View Record Selection – Select the view option that will be granted to the user.
  • Edit Record Selection – Select the edit option that will be granted to the user.
• Select Save Access

User Approval

User Approval determines what crmSeries users will have authority to approve parts and service quotes. The user approval settings are defined under the system administration by selecting Parts & Service Quoting, Settings, and User Approval. To modify a user’s approval settings, select the user and make the necessary modifications, then select the Save button. Follow the steps below to Add and Modify existing approval settings.

• From System Administration select Parts and Service Quoting, Settings, User Approval.
  
• From the User Access section, select the Add button to add the ability of a user to access other user’s parts and service quotes or select an existing user from the list by selecting the Edit icon.
  
• Edit the controls on the open Edit Approval panel.
  
  • User – Select the user that will be approving the parts and service quotes.
  • Approval Type – Default is Quote Approval.
  • Approval Level – The order in which the parts and service quote will be approved. The Default is 1.
  • Send Email? – When checked, the user will receive an email notifying about a quote needing approval.
  • Require Comments? – Approvals will require comments to be included with the approval.
  • Global Override? – If selected, the user can approve and skip approval from higher approval levels.
  • Record Selection – The ability to filter the parts and service quote that the user should approve.
    • All Quotes – Has ability to approve all parts and service quotes.
    • Assigned Branch – Only approve parts and service quotes for the user’s assigned branch.
    • Custom – Custom define which quotes the user can approve.
• Select Save.