Maintain Equipment Quotation

Quotations can be created for Rental or Consignment Trip Operation. The user can either create a new quotation or modify the existing quotation details. For each modification that occurs after authorization of quotation, revision numbers will be generated and quotation needs to be authorized again. Quotations available in “Fresh”/”Under Revision” statuses can be returned and quotations available in “Draft”/”Fresh” statuses can be deleted. The user can also print the quotation. Based on the equipment details provided, the user can either create a order for all requested equipment or orders can be created at equipment level.

If the customer already exists, then the details pertaining to that customer are retrieved and displayed in the appropriate fields. In case of prospective customer, the details are to be entered manually. After all the necessary details are furnished, the Equipment quotation number is generated.

Ø Select the “Maintain Equipment Quotation” link under the “Quotation” business component.

The “Maintain Equipment Quotation” page appears.

Ø Enter the following details in the header:

Quotation No.	The unique number identifying the quotation. To create a new quotation, if the ‘Numbering Type’ is set as “Manual”, quotation number is mandatory; else it will be generated automatically based on numbering type selected. To modify the quotation details, press 'Enter' upon specifying a valid quotation number.
	Help Facility Available.
Quotation Date	The date on which the quotation was created (Date Format). The system displays the system date by default on launch of the page. The system ensures that this date should be within the financial year. Current system date is displayed and can be modified.
Numbering type	The values are populated from the “Numbering Class” business component .Use the drop-down list box to select the numbering type.
Status	The status of the quotation will be displayed on entering all the mandatory fields. Status is system generated and user cannot select the status. The options available are: “Draft”, “Fresh”, “Authorized”, “Amended”, “Held”, “Deleted”, “Cancelled”, “ Ordered” or “Returned”.
	Draft – indicates a newly created quotation when information is specified partially.
	Fresh – indicates a newly created quotation when all the mandatory fields are specified.
	Authorized – indicates an authorized quotation.
	Amended – indicates an authorized quotation that is amended. The quotation will be in “Amended” status till it is authorized again.
	Held – indicates a quotation that is put to hold. The documents that are in “Deleted”, “Cancelled” or “Ordered” status can only be put to hold.
	Deleted – indicates a quotation that is soft deleted.
	Cancelled – indicates a quotation that is cancelled. Only an authorized quotation can be cancelled.
	Ordered – indicates the status of quotation in case if a sale order is prepared using that quotation as reference document. If the sale order is authorized, then the status of the quotation is updated to “Ordered”.
	Returned – indicates a quotation that is returned back for modification.
RFQ No	Indicates that a quotation is created based on the request for quotation (RFQ). The unique number identifying the request details of lease quotation. Press 'Enter' upon specifying a valid RFQ number in “Fresh” status to create the equipment quotation. For the RFQ number specified, customer, equipment and other details are retrieved.
	Help Facility Available.
Quotation Type	Use the drop-down list box to select the type of Quotation. You can select from “Consignment Trip Operation” or “Rental”. The system displays “Consignment Trip Operation” by default on launch of the page.
Type	Drop down box that lists “Fixed Rate Rental” or “Time Sheet Based Rental” or "Usage Based Rental" The system displays “Fixed based Rental” by default on launch of the page. Brief about the rental types are as follows:
	Fixed Rental - In this mode of rental the equipment is rented for a fixed price per Day/Week/Month/hour. Whether the equipment is operated or not, the rental charges are billed to the customer. Equipment Time Sheet booking can be done & its optional (No billing based on it). Employee assignment is optional & expenses can be invoiced based on employee timesheet actual.
	Time Sheet Based Rental - In this mode equipment is rented for specific price per Hour/Day/Week/Month Billing or Invoicing is done only against the time sheet hours reported against Equipment. Employee assignment is optional & expenses can be invoiced based on employee timesheet actual.
	Usage Based Rentals - In this mode equipment is rented-charged based on its usage parameters. Billing or Invoicing is done only on the reported consumption against equipment. Employee assignment is optional & expenses can be invoiced based on employee timesheet actual.
Agreement OU	The OU using which agreement can be created. System lists the OUs mapped to the logged on user and displays the default OU.
Agreement Status	Select the agreement status that denotes the customer’s response for order generation. System lists the agreement statuses defined in the category master.
Site Inspection No.	This unique number defines the site inspection. Loads the number from the search criteria. Throws error if not valid code is entered.
	Help Facility Available.
Revision	This displays revision number. Revision no. combo varies with the future revisions.
Reason for Revision	General comments about revising the document.
Comments	Comments if any.
Quotation Valid Till	The date up to which the quotation is valid. This date cannot be earlier than the system date. Either Equipment Category & Equipment Desc or Equipment Code is mandatory.
Billing Frequency	Drop down list that shows time period. Billing Frequency should load 'Monthly' and 'Weekly' with Monthly as default.
Opportunity Id	The unique number identifying the Opportunity ID (Alphanumeric, 18). This ID identifies the details about the Opportunity against which this Quotation is being raised.
	Help Facility Available.
Project Type	The type of project is displayed. This shows drop down list box that displays the project type.
Project Desc.	Project description explained.
Place of Project	Explains the place of the project, describes the location.

Enter the following field details in the “Customer Details” group box:

Customer Type	Use the drop-down list box to select the type of the customer Mandatory. You can select from either “Existing” or “Prospect”. If the type of customer is set to “Prospect”, then the system retrieves the first five letters of the customer name and compares it with the name of other existing customers from the “Customer” business component. The options available are:
	Existing – indicates an already existing customer.
	Prospect – indicates a new customer. It is a display only control and user cannot enter any value.
Customer Code	The code identifying the customer (Alphanumeric, 18). The system checks for the existence of the code and also ensures that the status of the customer is not “Inactive” or “Deleted” from the “Customer” business component. If the type of customer is set to “Existing” then the system ensures that this field is not left blank. For a particular customer, the system checks if any quotation is raised for the items specified in the quotation for a particular customer.
	Help Facility Available.

Enter the following field:

Customer Name	The name of the customer (Alphanumeric, 60).The system ensures that this field is not left blank in case if the type of customer is set to “Prospect”.
Address Line 1	The first address line of the customer (Alphanumeric, 40).
Address Line 2	The second address line of the customer (Alphanumeric, 40).
City	The name of the city in which the customer resides (Alphanumeric, 40)
State	The name of the state in which the customer is located (Alphanumeric, 40).
Country	The name of the country to which the state belongs (Alphanumeric, 40).
Zip Code	The zip code applicable to the address (Alphanumeric, 20).
E-mail	The E-Mail ID of the customer (Alphanumeric, 60).
Bill to Id	Bill to ID should be valid for the customer code.
	Help Facility Available.
Contact Id	The code identifying the contact person (Alphanumeric, 18).
	Help Facility Available.
Contact Name	The name of the contact person (Alphanumeric, 40).
Contact Number	The telephone number of the customer (Alphanumeric, 18).
Requested By	Requested user name.
	Help Facility Available.
Name	The contact person's name.
Sales Team	The code identifying the sales team (Alphanumeric, 6).
	Help Facility Available.
Sales Person	The code identifying the sales person (Alphanumeric, 6). The system checks for the validity of the sales person code from the “Sales Person” business component if this field is specified.
	Help Facility Available.
Sales Person Name	The name of the sales person and it is based on sales person code.
Sales Channel	Use the drop-down list box to select the sales channel to which the pushbutton is linked. The values are populated from the “Category” business component in alphabetical order in alphabetical order. The system displays “Blank” by default on launch of the page. A few sales channels that can be listed are: wholesaler, retailer.
	Help Facility Available.

Enter the following field details in the “Price Details” group box:

Basic Value	The sum (quoted price). You can specify the quoted price in the multiline.
Total Tax	Sum of all the taxes charged on the items for the particular customer.
Total Charge	Sum of charges of the items for the particular customer.
Total Discount	Sum of all discounts charged on the items for the particular customer.
Total Value	Total of Item Basic Price+ Total Tax+ Total Charges+ Total Discount.
Pay Term	The code identifying the payment term applicable for the quotation (Alphanumeric, 15). The system checks for the validity of the pay term from the “Pay Term” business component.
Currency	Use the drop-down list box to select the currency applicable for quotation. The system populates the base currency of the company from the “Organization Setup” business component.
	Press <Enter> key.
	The system retrieves the value pertaining to the exchange rate between the base currency and selected currency.
Exchange Rate	The exchange rate applicable for the currency (Integer). For the specified currency, the system retrieves the exchange rate, minimum and maximum limit from the “Organization Setup” business component. If this field is not left blank, then the system checks if the exchange rate lies between the minimum and maximum limit. If not it displays an error message.
Compute	When this button clicked, it modifies overall values according to the input given.

Note: The Total tax will be the sum (Total Tax by Item & Document) specified in the TCD link. Similarly the Total Charge will be the sum (Total Charge by Item & Document) and Total Discount will be sum (Total discount by Item & Document).

Enter the following details in the “Equipment Details" multiline:

Equipment Category	Values are loaded from masters. The combo is loaded with the values as “All”, “Cranes Rental”, “Interval”,” Regular” and “Others”.
Equipment Code	Unique code for the equipment.
	Help Facility Available.
Equipment Desc.	This details about description of the model.
Classification	Describes about the vehicle classification.
Sub Classification	Describes about sub category of vehicles.
Make	Describes about manufacturer.
Model	A unique code identifying the model (Site or Restriction) for which the rental rate has to be specified.
Type Of Work	Describes about the category of vehicles.
No. of vehicles	Describes about the count of the vehicles.
Rental Rate	Describes about the type of rental rate.
Rental Unit	Use the drop-down list box to select the rental unit from which the price details have to be retrieved. The combo is loaded with the values as “All”, “Day”, “Hour”, “Month” and “Week”.
With Operator	Provides an option to choose either "Yes" or "No".
Need Date	This date cannot be less than Ship Date.
Ship To Id	Allows to choose customer information. Throw error if invalid Ship to IDs (ML) are given. The system retrieves the Address Ids corresponding to the customer with “Active” status. Select the Address Id from the multiline and click the “ok” pushbutton to transfer it to the required page.
Ship Date	Displays the shipping date. This date cannot be less than quotation date.
Price List code	The detailed description of the price list code defined for the model.
Reason Code	Allows choosing from list of code. If invalid code chosen, error throws.
Reason Desc.	The Detail description for the reason
Remarks	Remarks if any (Alphanumeric, 256).
Line Status	Shows the queue status.
Agreement No	Displays the agreement number.
Trailer Type	Drop down list box that displays the various categories.

When Quotation type enabled as “Rental”

Lease Start Date	The starting date from which the quotation is valid. This date cannot be less than Need Date and cannot be later than Lease End Date.
Lease End Date	The ending date until which the quotation is valid. This date cannot be later than Lease End Date.
Lease Period	Total valid period for quotation. Entire lease period is shown.
Calendar Code	Specific time period displayed. Allows choosing the particular time period from the drop down calendar.
Assembling Rate	The unit rate for assembling the equipment. This measures the assembling rate.
Demobilization	The unit rate for re-transferring the equipment. This measures the demobilization rate.
Dis-assembling Rate	The unit rate for disassembling the equipment. This measures the dis-assembling rate.

When Quotation type in default and it is enabled as “Consignment Trip Operation” Type should be Fixed Trip Rates.

Transportation Charges	Displays cost for the transport. Transport charges are shown.
From Location	A unique code identifying the location from which the equipment has to be carried.
To Location	A unique code identifying the location to which the equipment has to be delivered.
Route KMS	The total running kilometers as showed in the carrier while transporting the equipment.

The system displays the result according the following functions:

Maintain	Maintain will save quotation details and status should fetch as 'Fresh'.
Authorize	Only Fresh status of site inspection number can allow authorizing the document. Authorization status shows the quotation is authorized.
Revise	On Revise, the revision combo should be increment by ‘1’. The status of the document should get changed to ‘Revised’. New revisions can be made.
Return	Indicates a quotation that is returned back for modification. Returns help to change the current details. Quotations available in “Fresh”/”Under Revision” statuses can be returned
Delete	Status is equal to Fresh and user should change the status to delete. Delete option deletes the current data. Quotations available in “Draft”/”Fresh” statuses can be deleted.
Print	This enables to print the quotation. Printed quotation will displays the details about the quotation.
Generate Order	Status of the document should be authorized and agreement status should be in fresh status. Create SLA with all applicable details in Quotation and SLA status should be in fresh status

If the customer is an existing customer, then the system checks if the specified customer is same as that of the customer specified in the reference document.

If the customer is a prospective customer, then the system checks if the specified name of the customer is same as that of the customer name specified in the reference document.

The system updates the status of the quotation to "Draft" if at least the field "Quotation Date", "Numbering Type", "Quotation No." and customer name are filled and are valid and at least one of the mandatory information is not filled. If the schedule type is set to “Multiple”, then the quotation status is still set to “Draft” even if all mandatory fields are filled.

The system updates the status of the quotation to "Fresh".The system displays an error message if no rows are selected in the multiline. The system updates the status of the deleted quotation(s) to “Deleted”.

The system saves the quotation number with all its associated details.

The line numbers for the item are automatically generated.

The system updates "Created by" with login user id and "Created date" with the system date.

To proceed do the following:

Click “Maintain Service Level Agreement” link from the bottom of the page to maintain SLA.
Click “Tax Calculation Summary” link from the bottom of the page for calculation of Tax.
Click “Specify Additional Charges” link from the bottom of the page to specify charges additionally occur.
Click “Specify Checklist” link from the bottom of the page for checklist specification.
Click “Additional Details” link from the bottom of the page to provide additional details.
Click “Shipping Details” link from the bottom of the page to give shipping details.
Click “Equipment Details” link from the bottom of the page to give details about equipment.
Click “Attach Notes” link from the bottom of the page to add notes.
Click “Collaborate” link from the bottom of the page to display alert messages.

The system displays the following:

Created By	The login user ID of the person who has created the quotation.
Created Date	The date on which the quotation was created.
Last Modified by	The system updates "Last modified by" with login user id, while updating existing records.
Last Modified Date	The system updates "Last modified date" with login user id, while updating existing records.