Q360 Create a Call & Quote

Transcription

1 Q360 Create a Call & Quote OBJECTIVE The objective of this document is to outline the steps for the Sales Coordinator to create a call and quote in Q360 for a new customer installation. Once the Salesperson has generated a sale and all required documentation has been completed, the Sales Coordinator receives this information and creates a quote. A quote must then be confirmed and authorized by the Procurement Manager before it can become a sales order. It is from the sales order that the project is created in Q360 and the project installation can begin. Pre-requisites: The sales deal has been drafted by the Salesperson and Sales Engineer The sales deal has been accepted by the customer All appropriate paperwork is completed and approvals have been given The sales package has been received by the Sales Coordinator o The Sales package must contain: The list of products to be installed Approval s Installation product configuration For installations, you must create a project before entering the quote. (Refer to Create a Project work instruction) Version Revised By Revision Date 1.0 Tammy-Anne Mifsud Document creation 18/09/ Tammy-Anne Mifsud Added additional detail 22/09/ Tammy-Anne Mifsud Added screenshots 17/11/2014

2 Creating a Call The Sales Coordinator reviews the information in the Sales package to ensure that all the required information has been completed and the required approvals have been given before creating the quote Take the configuration from the quote and save it in the required format in Excel to be used by the import tool The information required is: Qty Master No. Product Code List Price Cost Price Description Open Q360 Click on Service 2

3 3 Click on Help Desk

4 Click Add Call Enter the Customer name and press ENTER 4

5 Select the head office from the list and click OK Enter the name of the site and hit ENTER 5

6 Select the site from the list and click OK Make note of the Call number Change the User to the name of the Install Coordinator Change the Status to PartPO 6

7 Changes the Dispatch to Install Changes the Call Type to New Install Change the Problem to Install Enters a description in the Problem Description field to denote the type of install including the product being installed I.e. Supply & install IP Office Release 9.0 with VM Pro 7

8 On the Details tab, go to the Project field and click the button next to it to select the project you created for this site installation. In the search field, enter a / followed by the project number created for this installation. i.e. /1499 Press Enter. Click the project in the list and click the Select button 8

9 Save the call Creating a Quote From the Call, click on at the top of the window and select Create a quote 9

10 Verify that the information on the newly created quote is accurate Make note of the Quote number In the Ship To field, select the correct Ship To address Verify that the Branch is correct in the Branch field Verify that the Sales Rep is correct in the Sales Rep field Verify that the Currency is correct in the Cur field 10

11 Add any relevant information about the install to the Comments field Note: The Comments field is shown on the contract and is therefore visible to the customer Add any relevant information about the install to the Notes field Note: This information is visible to internal staff only and should include information such as the ACA Quote number, the Quote numbers from all Suppliers, the Lease approval number and the FL number On the Header tab, in the Title field enter the details of the install 11

12 Change the Alt. Sales Rep to the name of the Sales Coordinator Change the Method to Courier If there are special instructions included, enter them in the Directns field 12

13 In the PO# field, enter the PO number if known or enter the Lease number Save the quote From Items, click Import Line 13

14 Select the import file you prepared earlier and click OK This process imports all the product information If the import fails, check for hidden rows or columns in the file, formulas in the price fields or products that have not been entered into Q360 Correct the error and import again Once all products have been imported successfully, save the quote To exit out of quote, click on the Exit button To exit out of call, click on the Exit button 14

15 To exit out of Q360, click on File Click Exit Go to the Sales Coversheet in Excel and update the document to reflect the Job number and Sales number generated from Q360 Note: The Job number field is equal to the Call number in Q360 and the Sales number field is equal to the Quote number in Q360 Send the sales package by to the Implementation Coordinator, Procurement Manager and Commissions Administrator. The Implementation Coordinator can begin identifying resources for the install. The Procurement Manager must now approve the quote and generate a sales order and create purchase order for vendor to obtain equipment. (See Work Instruction Creating a Sales Order ) 15