EGGERS ONLINE. Customer User Guide - Quoting

Transcription

1 EGGERS ONLINE Customer User Guide - Quoting URL: or (Customers / Eggers Online) You are strongly encouraged to change your initial password see 'CHANGING YOUR PASSWORD' (p. 3) for assistance. Your organization has assigned an Eggers Online Key Contact or Administrator to maintain the list of usernames and passwords for your company. Please contact this individual for new account setups and/or password resets. If you need additional assistance with this, or need to know who your Eggers Online Key Contact is, please submit an to 'support@eggersindustries.com' or contact us at , x /3/2008

2 Main Menu Also known as the Dashboard, the main menu provides quick access to quoting functions. All available options can be navigated via the Ribbon Bar menu area located at top. The Ribbon Bar may be resized by pressing the arrow symbol in the bottom right. The SYSTEM MESSAGES pane is where you will find system activity information such as newly released enhancements, software upgrades, scheduled maintenance times, and any other relevant business information. Use the Contact Us link in the INFORMATION pane of the Ribbon Bar to reach support via or phone. Once within a quote all sections may be minimized / maximized by pressing the up / down arrow symbol within the area. Below shows all sections minimized: 2 10/3/2008

3 PASSWORD MAINTENANCE Click on "My Profile" in the MANAGE area of the Ribbon Bar. CHANGING YOUR PASSWORD Enter a new, matching password in the 'Password' and 'Confirm' fields (these entries must be typed the same). Click 'Save & Exit' in the top MANAGE pane of the Ribbon Bar. 3 10/3/2008

4 CREATING A NEW QUOTE CREATE A NEW Click on 'Go' next to 'Quote' in the 'Create a New ' pane INFORMATION SECTION CUSTOMER: select customer name from drop down menu o Distributors may enter unique customer accounts and make all quotes specific to their customer database or they may enter all quotes under one, generalized, Counter Sales customer. 4 10/3/2008

5 CREATING A NEW QUOTE (continued) P.O. NUMBER: for order entry only; not required for quoting QUOTE NAME: project or job name QUOTE STATUS: leave as 'Open' o Open: quote cannot be modified unless status is Open. o Ordered: system generated status after finalizing an order. o Lost or Abandon: may be used for quote follow up to identify quotes that have been lost or projects that have been abandoned. By updating the status of the quote, we can query the database for changes. o Expired: system generated status after 90 days. Quotes automatically expire 90 days from date of creation. Expired quote may be copied to a new quote and modified. Quote Attribute Tabs (applies to the entire quote) Header: Click here to change 'Ship To' and other customer information Item: Click here to enter a line item (single door, door pair, etc.) Comments: Use this area to record 'quote specific' information. There are 3 different areas on this page to place comments. Information you would like printed with the quote should be entered in the Header Comments field. NOTE: At this time we do not have line item specific note capability so use the 'Header Comments' field to create line item specific notes that will print on the quote's cover page. 5 10/3/2008

6 CREATING A NEW QUOTE (continued) RAPID ITEM ENTRY FAMILY (viewable via the "Items" tab) ITEM: select the product type for the line item you will be entering o Single Door quote or order entry, used for entering a single door. o Pair of Doors quote or order entry, used for entering a pair of doors. o Set of Doors quote or order mode, used for entering a set of doors. o Transom quote or order mode, used for entering a single transom unit (without accompanying door). Note: To enter a door and a transom unit, use single door item and select transom as "additional option" selections. This allows you to enter door and transom information on one line item. o Group Hardware quote mode only, used for entering group hardware. o Hardware Schedule Single Door order mode only, used for entering hardware information for uncoordinated orders. o Hardware Schedule Pair of Doors order mode only, used for entering hardware information for a pair of doors on an uncoordinated order. o Hardware Schedule Set of Doors order mode only, used for entering hardware information for uncoordinated sets of doors. o Frame Schedule order mode only, used for entering frame information on uncoordinated orders. Note: For uncoordinated order entry, you must enter a door and hardware schedule; frame schedule is optional. LABEL: line item descriptive text (ex: 2 nd Floor West) o Quoting convenience only, does NOT transfer to manufacturing QUANTITY: refers to the product's item type o When line item is Pair, 1 PAIR = 2 DOORS (enter number of pairs) o 1 SET = No. of doors keyed during configuration (enter number of sets) 6 10/3/2008

7 CREATING A NEW QUOTE (continued) Rapid Options NEW LINE ITEM Upon making an Item selection the screen will display Rapid Options fields. These fields are used for performing rapid entry of new line items (Rapid Options Change functionality allows you to make rapid changes easily across line items and is covered on p. 14). QUOTE/ORDER: select quote from the drop down menu Select additional Rapid Options fields for auto entry or press the View Detailed Options button on the bottom right of screen to begin the configuration process and load the appropriate line item entry screens. Click the drop down arrow symbol to make a field selection Field icon automatically changes from a note to a red pin symbol. While displayed as a red pin, this feature is ON, and the value selected in the Rapid Options field will be used in the configuration of all future line items created. Without this feature ON, all configuration fields remain as their original default. o Rapid Options values may be changed while configuring the line item. o The red pinned selection values are retained only during the user session; they are not saved or retained from quote to quote. Example you have some features pinned for creating several 'single doors' then switch to a pair of doors. Your 'pinned' values remain and will be applied to the new line item type (pair). o Pressing the note/pin symbol will turn this feature ON / OFF 7 10/3/2008

8 CREATING A NEW QUOTE (continued) Once desired field entries are selected press the View Detailed Options button to begin configuration processing this will load the appropriate line item entry screens. The system filters available options based on previously entered data. Therefore if you use rapid options to enter a NEW line item it will pre-populate the fields (based on your rapid options field entries) and process until it encounters a configuration conflict or requires new user information, at which time it will pause for valid user input. All remaining valid rapid options entries you selected will continue to prepopulate during the entry process. Field selections may also default based on filtering of previously entered / selected fields. Some defaults may be overridden however if a field is shaded light gray and does not allow modification, this means it is the only available product configuration based on previously selected / filtered field entries. 8 10/3/2008

9 CREATING A NEW QUOTE (continued) Clliick ffiielld tto ediitt How do I UPDATE or EDIT A FIELD? There are two ways to edit a field. o You may edit available fields at any time during line item entry by clicking on the appropriate tab on the top left of screen. From the appropriate tab, find the field you wish to edit and make a new selection. o You may also click on a field within the Summary information pane on the right side of the screen to go directly to the field for editing. Summary information is dynamically displayed as your line item is being configured. o Press the TAB key on your keyboard or click Continue after editing a field. NOTE: Each time a previously entered field is edited, the system will reconfigure the line item from that point, displaying only the appropriate configuration fields based on the newly entered / edited data. Many fields are set to auto advance and will automatically move your cursor to the next field upon selection. To move from one field option to another, click on it with the mouse or press the TAB key on your keyboard. To make a selection within the option, you must use your mouse. DO NOT USE ENTER TO FIELD ADVANCE. Fields followed with an asterisk (*) are required options and must have a value. Check boxes are an exception to this rule; although they display an asterisk, they are not always required. 9 10/3/2008

10 CREATING A NEW QUOTE (continued) o Failure to complete a required option will trigger a yellow warning signal. If you scroll your mouse over the triangle, a message will appear telling you this is a required option. You MUST MAKE AN ENTRY SELECTION to proceed. Click the Continue button at the top or bottom left of screen to advance to the next product configuration tab and continue entry of your line item. After all field selections have been made and you are on the last page of configuration, the Continue button will appear as Finish. o Click 'Finish' to complete your line item 10 10/3/2008

11 CREATING A NEW QUOTE (continued) Pressing Finish will process your configuration and create a new line item that will be displayed in the SELECTED ITEMS section. o The SELECTED ITEMS section is also referred to as the 'Shopping Cart' How do I EDIT A QUANTITY? o From the Selected Items area, enter a new quantity How do I DELETE A LINE ITEM? o From the Selected Items area, below the Qty field, click 'Remove' 11 10/3/2008

12 Group Hardware When using group hardware please remember that this is a rough estimate only and actual hardware prep costs may vary depending on the final hardware requirements. Group hardware does not include pricing for no metal edge construction or blocking so please use caution when using group hardware pricing for special constructions like mineral core pairs. Please contact your ISR if you have any questions. Pick Group Hardware under Rapid Item Entry, enter quantity and click on View Detailed Options Enter hardware required. Pricing will be grouped per line item. Click on the Continue button at the top or bottom left of screen to advance. After all field selections have been made the Continue button will appear as Finish. Click Finish to complete your line item /3/2008

13 SAVING A QUOTE To save a quote click Save from the top menu bar. The Save button s appearance will change to a solid color while processing. Upon successful completion the system will display a Save Quote notification window along with the quote number. The save process may take a few moments - wait for the save notification window to appear. You may also use the save features within the Ribbon Bar's MANAGE pane o System does NOT display Save Quote notification window o Save & New saves your quote and begins a new quote o Save & Exit saves your quote and takes you back to the Main Menu 13 10/3/2008

14 SAVING A QUOTE (continued) Once a quote has been saved, the appropriate freight charges are calculated and a 'Freight Line Item' is created. You will see freight line items in the SELECTED ITEMS section (below your configured line items). Freight is calculated based on the 'state' field within the customer master record o If a 'Ship To' entry is made (see p. 5), freight is calculated based on the 'Ship To' state The system automatically determines the manufacturing location of your order based on product and construction type. o TWO freight line items indicate your order will be manufactured at multiple Eggers locations /3/2008

15 Rapid Change (used to make changes to one or more configured line items) To use Rapid Change you must first be within the quote you wish to edit. WORK WITH A RECENT select your quote from the Quote drop down selection and click on Edit. Finding a Quote: click on Quote in the FIND pane of the Ribbon Bar. See Finding a Quote section on p. 21 for assistance with this feature. Click on Rapid Change in the Ribbon Bar's ADVANCED FUNCTIONS pane /3/2008

16 Rapid Change (continued) Select Line from the Family field drop down selection The Rapid Item Entry Family with available rapid options fields will display above the Rapid Change Items area which lists the existing detail line items of the quote. From the rapid options fields drop down menus, select what field(s) you would like to update. A checkmark is automatically placed in the small selection box in front of the field indicating this field will be updated. From the existing line items detail area, choose which line items you would like the rapid change to apply to by selecting the Apply Options checkbox on the bottom left of each individual line item s detail section. o You may also choose Select All Lines or Deselect All Lines feature to apply the rapid options selections to ALL LINE ITEMS /3/2008

17 Rapid Change (continued) Press the Apply Options button to process your selections. This button is located in the Rapid Item Entry Family area immediately below the rapid options selection fields. The system begins updating the line items and displays an updating selections status within the detailed line item area. If a rapid change conflicts with a line item it is applied against you will see the yellow triangle warning symbol as well as red Attention Required text indicating there was a conflict applying the changes to the line item /3/2008

18 Rapid Change (continued) Select one of the following options to continue: o Retry attempts to reprocess rapid options changes. If unsuccessful goes into configuration entry screens, pausing at the first field where there may be a potential conflict with the intended rapid options change(s). Make necessary updates to produce a valid configuration. Press Continue thru entry screens and Finish when done. o Start Over cancels intended rapid options update for the line item and goes into configuration entry screens where you have the ability to manually configure the line item. o Cancel cancels intended rapid options update. When finished press the 'Exit Rapid Changes' button to exit. o You must exit rapid options to proceed. You must SAVE your quote in order to retain any changes made /3/2008

19 Edit or Delete a Line Item (not using Rapid Options Change) You may also manually edit or delete a line item without using the Rapid Options Change feature. Find the line item you wish to edit in the SELECTED ITEMS area of your quote Click on Change Option to bring you into the line item s entry screens There are two ways to update a field (see p. 9) o Click on appropriate tab on top left of screen, find field and update o Click on appropriate field from Summary section on right side of screen To DELETE a line item, click the Remove link located under the Qty field Edit Quantity To change a line item s quantity, edit the quantity field in the SELECTED ITEMS area above. Item quantity is updated in the SELECTED ITEMS area. Quantity refers to the product type of the line item you are entering o 1 Pair = 2 Doors o 1 Set = No. of Doors (entered in the configuration detail screens) o 1 Transom = 1 Transom o 1 Single Door = 1 Door While configuring a single door you may select to add a transom which will automatically increase the quantity to equal the number of single doors plus the number of transoms entered for the line item /3/2008

20 COPYING A LINE ITEM Click the Copy hyperlink on the line item you want to copy. A new line item is created and added to the end of the SELECTED ITEMS area, below any existing line items, and is identical to the one copied from. You can then edit the new line item by clicking the Change Option hyperlink which will take you into the configuration entry screens. Label field may be used to describe main line item features or project locations. Example: 2 nd floor Exit, West Wing, Fire-Rated Entryway, Light Oak Prefinish, etc. o The Label field is for estimating convenience - it does not transfer to manufacturing NOTE: Remember to Save your quote whenever new line items are added or changes are made to existing line items /3/2008

21 PRINTING A QUOTE To print a quote, click PRINT on the Dashboard Tool Bar. You must save your quote prior to printing. If you do not save a new or edited quote prior to a print attempt, a message notification will appear. Click OK to save and continue printing. Note: Currently there is nothing that indicates the system is processing (cursor change, etc.) however your quote is being saved and upon completion will load Adobe Acrobat Reader to perform print functions /3/2008

22 FINDING A QUOTE In the "WORK WITH A RECENT " pane, you may click on the down arrow symbol for a list of all recent quotes or recent customers quoted. You may also perform a search by clicking on the appropriate link within the FIND pane of the Ribbon Bar. Note: The 'My Items' feature is currently disabled. For simple searches you can enter values in the Quote No. and/or Quote Name fields. You may also use wild cards within these fields for searching (for further definition of wildcards, see description online). '*' indicates multiple characters are wild typing *test* in the quote name field would find all quotes that have the text 'test' anywhere within the quote name. '?' indicates a single character is wild. Select a 'status' or quote 'state' from the drop downs to further filter your search results. Click 'Search Now' to perform actual search /3/2008

23 FINDING A QUOTE (continued) For advanced searching options, including date manipulation, click on the 'Show Criteria' link (image above). The following screen appears: Wildcards may be used to search any of the above listed fields. Click 'Search Now' to perform actual search. This produces a list of searched items. You may print this list or perform actions on any quote in the list by hovering above the arrow key in front of the intended quote /3/2008

24 COPYING A QUOTE Find the quote you wish to copy from. Hover over the right arrow in front of the quote line and select 'Copy' (see bottom of previous page). From the Import Validation window, select the line items you wish to copy and click the 'Approve' button. This creates a copy of the quote. Notice the text 'COPY' in the title window below this indicates the quote is a 'copy' and has not yet been saved. You may now assign the new quote a new name and save to have a unique quote number assigned /3/2008

25 COPYING A QUOTE (continued) At times it may be necessary to validate your newly copied quote. If so, you will see yellow warning triangles and "validation required" text in the SELECTED ITEMS area. Simply press the 'validate all' button to run your line items against the system's current set of configuration rules. A red 'attention required' line indicates there is a conflict in validation processing. Click 'Retry' to have the system reprocess your line item. This will load the configuration screens and selected values. If no major conflicts are detected the 'Finish' link will become visible. Click on 'Finish' to complete the line item. If major configuration conflicts are detected, the system will advise to make valid selection changes based on current product configuration rules. Select valid options and click 'Continue' then 'Finish' to complete the line item /3/2008

26 COPYING A QUOTE (continued) Remember to SAVE your new quote you must SAVE in order to get a unique quote number assigned and/or retain any changes made. **Important Note on Copying Quotes** Your browser must allow popups from for the copy feature to work. To check Internet Explorer Pop Up Settings: Tools Internet Options Privacy tab Settings Enter in the exceptions frame Add Close Okay 26 10/3/2008