MSP Yearbooks Quoting App Quick Start Guide September 2015
Contents Quick Start Guide 1 Introduction 1.1 Welcome to MSP Yearbooks 1 1.2 Help at your fingertips 1 2 Before you start... 2.1 Activate your Quoting App 2 2.2 Accessing the home page 4 2.3 Verify your settings 5 2.4 The Menu button 6 3 Let s get started! 3.1 Start your online quote 7 3.2 Completing the Client Details screen 7 6 The final numbers 6.1 Generate the quote 16 6.2 Email the quote 17 6.3 Emailing the quote to more than one client 17 7 Troubleshooting 7.1 I ve accessed Settings and lost the quote. 18 What should I do now? 7.2 I want to access a previous quote. How do I do this? 18 8 Let s set up the shortcuts 8.1 Apple phone or tablet 19 8.2 Android phone or tablet 20 4 Using the Content Planner 4.1 The Content Planner 10 4.2 Page Summary 12 5 Finalising your quote with the Yearbook Details Screen 5.1 Completing the Yearbook Details screen 13 5.2 Completing your quote and calculating the price 14
1. Introduction 1.1 Welcome to MSP Yearbooks Online Quoting Application The purpose of the MSP Yearbooks Online Quoting Application (referred to as the Quoting App ) is to create accurate, professional and complete client quotes in real-time during your first discussion with the school about the creation of their Yearbook. The Quoting App is quick to use, and can be accessed on your preferred mobile device (such as a smartphone or tablet) using a very limited number of steps. It should take no longer than ten minutes to fully complete each quote we promise! In fact, it should take you longer to read this guide than it will to generate a quote, submit it, and email a copy of it to your school client. While the Quoting App is designed for use on any online device (a smartphone, a tablet or a laptop) we encourage you to set up a shortcut to the Quoting App on your smartphone and to access it from there. This means you are not required to use any other device at your initial meeting with your school contact or client (such as the principal), meaning the first discussion about the Yearbook service can be casual and comfortable for all. At the end of the quote you will be presented with a separate wholesale price and a retail price for each Yearbook. The application also allows you to go back and easily change information when talking to the school client in order to vary the final retail price. Once the quote is finalised and agreed to by yourself and the client, it can be emailed directly to one or more of your client contacts. This handy guide is designed to provide you with the information you need to quickly, easily and correctly use the Quoting App during your initial Yearbook discussions. 1.2 Help is at your fingertips We re sure you ll be creating quick and easily online quotes for schools in no time However, if you want some individual guidance on accessing the online application, help is at your fingertips. Simply head online to access the help files or join the forums. Online Portal www.msp.com.au/yearbooks/franchise-portal Or contact our friendly MSP Yearbooks team via phone 1800 273 283 or email yearbooks@msp.com.au. 1
2. Before you start... 2.1 Activate your Quoting App To use your Quoting App, you will first need to activate it. The direct web link to the Quoting App is provided below and included in your welcome email. Your user ID (which is your email address) and Password are also found in your welcome email. Have your user ID (email address) and Password for the Quoting App at hand, you will need it soon! 1. Click on the direct URL link to the Quoting App. The direct web link is provided below, and you can access it from here: http://ybquote.msp.com.au/ You can access this web link directly from this document on any device that you are reading this Quick Start Guide on. This means that if you are reading this on your smartphone, your tablet, or your computer, by clicking on the link above a new web screen will open in your device s internet browser. This is the initial Login screen. 2
2.1 Activate your Quoting App (continued) 2. Enter your MSP email address (which is your User ID): user@msp.com.au 3. Enter the provided password: password 4. Check the Remember Me square check box so a tick ( ) appears in the box. 5. Now go down to the blue Login box and click or press on either the word Login or the in this box to complete the login. Clicking anywhere on the box will move you on the next screen. TIP It s important to tick this check box when you are loggin in. This will allow you to set up a direct shortcut on your device without having to re-enter your login details 6. You are now logged in to the Quoting App 3
2.2 Accessing the home page You are now on the Quoting App home page. On your tablet or laptop you will see the entire screen as follows. Laptop/Tablet view Smartphone view On your smartphone you will view the most important button the Quote button. You will need to scroll down further on the device to fully view the blue Content Planner button and the black Settings button. 4
2.3 Verify your settings Before you get started on a quote, verify that the settings of the application are correct. 1. Enter the Settings screen via two ways. You can click or press on the Black button titled Settings that appears below the Content Planner button (note that on a smartphone you will need to scroll down to do this). Or you can navigate up to the top left hand corner and click on the Setting icons there. 2. At the Settings Screen enter in (or check the existing entry) in the FRANCHISE box. 3. The second box is BASE PROFIT MARGIN. In this box enter in the percentage of base profit margin you are looking to make across the Yearbook offering. Note: just enter the number not the percentage symbol (%) as well. Save your Settings by selecting the blue Save button with the house icon. This is what the Settings screen looks like on a smartphone: Pressing the Save button will take you back to the home page, where you can start your online quote. 5
2.4 The Menu button Before starting a quote, take a quick look at the Menu. The button for the Menu is in the top left hand corner, next to the Settings button. The menu can be accessed at any time. You can see from the screen shot below that the Menu is very simple you can click on the Home icon at any time during a quote to return to the Quoting App home page. You can also select Logout at any time to Logout of the application. 6
3. Let s get started You are now ready to begin your online quote. This can be completed onsite, in real-time, and during your initial Yearbook discussions with the school. 3.1 Start your online quote There are two ways you can use the Quoting App - through the Quote function or the Content Planner function. The Quote function is for when you know the content for your yearbook already - the number of books, the number of pages, the breakdown between colour and black and white and so on. If you need to first work out the required content, the Content Planner is designed to step you through the content commonly included in a Yearbook to help you determine the number of pages. Whether you plan to use the Quote button or the Content Planner button you will first need to complete the Client Details screen. Note: The instructions on completing your online quote are the same irrespective of the type of device you are using to access the Quoting App. This means you should apply the instructions and screen shots below to the device (smartphone, tablet or laptop) you have chosen. 1. Click or press on the blue Content Planner button. This will take you to the Client Details screen. 3.2 Completing the Client Details screen 1. Enter in the Client s School and Address details Now is the time to begin entering in the Client Details, completing each box in order. Enter the name of the school. By typing the school s name, you can automatically populate the other buttons if the data exists in the MSP database. You can still choose to enter the information manually. If not automatically populated, move to each separate box and enter in the Address, the Suburb and the State. TIP On your mobile device or tablet you need to press in the box under each heading in order for the Keyboard to appear on the device. This will appear automatically. This is the normal method for entering text on any application on a mobile device or tablet. Look at this screenshot from a mobile device to see how the keyboard comes up. Note the curser in the box under SCHOOL which means the keyboard has come up and you can enter the name of the school. 7
3.2 Completing the Client Details screen (continued) 2. Enter in the Reference No. Each quote must have a reference number allocated to it. This is an automatically generated reference number. To generate the number click or press in the REFERENCE NO. box and the number will automatically appear. For example: Click or press in the box and the number will be generated as follows - NEW-100915 To save this number and move on to the next entry, simply click or press in the next box CONTACT NAME. 3. Now it s time to complete the Client Details. Click or press in the two CONTACT NAME boxes First name and Last name. Enter in the client mobile. Note that while it is best to obtain the mobile number of the client, you are able to complete the online quote without completing this field 4. Once you have entered this information, click or press on the Yearbook Details Arrow button. This will immediately take you to the next screen which asks for details on the high level page breakdown of the Yearbook in order to complete the quote. TIP Remember this has to be the client name and mobile number, such as the school Principal. Don t enter your own details here! Click (or press for mobile device) in this box for the reference number to be automatically generated 8
3.2 Completing the Client Details screen (continued) So far, we have started a quote using the blue Content Planner but the actions would be the same up until this point if you had pressed the green Quote button. If you had pressed the green Quote button the next step would be to move straight from the Client Details screen through to the high level Yearbook Details screen. The Yearbook Details screen is discussed further in Section 5 of this guide. To successfully create the quote on the Yearbook Details screen you need to have a total number of pages planned for the workbook the total amount in colour (for example, 20) and the total amount in black and white (for example, 60). You may have agreed to this just through discussions with the client, or through referring to past Yearbooks. You may have a process of mapping this out on paper. Or you may be thinking how do I calculate what pages a Yearbook needs, and what sections it must contain? This is where the Content Planner function can assist. 9
4. Using the Content Planner 4.1 How do I use the Content Planner? The Content Planner works through five separate screens which provides a rough guide of what sections a standard Yearbook might contain. Each screen provides the facility to add non-standard sections and to make notes. You can enter in the number of pages estimated for each section. Note that you can enter in as much or as little detail as you like in the Content Planner. You can complete every field if you wish, or leave most of them blank. You can add your own sections or notes, or just use the ones provided. Note that you can enter in the split between colour pages and black and white pages for each section. Let s take a look at some example screen shots. The first one shows the first screen (Main Pages) on a laptop, the other on a mobile device. 10
4.1 How do I use the Content Planner? (continued) you can add your own section, like Drama this section is for your own notes Laptop/Tablet view Smartphone view 11
4.2 Page Summary 1. The information you have entered in the last five screens is summarised in a Page Summary screen as follows: 2. At the bottom of the Page Summary click on the Yearbook Details screen. This will immediately take you to the next screen which asks for details on the high level screen breakdown of the Yearbook in order to complete the quote. 12
5. Finalising your quote with the Yearbook Details Screeen Now you are ready to complete the high-level details of the actual Yearbook for the school. The Yearbook Details screen is the same whether it is accessed through the Quote button or the more detailed Content Planner button. Completing the high level details on this screen will allow you to create a complete quote per yearbook. Two quotes appear on this screen - a wholesale quote and a retail quote. It s important that the client is only told the retail quote. The retail quote is the only quote that appears on the final PDF version of the quote which is emailed to the client. Don t worry - we will explore this in more detail soon. Let s take a closer look at what you need to input on this screen into the Quoting App to generate an accurate quote. 5.1 Completing the Yearbook Details screen 1. Now is the time to begin entering in the number of Yearbooks and number of pages in each yearbook; completing each box in order. Enter in the number of Yearbooks by clicking in or pressing on the box under the Quantity heading (for example, 500 yearbooks). Now move to the Pages section. Enter in the total number of Colour pages and the number of Black & White pages in each Yearbook (for example, 20 colour pages and 60 black and white pages). If you have used the Content Planner, then the total number of colour pages and black and white pages will be automatically populated for you based on the details you entered in the Content Planner. The application automatically generates the Total Pages of the Yearbook based on the number of colour and black and white pages selected (for example, 80 total pages). 2. Select whether the school wants the Premium or the Print service. If you have not already done so, this may be a good reminder to discuss the differences between the Premium and Print services. Even if you have discussed the requirements, you may wish to establish if the client is still happy with the service you have chosen, or if they have further questions. 13
5.1 Completing the Yearbook Details screen (continued) 5.2 Completing your quote and calculating the price 1. Keep on moving down the Yearbook Details screen to the next box, which is the Target Gross Profit (%). This is your target gross profit. You can set the percentage of profit that you wish to achieve for each job at this point. In the Settings section of the Quoting App you were asked to enter in your Base Profit Margin, for example 40%. The number you enter in the Settings will automatically appear in the Target Gross Profit (%) box for each seperate job. You can choose to use this amount and move on to the next box, or you can choose to overrride this entry and enter in a new gross profit for this quote. Anything you enter at this point will not override your Settings. 14
2. Now that you have checked or changed your target gross profit for the quote, the following information will be automatically generated and appear on the screen: Wholesale price per yearbook Calculated retail price per yearbook Number of yearbooks Total price Gross profit 3. Check these details are correct. TIP Now you can see the final retail price, you can discuss this with the client before generating the quote. Remember to only discuss and show them the retail price! This is where you can play with the numbers to get the price right - you can change the split of colour/b&w pages, or the number of pages, or the level of service chosen. These will all impact upon the final price. 4. Once you and the client are both satisfied, press the blue Generate Quote with arrow button to continue. 15
6. The final numbers... 6.1 Generate the quote Once you press the Generate Quote button you will be presented with a Quote Summary. It looks like this: As you will see, the instructions on the Quoting App tell you to Double check the details before emailing the quote. You will also note that the Quote Summary only contains the retial price - this is what is emailed to the client. The wholesale price no longer appears in any material from this point forward. To change any of the detials of the quote scroll down to the bottom of the screen and select the grey Go Back with the green arrow button. This will take you back to the Yearbook Details screen and you can amend any information there. Then simply re-select Generate Quote to return to the Quote Summary screen. You are able to keep on selecting the Go Back button on each screen until you reach the information you want to change. TIP Every screen of the Quote and Content Planner sections of the Quoting App contain the Go Back button at the bottom of the screen. This means you can go back to any previous screen and change information at any point. 16
6.2 Email the quote 1. After thoroughly reviewing the Quote Summary, you can then choose to generate an email of the quote to send to the client. Below the onscreen Quote Summary, you will see the box Clients Email to Receive Quote (Optional) Enter in the email address of the client in this box 2. Then click or press the blue Email Quote with the arrow button. An Adobe PDF Version of the quote will be emailed to the client. 6.3 Emailing the quote to more than one client 1. Once you have sent the first email, the blue Email Quote button will give you a Sending status. It will then read: Quote Sent, Click to Email Again 2. Now just enter in a new email address in the Clients Email to Receive Quote (Optional) box and press the Email Quote button again. You can do this as many times as you like. 17
7. Troubleshooting 7.1 I ve accessed Settings and lost the quote. What should I do now? You can access Settings at any time while generating a quote by selecting the settings icon at the top left hand corner. 1. If you access the Settings button while generating a quote, it will log you out from the quote. 2. You will be taken back to the Home Page. 3. From the Home Page, you can then re-enter the current quote by clicking on either the Quote button or the Content Planner button. 4. The application will ask you Continue Existing? and you can select the button Continue Existing with the green arrow to return to the quote. 7.2 I want to access a previous quote. How do I do this? So, you ve accidentally logged out of the Quoting App during you meeting, or halfway through creating a quote. What happens now, and is the current information lost? Not necessarily - the Quoting App will save your existing quote for a short period of time. If you do lose your quote, simply return to the Quoting App using the shortcut icon on your smatphone or tablet. 1. Return to the Home Page. 2. From the Home Page, you can re-enter the current quote by clicking on either the Quote button or the Content Planner button. 3. The application will ask you Continue Existing? and you can select the button Continue Existing with the green arrow to return to the quote. 18
8. Let s set up the shortcuts Setting up a shortcut to this application on your smartphone or tablet to the Quoting App is easy. This means that you can just press an application icon (just like the icon to access your email, or your text messages, or you favourite social media site) from the opening screen of your smartphone or tablet to immediately access the Quoting App. 8.1 Apple phone or tablet The instructions for setting up a shortcut on the Apple smartphones or tablets are the same. This is irrespective of whether you are using an iphone or an ipad. These instructions apply to any version. 1. Click on the direct URL link to the Quoting App. The direct web link is provided below, and you can access it from here: URL: http://ybquote.msp.com.au/ By clicking on the link above a new web screen will open in your device s internet browser. This is the initial Login screen. 2. Login using the steps outlined previously in Section 2 - Before you start. 3. Enter the home page. 4. At the home page press on the AirDrop icon as shown below. 5. From the menu that comes up when selecting the AirDrop button, press Add to Home Screen. The following instructions will then appear: 19
6. Click Add as instructed. 7. An icon to the Quoting App now appears on the menu screens of the iphone or ipad. 8.2 Android phone or tablet 1. Open your Chrome internet browser - you should have an icon on your Android home screen that driectly opens the Chrome browser. 2. Open the direct URL link to the Quoting App - making sure it opens in the Chrome browser. Note that this will be automatic on Android devices. The direct web link is provided below, and you can access it from here: URL: http://ybquote.msp.com.au/ By clicking on the link above a new web screen will open in your device s internet browser. This is the initial Login screen. 3. Login using the steps outlined in Section 2 - Before you start. 4. Enter the home page. Save this as a bookmark in the browser. 20
5. Now return to the Android home screen that you want to place the shortcut to the Quoting App on. Press and hold down on the home screen. 6. Select Widgets from the menu. 7. Press and hold on the Chrome Bookmark widget and drag it to the home screen. There will need to be room on the home screen to add the new widget. 8. Now choose the bookmarked Quoting App from your collection of Bookmarks that will appear. You will clearly see the webpage in this area. As you choose the bookmark you will see the name of the widget s icon change to MSP Photography. This widget is now a shortcut on the home screen. You can simply tap it to open the application. TIP If you are accessing this application via you laptop, then simply open the direct URL link. It will open as a new screen in your internet browser. You can then save it to your Favourites toolbar or Bookmark the page following the instructions provided by your preferred internet browser. Note that this is not the recommended method of accessing the Quoting App. This application is designed to bew used on a mobile device, namely a smartphone or tablet. 21
MSP Yearbooks Help at your fingertips If you have any other questions or require assistance our friendly MSP Yearbooks team is always here to help. Call 1800 273 283 or send us an Email yearbooks@msp.com.au Call us today on 1800 273 283 www.msp.com.au