Description of the Menu Project

The project is the top-most level. A project can contain one or several offers. An offer can contain one or more system(s). A system can contain one more sub-system. For each various levels, a company and a contact person can be defined.

Various icons help to identify a project, an offer, a system etc. The following table lists these icons:

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesProjectIcon.png]]

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesRoleIcon.png|28x28px]]

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesCompanyIcon.png]]

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesContactIcon.png]]

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:OfferIcon.png]]

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesInactiveOfferIcon.png|28x28px]]

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedOfferIcon.png]]

|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Locked / Ordered Offer

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:SystemIcon.png]]

|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSubSystemIcon.png]]

[Screenshot of the Project menu + 1 project / offer / system / subsystem selected + addresses and contacts at each level]

Depending on the context (item selected, offer order, offer locked etc.), some of these buttons might be inactive. Each button is described in separate sections below.

The table lists the contents of the project. The table contains the following columns:

* Offer No which displays the offer number (the one automatically generated by Metis)

* Description which displays the contents of the project (project name, offer(s), system(s), sub-system(s), companies and contacts)

* Date which displays the project and offer creation date as well as the date when a system or a sub-system has been added

* Amount which displays the total amount at the sub-system, system and offer levels (there is no amount at the project level)

* Status which displays an icon representing the status of the offer, the system and the sub-system (the displayed icon depends on the administrator settings and of the Smart Quotes user selection in the '''Status''' field of the properties of the offer, the system and of the sub-system)

Below the table, the '''Collapse All''' button allows to only display the project name, the role(s) defined at the project level and the offer(s). The '''Extend All''' button allow to see all the items defined for the project, the offer(s), the system(s) and the sub-system(s).

The '''Export''' button allows to export the contents of the project to an Excel file. All the information currently displayed in table in the Project menu are included in the Excel file. !!! check if the the status column will appear in this file !!!

{{Note

| The Excel file is not automatically saved. It is up to the Smart Quotes user to manually save the Excel file.

The '''Add''' button allows to add a project, an offer, a system or a sub-system.

When no project is currently open, clicking on the '''Add''' button opens the New Project window as shown in the following example:

[Screenshot of the New Project window without the Opportunity ID field]

The window contains the following fields:

* Description: the name of the project. This field is mandatory.

* Reference: the project reference that is automatically generated by Smart Quotes

* Reference 1: an additional reference for the project that the Smart Quotes user can provide

* Opportunity ID: an additional reference for the project that the Smart Quotes user can provide

* Creation: the project creation date

Once a project exists or is open, clicking on the '''Add''' button makes it possible to add an offer to a project or to create a new project, as shown in the following example:

[Screenshot of the please select the level you want to create i.e. a open a project with no offer then click on Add]

If the Smart Quotes User clicks on the '''Add''' button and chooses to create an offer, the New Offer window appears as shown in the following example:

[Screenshot of the New Offer window with the all the possible fields visible and NOT mandatory]

The different types of information related to the offer are grouped into three different sections:

The fields that may appear under the General section are described below:

* Status: to define if the offer is active or inactive. This field is mandatory.

* Description: the name of the offer. This field is mandatory. This field is limited to xx characters.

* Object: an additional reference for the offer that the Smart Quotes user can provide. This field is limited to xx characters.

* Offer Nr: the offer reference that is automatically generated by Smart Quotes.

* Manual Offer Nr: an additional reference for the project that the Smart Quotes user can provide. This field is limited to 30 characters.

* Price Category: the price category to be used for the offer. A default price category can be defined by the administrator or by the Smart Quotes user in the [[Description of the Menu Setup#Default Values|Setup menu]]. If defined, the Smart Quotes user value has precedence over the administrator value.

* Currency: the currency to be used for the offer. A default currency is pre-selected according to the administrator's settings.

* Variant: the variant to be used for the offer. A default variant can be defined by the administrator or by the Smart Quotes user in the [[Description of the Menu Setup#Default Values|Setup menu]]. If defined, the Smart Quotes user value has precedence over the administrator value.

* Sales: to define the salesperson responsible for the offer. By default, this field is pre-populated with the last name and the first name of the Smart Quotes user who is logged-in. The salesperson can be selected from a list. In general, this list contains the salespersons belonging to the same version as the logged-in Smart Quotes user.  

!!! régler le pb avec le champ Offer Nr pour faire la copie d'écran avec tous les droits - sinon utiliser "SEN HQ privileges" !!!

* Offer: this field is automatically filled in with the offer creation date. The date can be changed.

* Order: once the offer has been [[Description of the Menu Order | ordered]], the date when the offer has been ordered appears. Otherwise, it remains empty. The field is not editable.

The fields that may appear under the Statistics section are described below:

* Bid Origin: to select from a drop-down menu the event at the origin of the offer. For example: Customer Visit, Seminar, Telemarketing, etc.

* Bid Branch: to select from a drop-down menu the industry (NACE codes) appropriate for the offer

* Status: to select from a drop-down menu a status for the offer as a means of classifying it for statistical purposes. Offers types depends on administrator settings. Status types can be Open, Offer Won, Offer Lost, etc...

* Reason: this information serves as a compliment to the offer status information. For example, it allows the user to indicate why the offer has been won, if the reason is linked with the status Offer Won. The reasons in the drop-down menu depend on the administrator settings. Some sample reasons may be the price, the technical aspect, etc...

* Potential: an estimation of the overall potential for the offer. If the potential exceeds a pre-defined limit set by the administrator, a bid analysis have to be carried out. The field is limited to 17 characters.

* Starting: the likely starting date if the offer is successful

| The information in this section relates to the statistics module.

Once the current project contains at least one offer and if that offer has been selected, clicking on the '''Add''' button makes it possible to create a new project, to add an offer to the current project or to add a system to the selected offer, as shown in the following example:

[Screenshot of the please select the level you want to create i.e. a open a project with 1 offer - select the offer then click on Add]

If the Smart Quotes User clicks on the '''Add''' button and chooses to add a system to a selected offer, the New System window appears as shown in the following example:

[Screenshot of the New System window with the all the possible fields visible and NOT mandatory]

The different types of information related to the system are grouped into the following sections:

* Customized

If the user tries to save the system while he/she has not defined some mandatory fields, a series of pop-ups for the mandatory fields appears. This is meant to assist the user in filling in the mandatory data.

The fields that may appear under the General section are described below:

* System: to select a system from a drop-down menu. This field is mandatory. The system can be searched from the drop-down list by clicking on the magnifying glass icon in the header ([[File:MetisSmartQuotesDescriptionHeader.PNG]]).

* Description: the name of the system. If this field is blank when a system is chosen, the system name is automatically copied into it. This field is limited to 80 characters. Depending of the administrator settings, it could be forbidden to type in special characters in this field.

| When not blank, the description field is not automatically updated if the Smart Quotes user decides to choose a different system (i.e. the field displays the system that was previously chosen). The user have to manually change the entry to be sure that it corresponds to the new system selected.

 

 

* Quantity: the quantity of the system. It is not editable. This field is editable only for certain sub-systems.

* Title: to select the appropriate title of the offer document from a drop-down menu (for example, Quotation, Estimate, etc.).

* Offer Type: to select the offer type (e.g. New System, Modernization, Extension, etc.) from a drop-down menu. This information is used to select the appropriate calculation model and also used for the statistics module.

* Equipment Number: to type in an equipment number associated with the system. This field is limited to 24 characters.

* Service Model: to select from a drop-down menu a service model to be applied during the calculation

* Variant: the variant to be used for the offer. A default variant can be defined by the administrator or by the Smart Quotes user in the [[Description of the Menu Setup#Default Values|Setup menu]]. If defined, the Smart Quotes user value has precedence over the administrator value.

* Expert Mode: to configure or not the system in the Expert mode (in contrast with the Smart Quotes mode)

 

 

* Sales: to select from a drop-down menu the salesperson involved in the offer. In general, the drop-down list contains the salespersons belonging to the same version as the logged-in Smart Quotes user.

* Project Manager: to select from a drop-down menu the project manager involved in the offer. In general, the drop-down list contains the project managers belonging to the same version as the logged-in Smart Quotes user.  

* Team Leader: to select from a drop-down menu the team leader involved in the offer. In general, the drop-down list contains the team leaders belonging to the same version as the logged-in Smart Quotes user.  

* Technician: to select from a drop-down menu the technician involved in the offer. In general, the drop-down list contains the technicians belonging to the same version as the logged-in Smart Quotes user.  

The fields that may appear under the Dates section are described below:

* Installation Begin: to define the beginning of the installation

The fields that may appear under the Statistics section are described below:

* Status: to select from a drop-down menu a status for the system as a means of classifying it for statistical purposes. Systems types depends on administrator settings. Status types can be Accepted, In progress, Won, etc...

* Reason: this information serves as a compliment to the system status information. For example, it allows the user to indicate why the system has been accepted, if the reason is linked with the status Accepted. The reasons in the drop-down menu depend on the administrator settings. Some sample reasons may be the price, the technical aspect, etc...

* Probability [%]: an estimated percentage of the probability of the system being ordered. This value cannot be negative nor exceed 100%.

The field that may appear under the Customized section is described below:

In the case where a system can be linked with some sub-systems, selecting that system then clicking on the '''Add''' button makes it possible to create a new project, to add an offer to the current project, to add a system to the selected offer or to add a sub-system to the selected system, as shown in the following example:

[Screenshot of the please select the level you want to create i.e. a open a project with 1 HiPath 4000 V5 - select the system then click on Add]

[Screenshot of the Add sub-system window]

* the Description table which lists the contents of the offer

* the General tab which allows to select a sub-system and to define its properties. The table is identical to the [[#Adding a System | New System window]].

Once the mandatory fields have been filled for the new sub-system, it is possible to open the Edit System and Edit Offer windows directly from this window. The Smart Quotes users need to click on the desired sub-system, system or the offer in the Designation table.

The '''Delete''' button allows to delete an existing project, offer, system or sub-system.  

This button is active only when a project, an offer, a system or a sub-system has been selected (not a role, a company or a contact).

| It is not possible to select multiple items at the same time.

When deleting a system or a sub-system, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteSystemSubsystem.PNG|center]]

If the selected offer contains at least one system and one sub-system, the Smart Quotes user can choose to delete:

When deleting the entire offer, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteOffer.PNG|center]]

| If companies and contacts have been linked to an offer, they are automatically deleted with the offer.

The Smart Quotes user must confirm the message before the project and its contents can be deleted.

| If companies and contacts have been linked to a project, they are automatically deleted with the project.

The '''Edit''' button allows to see and modify the properties of a project, an offer, a system or a sub-system.

Selecting a project then clicking on the ''Edit'' button opens the Edit Project window as shown in the following example:

Selecting an offer then clicking on the ''Edit'' button opens the Edit Offer window as shown in the following example:

[Screenshot of the Edit Offer window]

This window is identical to the [[#Creating an Offer | New Offer window]]. The difference is that two new tabs becomes available:

The [[#Addresses Tab | Addresses tab]] is described in a separate section as this tab is available at the project, offer, system and sub-system levels.

The Conditions tab applies to the offer level only. It allows the Smart Quotes user to define the commercial conditions of the offer and the signatories. The conditions displayed in this tab as well their contents depends on the administrator settings. The Smart Quotes user can only select the conditions from a drop-down list with a pre-defined contents. For the signatories, the fields are generally pre-populated with the list of salespersons belonging to the same version as the logged-in Smart Quotes user.

The Conditions tab consists of the following sections:

* Delivery Time: to select the appropriate delivery times

* Delivery and Handling: to select which terms and conditions apply

* Signature for Offer, Person 1 & 2: to select the persons who have to sign the offer

* Sender: to select the person who sends out the offer

The fields that appear under the Other Conditions section are described below:

[Screenshot of the Edit System window - 1 offer + 1 system + 1 or 2 sub-systems]

This window is identical to the [[#Adding a Sub-system | Adding a Sub-system window]]. The difference is that a new tab becomes available: the [[#Addresses Tab | Addresses tab]].

{{Video

| <mediaplayer width='400' height='300'>File:Edit_a_project_offer_system_subsystem.mp4</mediaplayer>

| How to edit a project, an offer, a system or a subsystem.

[Screenshot of the Edit Project window]

To assign companies and contact persons, click on the '''Add''' button. This opens the following window:

* Contact: to assign companies and contact persons for the roles that have been made available by the administrator

Below the tabs is the table header. The table header contains abbreviations. These abbreviations (or codes) correspond to the roles that have been made available by the administrator.

| Depending on the administrator settings, a role can be available for one level (e.g. the project level and the offer level) but not to the others (e.g. system/sub-system level).

{{Note

| When the table is populated, a tool-tip displays the full name of the role when the Smart Quotes user hovers the mouse over a cell.

To assign a company or a contact, the Smart Quotes user should tick the cell corresponding to the desired role, as shown in the following example:

[Screenshot of the add company / contacts window + search results + some cells ticked]

Once the Smart Quotes user has validated his/her selection, the Edit window appears again with, in the Addresses tab, the list of companies or contact persons linked to the various roles.  

To remove a company or a contact person, the Smart Quotes user can select an entry in the Address tab then click on the ''Delete'' button.

{{Note

| It is not possible to select several entries at the same time.

'''Example:''' The company "AAA" and the contact person "Robert Smith" have been assigned to the "Payer" role as shown below:

[[File:MetisSmartQuotesExampleDeleteCompanyContact.PNG|center]]

If the Smart Quotes user selects the contact person then clicks on the ''Delete'' button, the contact person is deleted.

 

| How to define a company or a contact person at the project, offer, system or a subsystem level.

Upon clicking on the ''Duplicate'' button, the Create a Variant window appears as shown in the following example:

[Screenshot of the Create a Variant window]

By default, the variant offer is created with the same name as the original offer. To enter a different name for the variant offer, type in the desired name in the Description field.

[Screenshot of the Select a Project window empty]

The Smart Quotes user can search for a specific project by defining some search criteria. Once the Smart Quotes user has selected the desired project, the Create a Variant is displayed again. Data regarding the project is updated to display the name, the reference and the creation date of the selected project.

In the case the variant offer is to be assigned to the same project, Smart Quotes user can tick / untick the Replace Offer checkbox. When ticked, the status of the original offer is changed to inactive. When unticked, the original offer remains active.

The ''Copy'' and ''Paste'' buttons allows to copy a system then paste it to the same or a different offer.

The ''Copy'' button is active only when a system has been selected. The ''Paste'' button is active only when an offer has been selected.

When copying a system which has companies and contacts or sub-systems linked to it, these pieces of information are not kept when pasting the system. Only the system is copied as shown in the following example:

[Screenshot of the Project menu with 1 project, 1 offer, 1 system, companies & contacts at system level, 1 sub-system (focus on the system)]

[Screenshot of the Project menu with copied system (focus on the copied system)]

The copied system keeps the same properties than the original system. However, if changes are made to the original system, these changes are not applied to the copied system and conversely.

!!! Check if normal that the companies / contacts + sub-systems are not copied !!!

The ''Preview'' button allows to see the properties of a project, an offer, a system or a sub-system. These properties were previously defined in the New xxx or Edit xxx windows (xxx is the project, offer, system or sub-system).

This button is active only when a project, an offer, a system or a sub-system has been selected.

[Screnshot History / The offer created, 3 systems added, 1 system deleted, variant created of an offer]

* offer locking

For each action, the user who has performed the event, his/her address as well as the when the event has been performed is specified.

!!! Address column is empty. Necessary to keep it? Display the version instead? !!!

The ''Close'' button allows to close the current project.