Part Information
At the bottom of Project Parts page is a series of tabs that display information, and allow you to perform certain actions, on the selected Part.
To see information specific to a Part, and perform actions on it, you must select the Part. To do this, click the Part Title (checking the checkbox does not select the Part, it is used for selecting multiple Parts for bulk actions).
Details
This tab shows information about the Part itself, rather than its product. Some details, such as Title and Product Code, can be edited and saved.
Workflow
This tab shows the different stages of the Project workflow for the selected Part. Expected and Completed dates can be entered for each stage of the Project workflow, enabling the Service Provider to track whether the Project progressed as planned.
The next action for the Part can also be initiated from within the Workflow, using a button that corresponds to the Next Action button in the Project Parts section (e.g. Place Order). When a step has been completed, the button for the previous step disappears.
It is possible to manually complete each of the steps in the Workflow by entering a completed date for the step. This can be dangerous as the step will be treated as completed in the system even though it isn't. To prevent this, uncheck the Allow Manual Completion option in the Configuration:
- From the main menu bar, select Configuration > Projects.
- Click the Standard Workflow link.
- Uncheck Allow Manual Completion in each workflow step.
Specification
This tab displays the Project Part specification.
- To edit the specification, click the Edit button.
The product specification sections from the Quote Request form will display. - Change the specification as required and click the Save button.
A decision box will display.
- Select the way you want to handle the changed specification and click the Save button.
If re-sending all supplier quote requests, select a date from Quote required by:
Sourcing
This tab provides an overview of Part sourcing, and includes the selected suppliers, services and their costs. The primary function of this section is for the Service Provider to set the prices for the Part, based on the quotes received from the Supplier. This is simply a matter of entering the Cost and Markup and clicking Save Prices. Other functions are listed below:
Edit Scenarios
What is a Scenario?
A scenario is a combination of two or more suppliers providing different services. A scenario allows you to combine different suppliers services for comparison purposes. For example, if you had three potential delivery suppliers and four potential print suppliers, you could combine each delivery supplier with each print supplier, resulting in 12 different scenarios:
| Print 1 | Print 2 | Print 3 | Print 4 | |
| Delivery 1 | Scenario 1 | Scenario 2 | Scenario 3 | Scenario 4 |
| Delivery 2 | Scenario 5 | Scenario 6 | Scenario 7 | Scenario 8 |
| Delivery 3 | Scenario 9 | Scenario 10 | Scenario 11 | Scenario 12 |
Creating a Scenario
A scenario is created automatically when you select two or more suppliers that provide the same service. For example:
- From the main menu, go to Projects > All Projects.
- Filter projects on Status: New
- Find the project you want and click its Select Suppliers button.
- In the Select Suppliers and Services section, click the Services button.
- Select the services you want, for example:
If a Supplier provides a service it will display with selectable checkboxes in the Supplier list.
- Click Next
The different scenarios will display.
- You then complete the Quote Details and Email Options as for a standard Quote Request.
See Service Provider raises Quote Request for Customer.
Add Extra
Sometimes it may be necessary to apply additional charges to a Project (either from the supplier, to the customer or both). These are known as ‘Extras’ and can be added to the Project at any time after the Quote has been sent to the customer.
- Select the Project from All Projects.
- On the Project Parts page, click the Add Extra button.
- Enter the description of the Extra Service in the Service free text box.
- Set the Sales Invoicing option:
- All deliveries (Public) - spread the additional value pro-rata across all of the delivery addresses and show on the sales invoice.
- [Selected Address] - assign all of the additional value to the selected address and show it on the sales invoice.
- Private - update the total on the sales invoice and don't break it down.
- Enter the Cost and Sale prices for the Extra.
- Click the Save Prices button.
The Extra description, Cost and Sale will remain editable, but the Cost and Sale will be added to the Cost and Sale Totals.
Supplier Declined
If the Supplier declined to respond to a Quote Request, you can click the Supplier Declined button and record the reason that they declined.
Resend Quote Request
If the Part specification changes, you will need to send the Supplier a Quote Request for the new specification.
- Ensure all updates to the specification have been saved.
- Click the Resend Quote Request button.
A warning message will display, asking if you want to continue.
- Click Yes.
Sales Order
This tab displays the details of the sales order and allows you to save, reject or place the order.
Reject Order
A Supplier quote can be rejected for any reason, for example, if the price is too high or the order is no longer required.
Place Order
To place an order, the Part must have reached the Place Order stage (i.e. the Customer has approved the Quote).
If you try to place an order, but haven't set an expected delivery date, the system will display a reminder message.
To set a delivery date, go to the Workflow tab and select an expected date for the Delivered step.
PO Required
You must enter a purchase order number before you can place an order.
Supplier PO
This tab shows a summary of Supplier PO information, including Supplier name, PO number and PO value.
For more information, see Service Provider approves Purchase Order.
Deliveries
This tab provides similar delivery information and functionality as in the Quote Request form. You can search for, edit and add delivery addresses.
For more information see Completing a Quote Request form.
Invoicing
This tab displays a summary of Customer and Supplier invoice details. You can access each invoice via a link, view it, edit it and return to the Project Parts page.
Documents
This tab contains Project Part documents and any attachments associated with the Part.
Part documents
| Document | Description |
|---|---|
| Part PDF | Contains the Part specification, prices, delivery details and audit trail. |
| Customer Quote | Contains a summary of the Part specification, prices and delivery details. |
| PDF Labels | Delivery address labels |
Attachments
Any type of file can be attached.
- Drag and drop a file to the Attachments pane, or click it to upload a file.
The Attachments dialogue box will display.
- Edit the Description if necessary.
- Select Private or Public status.
- Private: Visible to Service Provider, Supplier and Customer.
- Public: Only visible to Service Provider.
- Click Save.
If you want to upload multiple files at the same time, use the click to upload function. Select all the files you want within a folder and click Open to upload them all.
Audit Trail
Savings
This allows the Service Manager to register a ‘previous price’ for the project part, allowing the system to track the ‘saving’ by comparing the previous price with the current pricing.
The Previous Prices are entered manually. You can enter the Total Price only and the system will automatically calculate the Unit Price based on the Quantity.
You can also choose a reason for the saving:
- No Reason
- Market Average
- Exact Baseline
- Near Baseline
- Negotiation
- Dictated Supplier
- Urgent
- Product Re-engineering
- E-Auction
- Savings N/A
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