Function

Description

Quote

Select from a list of existing quotes for the open order. 

The drop-down menu lists all quotes belonging to the order and include the following data columns that a user can sort the menu by:

Number – MoversSuite quote number

Created – Date that the quote was created on

Created By – MoversSuite user that created the quote

Create (Alt+C)

This option allows you to create a new quote record or duplicate an existing one. The following options are available through the Create menu:

Blank Quote (Alt+C+B)

Creates a new quote for the order with no quote details assigned to the record.

The default quote status for a new quote is “Pending.”

Quote from Template (Alt+C+Q)

View a list of available templates to base a new quote on by hovering the mouse over this option. Selecting a template opens a new quote containing all the details of the quote from the template.

The default quote status for a new quote is “Pending.”

Create templates by choosing the Template from Current option or through the Quote Template Setup.

Quote from Current (Alt+C+C)

This option is available when a quote exists for the order and is selected within the Quote selector. This option creates a new quote containing all the details and groupings of the copied quote.

Once a quote is copied, a confirmation dialog appears.

Figure 20: Quote copy confirmation

The default quote status for a duplicate quote is “Copy.”

Quote from Template (Alt+C+T)

Choose this option to create a template based on the quote you have open. You are prompted to enter a name for the template (up to 64 characters) through the Create Template from Current Quote dialog.

Figure 21: Create Template from Current Quote dialog

You can reference this template to create new quotes through the Quote from Template option.

Manage quote templates through Quote Template Setup.

Edit (Alt+I)

This option places the selected quote in edit mode, allowing you to manage quote details, groupings, and the status of the quote record.

Save (Alt+S)

This option saves any changes made to the new or existing records. This option is available when in Edit mode and the Status is set.

Copy (Alt+C)

This option closes Edit mode and discards any changes made to the quote.

Status

Set the status of the quote to one of the following defined for your organization through Claim Status Setup.

The default status of a newly created template is “Pending.” If you duplicate a quote through the Quote from Current option, the status defaults to “Copy.”

Quotes with a status of “Accepted” are available to Revenue Import in Revenue Entry.

Connected

A caption of “Connected” displays next to the Status selector when an accepted quote links to an external system and can be updated by that system. Only one quote per order can be connected to an external system.

Refer to UniGroup International Interface for more information.

Reports/Letters (Alt+L)

This function displays a list of forms, letters, and reports available to generate quote-specific output within the Report Viewer.

To appear as an option within this menu a report must have be assigned to a Report System Location of “Quote Reports/Letters.”

The Quote Form is available as a default report within Report Setup.

Quote information is available through Bookmarks (see Quote Bookmark Fields) and through Letter Management (refer to Quote Bookmarks).

Quote Details

This section provides the individual quoted items and groups that comprise the quote record.

Group

Select one or more quote items and press this button to group the items. Grouping allows you to categorize and summarize items for quote or invoice. Pressing this button opens the Create Quote Group dialog.

Un-Group

Choosing this option removes the grouping in effect on the selected record.

Show Items by Name

With this option checked, the application displays the description of the selected Item Code within the detail listing. Unchecking this option displays Item Codes by their numeric identifier.

This option is checked by default.

Quote prepared for

Select a person from the available list to show as the contact person on the quote. The name and address of the contact displays on the Quote Form.

The list of contacts available to this setting are those assigned to the Office & Industrial order through the Contacts section on the Contacts and Locations tab or those associated to the Account Profile on non-Office & Industrial orders.

The quote contact information is available as Letter Management Bookmarks.

Add Contact

If the contact you want on the quote is not available from the list of those found in the Quote prepared for setting, then you can press Add Contact to add a contact record to the order. Once added, the contact is available for selection through the Quote prepared for field.

Pressing Add Contact opens the Add/Edit Order Contact dialog from which you can define the new contact record and optionally update the Account Profile.

Quote Item

This section defines how the application applies the charge in Revenue Entry.

Item

Select a value from the list of those defined within Item Code Setup. This specification defines the record as a detail revenue line item. Selecting a value will affect rating values associated to the item including the remaining fields within the Quote Item section.

Only Item Codes associated to the Rate Plan of the order (set through the Billing Information tab) display within the Item drop-down selector. To select an Item Code from a list of all available codes, press the lookup icon to access the Item Code Search dialog.

An item code must be associated to the quote item in order to be available for Revenue Import.

See Rating Systems or Rate Type Setup for more information.

Check Show Items by Name to list display the Item Code description within the Item field or unselect this field to display by the Item Code number.

The selector includes both Description and Item Code that a user can sort by when searching for a value.

Description

Enter the quote description that will represent this record (up to 128 characters).  This value will default to the selected Item Code.  Users can update this field at any time.

Note: Refer to Rating Systems for an overview of the rating data available to you through this screen.

Rate Type

Select a type from the list defined within Rate Type Setup used to determine how transactions are calculated and how they appear on the invoice.  Additionally, special logics exists for “100-Weight” and “Miles” types. These two types retrieve order data to assist in computing the rate. Refer to Rate Type Setup for details.

The Rate Type affects other rating data on this item, including Rate, Quantity field(s), and Charge.

Setting the Rate Type may trigger Advanced Rating as well. See Rating Systems for an overview and setup options.

Rate As

If the Apply Regular, OT and Double Rates flag is set for the selected Rate Type (and Rate Plan), then the Rate As option appears. This option allows you to determine the default Rate for the item based on one of the following rates:

Regular Rate

Overtime Rate

Double Time Rate

The application retrieves the indicated rate from the rate associated to the Rate Plan Setup record. This option is only available if the Rate Plan is set on the order (Billing Information and Order Information (Revenue Entry) tabs). The application retrieves the amount associated with one of the following fields on the Rate of a Rate Plan:

Rate (Regular Rate)

OT Rate (Overtime Rate)

Double Time Rate (Double Rate)

Quantity

Enter the appropriate value according to the label provided after the Rate Type selected.

Rate

Enter the dollar amount applied to compute the total amount of the item.  The rate applied to quantity values to compute the Charge. The Rate may set automatically based on the Rate Plan and Item Code (Item) assigned to the record. View the Advanced Rating topic for more information.

Charge

Rating selections will compute the Charge automatically. You can also manually set this dollar amount field.

The sum of all item charges displays for a quote record show at the bottom of the Charge column.

Quote Note

In Edit mode, the note icon  is available. Clicking on this icon opens a dialog allowing you to enter a message tied to the item or group (up to 1,024 characters).

When a note is tied to the item, the note-attached icon  displays. Clicking this icon allows you to view or edit the note.

The note appears on the Quote Form.

Service Provider

This section defines the quote item as a third-party payable. When the quote is accepted, the user is prompted to create an actual third party item based on this information. Refer to Add Third Party Item (Revenue Entry) for more information.

Bill To

Identify the party being billed for the service. The options available include the following:

Agent

National Account

Shipper

This setting is referenced when exchanging data with an external interface. Refer to UniGroup International interface for details.

Service Provider

Select a provider from the list of participating agents assigned to the order as the third party payable on the quote.  The provider will be either the Origin or Destination Agent assigned to the order and the drop-down menu will display the name of the agent, if set.

The name of the selected provider will display alongside the Agent caption.

See Agents for more information.

Vendor

If a vendor is the third-party on the quote, select the vendor from the drop-down list or use the Vendor Find screen () for a more detailed search.  

The drop-down selector includes the following fields each of which can be used to sort the data:

Vendor Name

Vendor ID

City

State

Status

Hold

Manage vendor information in Microsoft Dynamics GP.

Quoted Charge

Enter the amount of the third-party payable item.  This field represents the amount of the total charge addressed by the Vendor. This field is required to import the quote item into Revenue Entry.

A value is required when either Service Provider or Vendor is set.

Actual Charge

Enter the actual charged amount if the third-party payable quoted charge has already been accepted and billed.  When this field is set, it will be the amount of the payable, instead of the Quoted Charge; i.e. Actual Charge supersedes Quoted Charge when the transaction imports into Revenue Entry.

 A value is required when either Service Provider or Vendor is set.

PO Number

Provide the purchase order identifier provided by the vendor (up to 30 characters).

Invoice Number

Enter the invoice number provided by the vendor (up to 20 characters).

Service Date

Enter the date of the service provided by the vendor (see Date Fields).