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Proposals are sent by service providers detailing the costs and materials involved to complete the specified work. When a service provider submits a proposal, you can take the following actions in SC Mobile:

Note

Users with the "Proposals: Process" and "Proposals: Full Control" permissions can take action on proposals in SC Mobile. 

Viewing proposal details in SC Mobile

Standalone Proposals Versus Proposals Linked to a Work Order

There are two types of proposals:

  • Standalone proposals are not tied to a work order. Once the proposal is accepted, a work order is generated.
    • Example: A service provider may create a standalone proposal while servicing a Planned Maintenance work order (say, a proposal for a HVAC repair created when a provider was performing filter maintenance). Also, you may see standalone proposals from RFPs generated by you or your internal team, such as for CapEx projects.
  • Proposals associated with a work order are generated from an existing work order. This typically occurs when a service provider is already working on a repair, but the scope of work has increased, or work will cost more than the NTE.
    • Example: A service provider is fixing a roof, based on the task specified in a work order. The NTE is $1500, but the scope of work increases the costs to $1700. You may request the service provider to submit a proposal based on the existing work order.

Accessing and Viewing Proposals

In SC Mobile, you can view proposals from a location, from a work order associated with a proposal, and from the proposals list.

From a Location

You can view all proposals submitted for a specific location.

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title⦿ How to View Proposals for a Location
  1. Locate and tap the desired location, and then go to the Proposals tab. A list of proposals for that location appears.

From here, you can take action on a proposal or view the the proposal details.


From a linked work order

When a proposal is linked to a work order, you can see the proposal status and number on the work order details screen.

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title⦿ How to View a Proposal from an Associated Work Order
  1. Locate and tap the desired work order. The work order details screen appears.
  2. Under Related Proposals, tap the proposal link. You get to the proposal details.


From the proposals list

You can view a full list of proposals submitted for all locations to which you have access.

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title⦿ How to View the Proposals List
  1. On the SC Mobile home screen, tap Proposals. You get to the list of proposals.

From here, you can take action on a proposal or view the proposal details.


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Viewing Proposal Details

On the proposal details screen, you can see the following info:

  • Recommendation on the proposal provided by the Supporting Intelligence solution
  • Project description

  • Budget Insights of the proposal related to a work order

    Note

    By clicking on the Budget section, you can view the details of the budget the proposal (linked to a work order) is assigned to. 

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    titleExpand the section to learn more about Budget Insights on proposals.

    You will see the general information about the budget you currently viewing: 

    a. The Budget Level section. You can navigate between the calendars and periods to view how the proposal influences your budget at different budget levels. 

    b. Tracking Number. The tracking number of the work order a proposal linked to. 

    c. Tracking Number Budget Value. The value of the budget amount work order that the proposal is attached to. 

    d. The Fiscal Year Name and Fiscal Period at the selected budget level. 

    e. The Fiscal End date shows the end date when the selected budget level becomes inactive. 

    f. The Budget Risk Status shows how the proposal relates to the selected budget period or calendar. It may have one of the following 3 statuses:

    g. The Remaining Budget Amount in the currency you specified for your budget. The amount changes as you change the fiscal period or fiscal calendar the proposal relates to. 

    h. NTE. The Not-to-Exceed amount of the work order linked to a proposal. 

    i. The Amount Types for the selected budget period display the spend types (incurred, forecasted, total budget for a certain period).


    Info

    The incurred budget is calculated based on the Completed work orders for a given fiscal period. The fiscal period is determined by the work order completion date. 

    The forecasted budget is calculated: 

    • Based on the average invoice amount for similar work orders in the same Trade and Category as the analyzed work order assigned to the budget over the past 12 months.  
    • If work orders assigned to the budget have Approved proposals, then the Not-to-Exceed amount is used in the calculation instead. 

    The fiscal period is based on the scheduled date of the In-Progress work orders and the completion date of the Completed/Not Invoiced work orders. 



  • Attachments uploaded with the proposal (if any)

  • The breakdown of project costs: costs incurred to date, materials, installation labor, non-installation expenses, freight, tax, and the total cost

    Note

    Please, contact your ServiceChannel representative should you need to change the decimal point (.) to decimal comma (,) on non-monetary amounts, such as: 

    • Hours and Duration 
    • Quantity Amounts 
    • Weight. 

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    Note

    Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative. 


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title⦿ How to View Proposal Details
  1. After locating the desired proposal, tap each line item to view more details. You can not expand line items where the cost is zero (0.00).
    Viewing proposal details in SC Mobile

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Taking Action on Proposals

Once you have reviewed the proposal details, you can process the proposal — approve, reject, put on hold, or assign it to a specific employee in your organization.

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title⦿ How to Approve a Proposal
  1. On the desired proposal, tap Approve.

  2. Depending on whether the proposal is associated with a work order, you can select the original or existing WO or create a new one. Specify the required WO parameters, and tap Confirm / Select WO.

    Note

    Approved proposals must be associated with a work order. For standalone proposals, you need to create a new work order upon accepting the proposal. For proposals linked to a work order, you can either keep the original work order or choose another one.


  3. In the green overlay that appears, select a reason for approval (if required), and enter your comment.
  4. Tap Approve to confirm. The proposal moves to the Approved status.


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title⦿ How to Reject a Proposal
  1. On the desired proposal, tap Reject.
    Rejecting a proposal in SC Mobile
  2. In the red overlay that appears, select a reason for rejecting the proposal.
  3. (Optional) Enter a comment explaining why you’re rejecting the proposal.
  4. (Optional) Tap Select People to Alert to specify people who will receive a notification about the rejected proposal. The provider who submitted the proposal is selected by default. To add another email address, tap Add Email.
  5. Tap Proceed to confirm. The proposal moves to the Rejected status.


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title⦿ How to Place a Proposal On Hold
  1. On the desired proposal, tap On Hold. The button color changes to yellow.

    Putting a proposal on hold in SC Mobile

    Tip

    You can take a proposal off hold by tapping On Hold again. The button color will change back to blue.



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title⦿ How to Assign a Proposal to Another Person in Your Organization
  1. On the desired proposal, tap Assign. A list of users appears.
    Assigning a proposal in SC Mobile
  2. Tap the desired user, and then tap Assign.
  3. In the blue overlay that appears, select a reason for assigning the proposal (if required), and enter your comment. 
  4. Tap Assign to confirm. The proposal is marked as Assigned, and the name of the assignee is listed on the proposal.
    Selecting a user to assign a proposal to in SC Mobile
Note

You cannot undo a proposal assignment. Once you assign a proposal to a user, you can only reassign it to another user.


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Filtering Proposals

You can filter proposals by the following criteria:

  • Creation date
  • Amount
  • Status
  • Priority
  • Trade
  • Category
  • User the proposal is assigned To
  • Provider who submitted the proposal

You can sort the list by the proposal creation date, trade, or status. You may also exclude proposals associated with a work order,

To reset the filter, tap Reset, and apply the desired changes. When the filters are reset, the Open and On Hold statuses are selected, and the creation date is set to the last 3 months.

Filtering proposals in SC Mobile

Once the filters are applied, they remain turned on even when you quit the app or sign out.


Tip

You can create a custom filter by tapping the plus + icon in the upper-right corner of the Filter Proposals screen.


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title⦿ How to Turn On Filters
  1. On the proposals list, tap Filter / Filter Applied. The Filter Proposals screen appears.
  2. Apply the desired filter by tapping Apply. You will see Filter Applied on the proposals screen.


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title⦿ How to Turn Off Filters
  1. On the proposals list, tap Filter Applied. The Filter Proposals screen appears.
  2. On the applied filter, tap Reset, and then tap Apply. You will see Filter on the proposals screen.


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