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You In the Proposals and RFPs module, you can view proposals that you’ve submitted to your clients, void a sent proposal before your client approves it, and copy proposals in the RFPs/Proposal module in Provider Automationa proposal to create a new one.

Viewing Proposals

You can view proposals from the Proposal List or access some proposals directly from the work order.access the proposal details either from the proposals list or the WOs list.

Accessing a Proposal from the Proposals List

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title⦿ How to view proposals from Proposal listAccess a Proposal from the Proposals List
  1. On the top navigation bar, click “RFPs/Proposals”, choose View Proposals. The View proposals page show up.
  2. Modify the filters as needed, click Retrieve Report. The Proposals page appears.
On the proposal
  1. Proposals. The proposals and RFPs page shows up.

  2. Under the Proposals column, select View Proposals. The page for searching and filtering proposals appears.
    Searching and filtering proposalsImage Added

    Note

    When you filter proposals, note that three statuses  — Open, On Hold, and Reviewed — are selected by default in the Proposal Status dropdown. The default value is also set for a proposal date and a report type. By default, you get the list of proposals created over the past month, and you view and process them online.


  3. Apply the filters and search options that you need and click Find Proposals at the bottom of the page. The list of proposals that match your search criteria is displayed.
  4. On the Proposals list, select a proposal you want to view and click View Proposal. A separate page with the proposal details opens.
title⦿ How to view proposals from a Work Order

On the proposals list, you can review proposals details that match filters you selected when retrieving the report, including location informationyour applied filters. The proposal details displayed on the page include the location info, proposal amount, requested date requested, the associated WO or PO number, proposal status, work order WO priority, WO problem description, and attachments. The status of the proposal is listed in the proposal details as well as presented as a color-coded box.

In the Proposals list below, the first two proposals are coded green which shows they are approved by the facility team. Then you can click Schedule to book a time for the services. View Proposal button is for you to review the detail of the proposal if needed. Work order number and purchase order number are listed if the proposals is linked to the work order.

The proposals that are coded red are open proposals, which aren’t yet reviewed by the facility team. You could Void the proposals if needed. You could also Copy & Create New Proposal if you need to make changes to the proposals.

The proposal that is coded gray is rejected proposals. You could find the rejected reasons if the facility team put in them. Should you create a new proposal, click Copy & Create New Proposal button.8.pngImage Removed

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Note that the WO number, purchase order number, and WO problem description are displayed only if the proposal is linked to a work order.

The Proposals listImage Added

By default, the list displays 10 proposals. To view 20 or 50 proposals at a time, use the pagination at the bottom of the list.

Each proposal on the list is color-coded to give you a visual cue on its current status. The legend in the top right corner helps you identify the proposal status.

Image Added

ColorProposal StatusNote
RedOpen

Proposals that haven't been reviewed by your client.

If needed, you can void open proposals.

YellowOn HoldProposals that require your client’s further review before being approved or rejected.
BlueReviewedProposals that are going through the multi-level proposal (MLP) approval process. These proposals are being reviewed by your client, and the final decision is still to be taken.
GreenApproved

Proposals that have been already approved by your client.

For approved proposals, you can book a time for your services by clicking Schedule.

GrayRejected

Proposals that have been rejected by your client.

You can see the proposal rejection reason if your client has specified it.

Accessing Proposals from the WOs List

You can also access a proposal associated with a work order directly from the

work order. When viewing your list of work orders

WOs list.

On the WOs list, if there is a proposal available for the work order, you see a link

will be provided to view all proposals submitted and

as well as the current proposal status.

In the example below, the status shows that a proposal has been submitted and has been approved.9.pngImage Removed

Clicking the link will display details about the proposal, the proposal amount, requested date, the associated WO or PO, and the proposal status. You can also take action on the proposal by click the Void or Copy & Create New Proposal button.10.pngImage Removed

Editing proposals

After you create the proposals, you can still review the proposals and make adjustments if needed. You can schedule, void, or copy proposalsTo go to the Proposal List showing the proposal details, hover over the proposal number, and then click the link in the tooltip that appears.

Accessing a proposal from the WOs listImage Added

Taking Action on Proposals

On the Proposals list, you can take the following actions:

  • Void a proposal
  • Copy and create a new proposal
  • Schedule proposals

You can void a proposal if the proposal is incorrect before your client approves it.

Once the proposals are approved by the facility team, you can schedule the date for the service.

On Proposals page
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title⦿ How to schedule proposals
Void Proposals
  1. On the Proposals list, find the approved proposal you wish to schedule, click Schedule button, a new Provide schedule date window opens. Review the information about the location ID, work order number, select the date of the service, check the box if you want to update the date on the work order page, leave a message to the client as needed, fill out both client and your email to receive the copy of receipt, then click Send. void and click Void.
    Voiding a proposalImage Added
  2. In the pop-up window that appears, click OK to void the proposal.

If your client has rejected a proposal, for example, because the material or labor costs are too high, you can clone the existing proposal, make the necessary modifications, and resubmit it.

You can void out a proposal if the proposal amounts are incorrect before the facility team approves it.  

On Proposals page, find
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title⦿ How to void proposals
Copy and Create a New Proposal
  1. On the proposal you
wish
  1. want to
void
  1. copy, click
Void button
  1. Copy & Create New Proposal. The
pop up window prompt you if you want to proceed, click OK to void the proposal.
  1. page with proposal details shows up.
    Copying a proposalImage Added

  2. Make the necessary modifications to the proposal.

  3. Click Submit Proposal. Once submitted, the new proposal appears on the proposals list.

Once the proposals are approved by the facility team, you can schedule the date for the service.

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title⦿ How to copy proposalsSchedule Proposals
If
  1. On the proposals
are rejected by the facility team, for example, because of the material or labor is too high. You can clone the existing proposal, modify the amount, and resubmit it.
  1. On Proposals page, find the proposal you wish to clone, click Copy & Create New Proposals button, a new Proposal Input Screen shows up.
  2. Make changes to places with the blue highlight color as needed, scroll down to the bottom of the page, click Preview Proposal.
  3. Check the boxes for the acknowledgements, click Submit Proposallist, find the approved proposal you wish to schedule and click Schedule. The page for providing a schedule date opens.
    Scheduling a proposalImage Added
  4. On the Provide Scheduled Date page, select the scheduled date for your proposal. You can opt out to update the scheduled date of the related work order as well. Add your comments, if needed, and check the entered emails.
  5. Click Confirm to schedule the proposal.


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