Proposals are sent by service providers detailing the costs and materials involved to complete specified work. Managing these proposals in SC Mobile helps you save time during the reviewing and action-taking process. When a service provider submits a proposal, you may take the following actions:
- approve a proposal;
- place a proposal on hold;
- reject a proposal; and
- assign the proposal to another person in your organization.
You may review proposal lists either for one location or across all locations for which you have access. Within those lists, you may filter proposals by status, assignment, priority, category, and/or trade.
Users with the "Proposals: Process" or "Proposals: Full Control" permissions may take action on Proposals 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.
- For example: A service provider may create a standalone proposal while tending to their planned maintenance work order (say, a proposal for HVAC repair while the provider was performing filter maintenance). Also, you may see standalone proposals from RFPs generated from you or your internal team, such as for CapEx projects.
- In SC Mobile you will see “(No WO Associated)” on the Proposal, as depicted above.
- 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.
- For example: A service provider is fixing a roof, based on the work defined in a work order. The NTE is for $1500, but the scope of work increases the costs to $1700. You may request the service provider to submit a proposal based on that existing work order.
Accessing and Viewing Proposals
In SC Mobile you can view proposals from the Location, the linked Work Order, or from the Proposals list:
From the Location
| Looking up a Location and then tapping Proposals list all open proposals for that location. For each Proposal you see an overview of the Cost, Trade, Provider, and Description, as well as whether it is linked to a Work Order. ⦿ How to View Proposal for a Location
From here, you may view the proposal details and take action on the proposal. |
From a linked work order:
| On the Work Order Details the proposal is listed under Related Proposals. You can see what status the Proposal is in (Open, On Hold, Rejected, or Accepted) along with the Proposal number. ⦿ How to View a Proposal From an Associated Work Order
From here, you may view the proposal details and take action on the proposal. |
From the Proposal list:
| Here, you will see a list of all open Proposals for all locations to which you have access. You will see an overview of the Cost, Trade, Provider, and Description, as well as whether it is associated with a Work Order. ⦿ How to View the Proposal List
From here, you may view the proposal details and take action on the proposal. |
Viewing the Proposal Details
On the Proposal Details, you will see a description of the project as well as a breakdown of costs: materials, installation labor, non-installation expenses, freight, tax, costs incurred, and the total cost for the proposal. You will also see any attachments uploaded with the proposal. (Note: When there are no attachments you will not see this field.)
- After locating the desired Proposal, tap each line item to review more details. (Note: When there is a zero (0.00) cost on a line item, the line will not expand.)
Taking Action on Proposals
Once your proposal is reviewed, you may take the appropriate action.
Accepted proposals must be associated with a work order. For standalone proposals, you will create a new work order at the time of accepting the proposal. For linked proposals, you can either keep the original work order or change the work order.
- Locate the desired Proposal and tap Approve. A green dialog box appears.
- Tap Approve With Existing WO. The Existing WO page appears.
- Review the work order details for accuracy, and then tap Save. A green dialog box appears.
- Tap Reason for Approval, choose the reason for the proposal approval, and tap Save.
- Enter a comment providing more details and tap Proceed. The existing work order is updated, and the proposal is marked as Approved.
- Locate the desired Proposal and tap Approve. A green dialog box appears.
- Tap Approve With New WO. The Create WO page appears.
- Enter the WO details and tap Next. A green dialog box appears.
- Tap Reason for Approval, choose the reason for the proposal approval, and tap Save.
- Enter a comment providing more details and tap Proceed. A new work order is created, and the proposal is marked as Approved. The new work order number is listed on the proposal, and you may tap it to view the details.
- After locating the desired Proposal, tap each line item to review all details.
- Tap Reject. A red dialog box appears.
- (Optional, but recommended) Enter a Reason for Rejection in the text area.
- Reject the proposal with or without notifying people:
- To reject without sending notifications:
- Tap Proceed. The proposal is marked as Rejected.
- To reject and send notifications:
- Tap Select People to Alert to send an email notification of the rejection. The Notifications page appears.
- By default, the service provider is selected. Tap the names of listed people, and/or tap Add Email + to send notifications to unlisted people.
- Tap Send. The proposal is marked as Rejected.
- To reject without sending notifications:
- After locating the desired Proposal, tap each line item to review all details.
- Tap On-Hold. The proposal is marked as On Hold.
When assigning a work order you still may be able to take action on the work order.
- After locating the desired Proposal, tap each line item to review all details.
- Tap Assign. A list of users appears.
- Tap the desired user, and then tap Assign. The proposal is marked as Assigned, and the user name of the assignee is listed on the proposal.
Filtering Proposals
To help narrow down your proposal list, you may filter by Status, Assigned To, Priority, Trade, Provider, and/or Category. You may also sort the list by Created Date, Trade, or Status. This is beneficial, for example, when you want to only see the proposals in the CapEx category, or open proposals, or proposals under a few, specific trades.
|
|
Once filters are applied, the filters remain turned on even when you quit the app or sign out. |
|
- On the Proposals list page, tap Filter Proposals. The Filter Proposals page appears.
- Tap Status, Assigned to, Priority, Trade, Provider, and/or Category to uncheck the items you do not wish to see, and then tap Apply.
- Tap Apply. Filter Proposals changes to Filters Applied.
- On the Proposals list page, tap Filters Applied. The Filter Proposals page appears.
- Tap Reset, and then tap Apply. Filters Applied changes to Filter Proposals.