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 a proposal to create a new one.
Viewing Proposals
You can access the proposal details either from the proposals list or the WOs list.
Accessing a Proposal from the Proposals List
- On the top navigation bar, click Proposals. The proposals and RFPs page shows up.
Under the Proposals column, select View Proposals. The page for searching and filtering proposals appears.
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.
- 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.
- On the Proposals list, select a proposal you want to view and click View Proposal. A separate page with the proposal details opens.
On the proposals list, you can review proposals that match your applied filters. The proposal details displayed on the page include the location info, proposal amount, requested date, associated WO or PO number, proposal status, WO priority, WO problem description, and attachments. Note that the WO number, purchase order number, and WO problem description are displayed only if the proposal is linked to a work order.
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.
| Color | Proposal Status | Note |
|---|---|---|
| Red | Open | Proposals that haven't been reviewed by your client. If needed, you can void open proposals. |
| Yellow | On Hold | Proposals that require your client’s further review before being approved or rejected. |
| Blue | Reviewed | Proposals 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. |
| Green | Approved | Proposals that have been already approved by your client. For approved proposals, you can book a time for your services by clicking Schedule. |
| Gray | Rejected | 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 WOs list.
On the WOs list, if there is a proposal available for the work order, you see a link as well as the current proposal status. Follow the proposal number link to enter the proposal details page.
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.
- On the Proposals list, find the proposal you wish to void and click Void.
- 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 necessary modifications, and resubmit it.
- On the proposal you want to copy, click Copy & Create New Proposal. The page with proposal details shows up.
Make the necessary modifications to the proposal.
If the option for cloning a proposal to another location is enabled for you, you can choose the location to which the proposal will be copied, modify the tracking number of the associated work order, and select the WO problem description from the drop-down list.
- 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.
- On the proposals list, find the approved proposal you wish to schedule and click Schedule. The page for providing a schedule date opens.
- 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.
- Click Confirm to schedule the proposal.
