Quotes - HQ (web)

Where are quotes in HQ?

How do I set the quote dollar amount for the customer to approve?

How do I create a work order from a quote?

How do I link a work order from a quote?

How do I unlink a work order from a quote?

How do I efficiently update the statuses and assignments of multiple requests simultaneously?

Quotes Overview

The Quotes page allows you to search and find quote requests from the technicians, as well as allows your back-office to create a quote request. You can navigate to this page via HQ>SERVICE>QUOTES. Once there, you can search using the respective filter(s). Multiple filters can be applied at one time. Once you have found the request that you are looking for, you can view the "Details" by clicking on the 3 dots to the right of the request and then click on "Details" in the drop down. If you would like to delete the request then you can click on "Delete" after hitting the 3 dots.

To create a quote request in HQ, click the '+' sign.

TIP: Integrated customers can link Quotes Requests using the field in your business system that is associated with the ref field in Tinnacity. This is the same field used to automatically synchronize work orders. For Quotes Requests, use the prefix TQ followed by the quote request number. For example: TQ123

Priority Status

A priority status can be added to a Quotes Request. These priorities can initially be supplied by the technician within the Service app and then changed in HQ. This can help the back Office prioritize requests.

In the Service app, when a technician requests a quote, within the Request a quote screen, click to the right of the Priority section and choose from the dropdown options: Low, Normal, High, Critical and then select OK.

To adjust the Priority level within HQ, choose the Quote request that requires adjustment and from here, using the Pencil icon within the Details screen of a quote, adjust the priority level.

TIP: The equipment on a quote request has a link to the equipment details page. By clicking this link, an HQ user will be directed to the equipment's details page. This allows for easy navigation to view PM programs, open work orders, service history, attachments and any notes or comments on the piece of equipment.

Quote Dollar Amount

If you're utilizing Tinnacity's Customer Portal, you can choose to incorporate the dollar amount of the quote for the customer's approval directly within the portal. Please note that for this functionality to work seamlessly, the customer's user permissions must grant them the authority to approve quotes. Additionally, if a 'Quote Amount Approval Limit' has been configured, they'll only be able to approve quotes equal to or less than their set limit. As well as the Quote Status must be set to 'Customer Approval Needed'.

1. In HQ, go to Admin/Quotes. Locate and select the relevant Quote ID. Click the pencil icon next to Quote Amount, enter the amount. Then click the pencil icon next to Status, update to Customer Approval Needed.

   

2. The customer can then approve/deny the quote in their customer portal.

   

Create a Work order

Once a quote has been approved, you can create a work order directly from the quote's details. NOTE: If you are integrated with a business system, you should create the work order in your business system then link the respective work order.

To create a work order, follow the below steps

1. In HQ, go to Admin/Quotes. Locate and select the respective Quote ID number.

   

   
   

2. In the Status card, click [Create Work Order].

   

3. The 'Create Work Order' screen is now on display. The Work Order Number, Bill To Customer, Location, Work Order Type, and Equipment fields are auto populated using the data from the quote. Enter the problem description, select the technician(s), then click [Save].

   

   
   

Link a Work Order

Once a quote has been approved and a work order has been created for the work from the quote, you can link the respective work order to the quote to 'tie' the two together. This will allow you to monitor from start to finish, when the quote was requested, to the work order being created, the work being done and the work order getting completed.

To link a work order, follow the below steps:

1. In HQ, go to Admin/Quotes. Locate and select the respective Quote ID number.

   

   
   

2. In the Status card, click [Link Work Order].

   

   
   

3. From the Work Order Number dropdown, select the respective work order number then click [Save].

   

Removing linked Work Orders from a quote:

If the user would like to remove a linked work order from a quote, follow the steps below.

1. In HQ, within Service>Quotes, select the quote you'd like to edit. In the details screen within the Status card the associated (linked) work order is displayed, simply click the red X. You will be prompted whether to unlink, select Yes or No.

Update Statuses and Assignments of multiple requests simultaneously

Using the 'Select Multiple Rows' feature, you have the ability to efficiently update the statuses and assignments of multiple requests simultaneously.

1. While in the respective request type, use the respective filters to filter out the requests you wish to update the assigned to or the status (i.e., start and end dates, status of 'Pending', etc.).

   

   
   

2. Click the 'Select multiple rows' icon at the top, right corner and then select the respective entries to update. TIP: Click the checkbox next to ID to select all on the current page. To update 100 at a time, change the number per page.

   

   
   

3. Depending on the update you wish to do, click Update Status or ChangeAssigned To.

   

   
   

4. Depending on the update option chose, either select the respective Status or the Assigned To name and click [Save].