Quote Search Screen

The search screen is used to display quotations. From this screen a new quote can be created or existing quotes can be selected for editing and further processing. A number of filters in the header section of the screen allow the user to search for particular quotes or types of quotes.

The default criteria for this screen is to display all active quotes, but results are limited to 1000 records by default. See the Pagebar Limit field description for more details.

Filters

Channel Code (Lookup) — Enter or look up the Channel Code you want to filter the results by. Quotes for clients that have the selected channel is stored in the Clients / MLA "Channel" field will be shown.

Group Code (Lookup) — Search by client group.

Client Code (Lookup) — Search by client.

Driver Name (Text) — Search for a particular driver. Enter part of the driver's first or given name to find them.

State (Drop List) — Search by state. The default filter is '--All--'.

Description (Text) — Search for a particular type of vehicle. Enter part of the vehicle's description to find the ones you want.

From (Date) — Search for quotes with a "Quote Date" on or after this date.

To (Date) — Search for quotes with a "Quote Date" on or before this date.

Type (Lookup) — Enter or lookup a Contract Type to search on.

Status (Drop List) — Select by quote status as defined here. The default filter is '--Active--'.

Created By (Lookup) — Enter or lookup the "User Login" of the person who created the quote.

Account Manager (Lookup) — Enter or lookup the "User Login" of the person who is stored as the "A/C Manager" on the quote. This is also the person who is the "User" linked to quotes on the Home screen Quotations KPI chart.

Search (Button) — Click to execute your chosen filtering. If the button is disabled, this means the current filtering has run.

New (Button) — Click to create a new quote. You will be navigated into the Quotes / Contract tab in edit mode.

Columns

The column headers of this screen are dynamically sortable. By selecting the grey box header, the data will be sorted in an ascending order. If selected again, the data will be sorted in a descending order.

Pagebar

Page (Number) — Use the arrows to navigate to the First Page, Previous Page, Next Page or Last Page. You can skip to any page within the range by typing the page number into this field. Hit 'Enter' to refresh the screen.

Page x of x (Number) — Displays the page you are on and the total number of available pages.

Limit (Number) — The quotes shown on navigation to this screen are limited to 1000 records by default to optimise the loading speed of the page. You can update the limit on your screen by entering any number in this field. To show all active quotes, remove the limit amount or update the field to '0'. The default limit is applied again next time you navigate into the Quotes module. Your System Administrator can update or remove this limit by updating the gb_control.

Output Options

Text (CSV) or Office (xls) — Choose the format you want to generate the Quote Search List Report. The report contains the records returned from the search you have run. All the columns displayed on screen are included in the report plus the fields "FBT Value" and "Sub Status".

Action Buttons

Print — Click to print the selected output. The button is disabled if you have updated the filter fields but the filtering has not run. Press the Search button to enable the Print button.

Validations and Alerts

Troubleshooting

Tip: Visit the main Troubleshooting page for a list of all the available problem-solving tips.

Quote Header

The header section of a quote displays key information about the quotation and provides buttons for quote actions.

Field Descriptions

Quote ID (Num) — A six digit unique identifier for the quote.

Opportunity No (Num) — Used when Catch-e is interfaced with salesforce CRM software.

Date (Date) — Displays the "Effective Date" of the quote.

Contract (Text) — Displays the Contract Type applied to the quote.

Term (Num) — Displays the "Term (Months)" of the quote.

Kms (Text) — Displays the "Annual KMs" of the quote.

Client (Hyperlink Text) — Displays the "Client Name" stored on the quote. This can be different to the client's recorded name. The text hyperlinks to the Clients / MLA screen.

Driver (Text) — Displays the "Firstname" and "Surname" of the driver.

Vehicle (Text) — Displays a summary text of the selected vehicle in the quote.

On Road Price $ (Num) — Displays the "Total On Road Price" of the quoted vehicle including GST.

FBT Value $ (Num) — Displays the FBT value of the quoted vehicle.

Status (Hyperlink Text) — Displays the status of the quote. If a quote has been accepted and a contract created, this field is a hyperlink that shows a tooltip when clicked or hovered on. The tooltip contains the "Contract ID" (hyperlink to the Contracts/Order screen) and the "Reg Number" of the Contract.

Lease Net $ (Num) — Displays the monthly lease total (excl GST) of the quote as shown on the Quotes / Lease screen.

GST $ (Num) — Displays the monthly lease GST of the quote as shown on the Quotes / Lease screen.

Total $ (Num) — Displays the monthly lease total (incl GST) of the quote as shown on the Quotes / Lease screen.

Edit History (Icon) — Clicking this opens a pop-up of the View Edit History screen. This shows each change made to a field in the quote displayed in time order.

Warning (Icon) — When there is no vehicle profile, a warning icon is shown in the header. The hover over says 'Warning: No Vehicle Profile!'.

Action Buttons

New — Click to create a new quote. You will be navigated to the Quotes / Contract tab in edit mode.

Copy — Click to copy an existing quote. Use this when you want to create variations of a quote. The "Effective Date" of the quote remains the same as the copied quote but the "Quote Date" is updated to today's date. The "Quote Date" is normally shown on quote PDFs. Visit the Quotes > Copy page for all the behaviour and set-up details.

Accept — Accept a quote to create a contract with the status of "Order" in the Contracts area. Once a quote has been accepted the "Status" field in the header becomes a pop-up hyperlink. This allows you to quickly navigate to any contract that was accepted from the quote. Your system can be configured to allow multiple contracts to be created from a quote, or restricted to allow only one contract. Visit the Quotes > Accept and Settle page for all the behaviour and set-up details.

Settle — Settle a quote to update the linked contract with updates made in the quote. This is useful if the quote has been changed (e.g. budget changes) and the contract needs to be updated. If a Contract Types / Accruals Posting Class has been added after the contract was originally created, "Settle" will add the posting class into the contract's budget records. The Settle button is only displayed if:

• The quote has been accepted

• There is only one linked contract

The Settle button will not run if the Contract Type on the quote and contract do not match. If there is a mismatch, you will be given an Alert: "Contract Type does not match in Contract, cannot Settle!" Visit the Quotes > Accept and Settle page for more behaviour and set-up details for Settle.

Alerts

Amount Financed is Out of Balance

This message is rare but can occur in the following situations.

Issue 1

Your administrator has changed the method of calculating Option GST recently. When switching from one way of calculating Option GST to the other and an older quote is copied, an "Amount financed is out of balance" error message may present. Typically this is due to the GST rounding difference of the accessories incorporated in the "Total On Road GST" compared to the "GST Claimable" amount.

To fix this, alter the "GST Claimable" amount manually to fix the imbalance and trigger a recalculation of the lease budget totals.

Issue 2

Your internet connection has been disrupted whilst the quote was being saved. This can lead to the "Amount Financed" field not adding up correctly. The validation protects users from this error as a quote cannot be saved or edited again until the field is correct.

To fix this, go to the Finance tab and enter a value into a field that affects the "Amount Financed" total (say $100 in Broker Fee) and tab out of the field. Take the amount out again and save (to then have a correct quote). This forces the system to re-calculate the "Amount Financed" total and in the process remedies the error!

Validation failed because of the following fatal error: Amount financed is out of balance by $x.xx This is most likely due to a change in the way rounding is being applied to 'On Road Price GST' since this quote was last edited. You can fix it by adjusting the value of 'Claimable GST' on the Finance screen by this amount, or triggering a recalculation by manually re-typing one of the Vehicle Price components.

FBT Payable Amount Out of Sync with FBT Value

This message is rare but can occur if some disruption to the users Internet connection has occurred whilst the quote is being saved. This can lead to the "FBT value yearly" field not adding up correctly. The validation protects users from this error as a quote cannot be saved or edited again until the field is correct.

To fix this, go to the Vehicle tab and modify the FBT value back and forth. This forces the system to re-calculate the "FBT value yearly" field and in the process remedies the error!

Selected Driver ID Linked to Different Client ID

This alert is shown when the Driver ID selected is not linked to the allocated Client in the quote. This will occur where the Driver ID has been altered in the text box, rather than using the search function icon. To avoid such an error, it is recommended that any driver allocations are completed using the search function icon, as this restricts the list of drivers linked to the allocated client in the quote.

To fix this issue, select a driver from the lookup search box or create a new driver for this client if required.

The driver you have selected belongs to [client name]. The quote client code will change to [client code].