The Proposals module within the EBMS system is a sales tool that can be used in a number of different ways:
Standard Proposal - The most common use of the proposal window is to create customer proposals or sales quotes. A proposal may consist of a list of quoted inventory items or merely a detailed description list typed within the large proposal note tab. The proposal window includes many flexible pricing tools to assist the user in creating a proposal. Since a proposal does not affect inventory, the user should create a sales order as soon as a proposal is accepted. Review the Creating Proposals section below for more details.
Proposal Templates - The proposal module can be used to create kits or assemblies such as a building package or equipment assembly. The user can create a quote from a predetermined set of items, kits, or options. The quote can be conveniently modified to meet the specific needs of the customer. It is easy to create a sales order immediately or when the customer accepts the proposal or quote. For example, if a customer wishes to purchase an entire computer system with software and peripherals, a predefined proposal listing all the standard components can be altered to meet the customer’s needs. Review the Proposal Templates section below for more details.
Customer-Specific Product or Price Lists – The Proposal window can be used to list specific products that are purchased by a customer. This customer-specific list allows the user to create a sales order from a predetermined product list. The product list may contain customer-specific pricing for assemblies or individual items. Review the Customer Specific Product or Price List section for more details.
Creating Budgets within Job Costing – The proposal window is used within the job costing module to create budgets and to change orders. Review the Jobs > Entering a New Contract or Job Budget section within the Job Costing manual.
The Proposal module is found on the main sales menu.
The proposal module is an EBMS add-on that is not included in all solutions. Contact your EBMS customer support representative if you wish to add this optional module. Open the proposal by selecting Proposals from the Sales menu as shown below.
The Proposal ID is a unique number that identifies the proposal. This ID will increment to the next sequential number if the user does not enter a user-defined ID.
The proposal Date is printed on the proposal document and identifies the date the proposal was created. The date must be changed manually if the proposal is changed and the user wishes to have the date reflect the time of the latest proposal revisions.
The Description information is recorded to describe the proposal in a list or report and does not copy onto the sales invoice. A label or brief description should be entered into this field.
The Customer ID code is used to identify the customer. This field must be entered before the sales order can be created from the proposal. The customer’s name, address, and terms are copied into the General Info tab. If the customer ID code is blank, the user can manually enter customer information within the General Info tab.
The Job Id will only show if the job costing modules are present.
The Proposal tab contains the main proposal detail. Review the Creating and Printing Proposals section for more details on entering and manipulating proposal information.
The General Info tab contains general information such as Approval and Cost Method settings. These settings are explained in the following processing and Proposal Pricing sections.
The Contact Info tab contains the customer’s contact information as shown below:
The customer’s information is copied from the customer record when the Customer ID is entered. The Customer ID is located on the proposal header. Changing customer, terms, and other contact information will have no affect on the original customer record. Customer information can be manually entered by keeping the Customer ID blank.
The Next Contact date can be used by the salesperson to prompt the Next Contact.
The Job Info tab contains the job site information such as job Name, Address, and Job Date.
The Note tab can be used to type an extended description of the entire project. This tab is useful to record contractual details of the job or project. Multiple line descriptions should be used within the Proposal tab instead of the Note tab when multiple descriptions and prices are required. The Note tab allows a single project note that contains an unlimited amount of information.
