Mobile Quotes This course covers the Mobile Quotes interface. Topics include a detailed overview of the Mobile Quotes workflow process including setup and configuration. Course Outline Overview o Workflow Process o What is the Data that Mobile Quote Uses? o How Is Quote Data Used in SI 2015? Setup o o o o o Important Details Registering Your Mobile Quote Licenses Installing Mobile Quote App Syncing ipad with SI 2015 Server Settings Using Mobile Quote o o o Creating a Mobile Quote Mobile Quote Explorer Create Project from Quote Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 307
Overview Mobile Quote has been designed as an add-on to the SI 2015 platform. D-Tools has built Mobile Quote with your Sales Team, and sales process, in mind. Specifically, Mobile Quote allows your team to confidently work with your clients to determine the scope and target budget of a job. With Mobile Quote your team can: Easily work at your client s site to determine the size and requirements of the project. Using information found in your catalog determine an estimated price for the final project. Review the requirements with the client and ask them to agree to allow your team to generate a detailed proposal for final approval. Send the quote data to SI 2015 and use that data to build out a detailed proposal. Workflow process 1. Sync SI 2015 catalog to mobile Quote 2. Pre-meeting setup in Mobile Quote 3. Determine scope and budget with client 4. Obtain agreement from client with signature on ipad 5. Sync mobile quote back to SI 2015 6. Use SI 2015 to create a detailed proposal using the mobile quote items Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 308
What is the Data that Mobile Quote Uses? All data used by Mobile Quote is generated by the SI 2015 Server. The data generated by the server includes: Locations: the list of locations from SI 2015 Global Settings. Locations are flattened out in Mobile Quote and do not retain the same hierarchy as created in the setup. Systems: This is the list of systems created in SI 2015 Global Settings. Settings: Mobile Quote Settings that is used to configure various settings which control how Mobile Quote devices work and how things like labor and tax rates are derived. Presentation File: Users can add a PDF or power point file to be downloaded as a "sales presentation" to be show to customers in the ipad. This is part of the settings. Company Logo: The logo in Company Information settings of the control panel is downloaded. Catalog Data: A Mobile Quote Catalog is created from the data found in the SI 2015 Catalog. The Catalog can be viewed by going to Start Mobile Quotes Manage Mobile Quotes and clicking on the "View Mobile Quote Catalog" button in the ribbon. The Catalog includes Equipment (Categories and sub-categories), Packages, and Wire (finish and bulk). Mobile Quote Catalog The Catalog downloaded to Mobile Quote is specifically designed for use in Mobile Quote. It is not the entire SI 2015 Catalog. The data that is sent to Mobile Quote is pared down for use in generating the quote. The Catalog is static but is be regularly re-built in one of two ways: 1. By clicking on the "Build Catalog" Button in the View Catalog UI (Start Mobile Quotes Manage Mobile Quotes View Catalog Button). 2. Whenever a user syncs data from the SI 2015 Catalog on the ipad. The data stored in the Mobile Quote Catalog has some special properties that are important to understand. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 309
Equipment Data Equipment data is not really equipment data at all. It is actually a list of all the Categories and Subcategories found in the Catalog. When building the Catalog, all the items in each category and sub-category are inspected. That information is used to generate the following information for each Category/Subcategory: Price Range: The highest and lowest priced item in each Category/Subcategory are used to determine a price range to be used when specifying prices in Mobile Quote. Price: From the price range a "target" or actual price is derived. By default this is the average price. Users can adjust the target via the "Price Adjustment" Setting in the Mobile Quote Setting in the SI 2015 control panel. So if the user adjusted the price to 70%, the target price in the above example would be $70. In Mobile Quote, users have a few choices when adding an item to a quote: o Accept the calculated price. o Choose a price from the range of prices. o Manually set their own unit price. (unless this ability has been turned off in the Mobile Quote Settings "Allow Price Adjustments") Labor Hours: In the same way a price is derived, labor hours are derived by inspecting the range of labor hours in a Category/Subcategory and generating an average number of hours. It is important to understand that since we are using price ranges, more often than not a more accurate number will be returned when using sub-cats rather than categories. Packages Packages work differently than Equipment Data. The package data that is sent to Mobile Quote is all the actual packages in the Catalog. In this case, we do not provide a price range, but rather the Base Price for the package based on the equipment in the package. Labor hours are derived by adding up any the labor hours of the items in the package and any labor SKUs. Packages are the most accurate (and efficient way to utilize Mobile Quote to derive a target scope and budget for your clients. It is strongly advised to build packages according to the best practices reviewed in the database course for your Mobile Quote users. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 310
Wire There are always two wire items returned in any sync: Bulk and Finish. These work very similar to equipment. All wire items are scanned in order for price range, price, and labor hours to be derived. The only real difference between bulk and finish wire is that bulk wire is displayed in Mobile Quote as having feet/meters when setting the quantity, whereas Finish wires are presented simply as quantity. The best way for specifying bulk wire in a Mobile Quote is through the use of pre-engineered wiring packages. Labor Rate SI 2015 calculates a single labor rate to be used on all quotes when calculating install price. This rate is included in the data sync and cannot be edited by the Mobile Quote user. The labor rate is set up in the Mobile Quote Setting dialog and can be set in one of three ways: By manually entering a rate. By choosing from a range of rates derived from inspecting every Labor Item in the Catalog. By choosing from a range of rates derived from inspecting every phase. Tax Tax is set in the Mobile Quotes Settings UI and can be either manually entered, or chosen from the list of tax rates stored in SI 2105. This is a single tax applied to the install total. Tax rates can be changed by the Mobile Quote user if they are given permission to do so. If your taxes are more complicated, it may be best to leave taxes out of the Mobile Quote equation and reserve them for the eventual engineered proposal created in SI 2015 from the Mobile Quote. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 311
How Is Quote Data Used in SI 2015? Mobile Quote data is designed to be used as a framework for creating a detailed project/proposal in SI 2015. When a Mobile Quote is sent to SI 2015 it becomes available via the new "Manage Mobile Quotes" UI (Start Mobile Quotes Manage Mobile Quotes). From this list of quotes users can choose to "Create new project". This UI is also available via the Create New button in the Manage Projects screen. When a new project is created via Mobile Quote a few things happen: 1. The new project wizard is opened and pre-populated with data from the Mobile Quote (customer name, address, locations, and systems). 2. A new dockable window is added to the project editor called the Mobile Quote Explorer. All the items added to the quote are displayed in the Mobile Quote explorer and can be dragged and dropped directly into the project (just like adding labor, equipment or packages from their explorer windows). When adding equipment and wire items the "Add Product" dialog is opened pre-filtered to the cat/sub cat of the Mobile Quote item and filtered for the range of the price set in the quote (this can be adjusted). Also, the system and location as well as the quantity of the items are all pre-set based on the data in the Quote Item. Packages are added directly to the project as they are linked 1:1 from SI 2015 catalog to the Mobile Quote Catalog. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 312
Setup There are a few steps required to get Mobile Quote set up and ready for use. In this section we will walk through each of those and try and guide you through some of the more tricky spots along the way. When Mobile Quote is first installed it is opened in an unregistered mode. This means that until you register your ipad device with SI 2015, you will not be able to use all the features of Mobile Quote. Included in Mobile Quote is a sample quote and some sample data. You can edit the sample quote and perform all functions related to building, reviewing, and approving a quote. Important Details The Mobile Quote app only works with ipads running ios7 or later. We recommend having 1GB of available memory on your device. The Mobile Quote app works with SIX 2013 R2 and SI 2015. You must be able to connect your ipad to your network where the machine running your SI 2015 Server resides, using the IP Address of your SI 2015 Server. There are three possible methods: 1. Within the network only: In this case the SI 2015 Server can only be connected to by other computers on the network. Basically, the ipad device must be connected to the network wirelessly that is running the SI 2015 Server. 2. Via VPN: ipad devices include a VPN client that can be used to make VPN connections. Again, the set up here is very similar to how D-Tools customers currently configure SI 2015 to be accessed over VPNs with the additional step of configuring the VPN or any firewall to allow http traffic on port 9011. 3. Via HTTP: A new option available in SI 2015 is to make the services publicly available via http. In this case, customers will need to set up their firewall to allow traffic to the SI 2015 Server via http on port 9011. If the customer has a domain they can equally create a sub domain for these services such as: mobilequote.mycompany.com. In this case, the Mobile Quote user need only be on an active internet connection to connect to SI 2015. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 313
Registering Your Mobile Quote Licenses Once you have purchased Mobile Quote licenses, you will need to re-register your SI 2015 Server to pull down the new licenses. 1. Log in to any SI 2015 Client with a User that assigned the Administrator User Group. 2. Click Start Help Register: 3. Enter your Product Key (if not pre-populated) and click the [Register] button: 4. You will see confirmation of your registration update which should show the mobile quote licenses added to your server s registration. Installing Mobile Quote App Go to the App Store on your ipad and download D-Tools Mobile Quote. Search for "d-tools mobile quote". Once you have purchased Mobile Quote licenses, you will need to re-register your SI 2015 Server to pull down the new licenses. You will need to register each ipad, and each ipad requires its own Mobile Quote license. Note: The current Mobile Quote App still references "SIX", "SIX 2013", and "SIX 2013 R2" throughout. No worries, Mobile Quote works seamlessly with SI 2015. Launch the app on your ipad and click the Register Your Device button on the home screen You will then need to enter your information: The IP Address of your D-Tools Server The Port for Mobile Quote is 9011 Your D-Tools Username & Password Note: If you wish to unregister a mobile Device, you can do so from the Control panel under Mobile Devices Syncing ipad with SI 2015 Server There are two primary synchronization functions between the ipad and your SI 2015 Server: Catalog and Quotes which allow data to be transferred back & forth between the two. In order to sync you must be connected to the D-Tools server using the network connection methods mentioned earlier. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 314
Syncing the Catalog 1. To sync your SI 2015 Catalog with your Mobile Quote app, click the menu icon in upper left hand corner. 2. Then click the Sync with SI 2013 link. Note: The current Mobile Quote App still references "SIX", "SIX 2013", and "SIX 2013 R2" throughout. Mobile Quote works seamlessly with SI 2015. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 315
3. Then click the Sync Data link. In addition to your Catalog, your Mobile Quote Settings from SI 2015 will also synchronize during this process. Syncing Mobile Quotes 1. To synchronize a Mobile Quote with SI 2015, click the Sync with SIX 2013 link within the app 2. Then click the Send Quote link on any Mobile Quotes you want to send to SI 2015 3. You will get a prompt asking whether or not you want to delete the Mobile Quote from the app. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 316
Settings Mobile Quote Settings from SI 2015 will automatically synchronize with the Mobile Quote app on your ipad each time you synchronize your Catalog or a Quote with SI 2015. Once synced, some settings can be modified directly in the Mobile Quote app via the Global Settings interface. Some settings are configured on the ipad itself while others are configured from within SI 2015. 1. Click the Menu icon in upper left corner 2. Click Global Settings 3. This will open the Edit Global Settings interface in the app 4. Settings designated with a lock icon are not editable from within the app, e.g. Company Name, Company Logo, etc. These settings can only be synced from SI 2015. Company Name: synced from the company name in SI 2015 Company Logo: synced from the company logo in SI 2015 Presentation: Provides an opportunity (in SI 2015) to designate a PowerPoint presentation that will be available to present from Mobile Quote Labor Rate: the labor rate used to build the mobile quote is derived from a setting in SI 2015. Tax Rate: This is the tax rate applied to the mobile quote pricing. This can be configured on a per ipad basis, but also has a global setting configured in SI 2015. Contingency Percentage: The purpose of the contingency percentage is to provide a plus/minus range for the quote so the client knows that the mobile quote is just an estimate, not a fixed price. Once the specific proposal is created in SI 2015, an exact price will be known. A 0% contingency would make the mobile quote have a fixed price. Add Contingency: Choose whether or not to utilize the contingency percentage Deposit Percentage: When requesting the client to approve the mobile quote, you can dictate a required deposit percentage. Require deposit: Choose whether to use the deposit feature or not. SIX Sync Settings: These are the settings used to connect to the D-Tools server Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 317
Edit Quote Receipt Email Template: When a mobile quote is approved, an email is sent to the client confirming the details of the mobile quote. The email content can be customized using these features: o Any text within brackets is pulling from a field within the app and should not be modified as exact spelling is required. The available fields are: Contact Name: The name stored as the contact for the Client/Quote. Company Name: Your company name. Quote Description: The information from the quote's Job Description setting. Install Price: The total installation price of the Quote which includes any discounts applied. Tax Rate: The tax rate for the Quote. Total Tax: the total amount of estimated tax for the Quote. Total Quote Price: The install price + tax Deposit: the amount of the deposit. Discount: the amount of the discount. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 318
Creating a Quote It is generally recommended to conduct some of your mobile quote setup prior to meeting with the client so the quote is ready to be populated with items during your meeting with the client and they aren t waiting for you to setup the quote before you can begin discussing the scope and budget of their project. Step 1 Quote Setup 1. You can type in a name for your Quote directly on the Start Screen and click the [Create Quote] button: 2. Or you can click the Create New Quote link from the main menu: 3. This will open the Create New Quote screen, prompting you to enter information about the client & project. 4. At any point, you can edit this information via the Quote Settings link from the Quote Menu: Step 2 Adding Locations 1. Tap the [Action] button in upper right hand corner to add Locations to the Quote 2. Note: Once you have built a location out with various items and packages, you can copy the location if there are multiple locations with the same or similar items. 3. The [Add Location] button will allow you to select Locations from your SI 2015 Settings 4. The [Create Location] button allows you to manually type in a name 5. If you wish to add images to your Locations, you can do this via the [Action] button then the [Manage Pictures] button Step 3 Adding Items to the Quote 1. Select a Location along the left side of the interface, tap the [Action] button, then the [Add Items]. 2. Here you can select to add Equipment, Packages, or Wire. Click Equipment 3. When you click on a Category you will be prompted to select a Subcategory. Select one and click [Done] 4. The item will be added to the Quote. To edit the item, click on it 5. The Edit Item screen will open: Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 319
When adding equipment items in Mobile Quote, you will not be adding specific manufacturer & models of items in your catalog. Mobile Quote keeps things more generic and utilizes Category & Subcategory designations. Price: The prices provide a range based on the lowest and highest cost of items in your catalog meeting those descriptions. Qty: set the quantity for the items Install hours: This pulls from the average install hours for the item in this category & subcategory. Assigned to System: Assign the item to a system as well as a location Description: provide a description for the item, sometimes this description can identify a specific functionality, placement or other information useful to the client and/or the system designer back at the office when they are creating the actual system design. Using Packages in Mobile Quote One of the most effective ways to use Mobile Quote is to design packages in SI 2015 that represent particular, specific, pre-engineered subsystems that can be used in mobile quote to build very accurate estimates. All of the package types we reviewed earlier on in this course are perfect examples of what could be useful to most effectively take advantage of Mobile Quote. Using packages in mobile quote uses the prices derived from SI 2015 in your packages. Adding individual items is much less accurate in Mobile Quote (it does give much flexibility but for users not familiar with pricing of all types of items it could be troublesome). Packages present the best way to empower non-technical users to build very accurate budget estimates with client in the field. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 320
Step 4 Review Quote 1. To review your Quote, click the [Menu] button then the Review Quote link 2. This will display a summary of your Quote showing the pricing breakout for each location as well as process for systems included in that location. Step 5 Approve the Quote 1. To approve your Quote, click the [Menu] button then the Approve Quote link 2. This will display the Quote for signing and send an email to the client using the email template configured in settings. Step 6 Sync Quote to SI 2015 1. Use the Sync button from the Main Menu to Sync the quote back to SI 2015 Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 321
Mobile Quote Explorer The Mobile Quote Explorer is where you will manage your Mobile Quotes within SI 2015. Access it from Start Mobile Quotes Manage Mobile Quotes Here you can perform various functions for Quotes that you have synchronized from the Mobile Quote app. Manage In the Manage section of the ribbon you can view, delete, archive, or unarchive Quotes. Clicking the View button displays the items you have added to the Mobile Quote (Mobile Quote Viewer). For more details on the Mobile Quote, click the [Information] button within the Mobile Quote Viewer. Here you can view general information, the description, and pricing details of the Quote. All information here is read only. View View: The [View] button will allow you choose which Quotes display: All, My, or Archived Quick Filter: The Quick Filter button allows you to filter which quotes to display Project Create Project: Creates a project from the selected mobile quote View Project: View a previously created project created from a mobile quote. Mobile Devices The Mobile Devices section of the ribbon allows you to manage your ipads as well as buy additional seats for Mobile Quote. Catalog The Catalog section of the ribbon will display your SI 2015 Catalog as it will be synched with the Mobile Quote app. The Mobile Quote Catalog Viewer displays Categories and Subcategories from your SI 2015 Catalog with a price range from minimum to maximum. Once you have made any edits to your SI 2015 Catalog after the initial sync, click the Build Catalog button here to regenerate the list of Categories/Subcategories prior to you syncing again. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 322
Create Project from Quote Mobile Quotes can be converted into regular D-Tools projects. You can create multiple projects from a single Mobile Quote if desired. 1. Highlight the Quote within the Mobile Quote Explorer and click the [Create] button on the ribbon. 2. The Create Project from Mobile Quote Wizard will open. This is the same as the New Project Wizard but prepopulated with details from your Mobile Quote. 3. Once you save the Project, the Project Editor interface will open. This only difference between the Project Editor interface created from a Mobile Quote is that there is a Mobile Quote Explorer tab along the left side in addition to the Product, Labor & Package Explorers. 4. When expanded, you will see a list of the Items that you added within the Mobile Quote app. 5. You can drag and drop one or multiple Items at a time over to the "project grid" area 6. You will then be prompted to add an Item from your SI 2015 Catalog. The Add Products interface will automatically be filtered to Category and Subcategory, matching the options from the Mobile Quote. 7. Once you have added all of your Items from the Mobile Quote Explorer, you can further refine your Project just as if you had started this Project directly in SI 2015. Copyright 2016 D-Tools Inc. SI Manual - Mobile Quotes - 323