The Proposals and Documents window is the interface to manage Proposals or Estimates for Projects along with other specialized documents such as the Bid Specification and Specification Sheet.
Entering or selecting a Project into the Project field displays all Proposals and Documents for the Project on the Proposals Grid.
Show: The Show selection determines which classification of Proposals will be displayed on the Proposals and Documents Window. The Show selection has the following options:
|•||Active - Display only Proposals that are NOT designated as Inactive or Complete.|
|•||Inactive - Display only Proposals that are designated as Inactive.|
|•||Complete - Display only Proposals that are designated as Complete.|
|•||All - Display ALL Proposals regardless of their current classification.|
The Proposals Grid has the following columns:
|•||Tag: This column is used to tag the proposals that you wish to do a function with. Tag a single (or multiple) proposal, then right click to see your options (learn more about right click functions here). You can also use tag to Delete and Send single or multiple proposals at once. |
|•||Sent Status: After sending a proposal via email, this column will show the last sent date, time and recipient. You can also right click and choose to manually update the status. Options for other ways to send the document are available; such as, USPS.|
|•||Proposal / Document Number (Prop. / Doc. No.): The unique number of the Proposal or Document within the selected Project. This number shows as underlined because it is a web link to open the document. Click on the link and the proposal will open in your web browser to view/print.|
|•||Date: The Date of the Proposal.|
|•||Name / Phase: The Name / Phase is the phrase used to describe the Proposal such as "Living Room" or "Jackson Home - Phase One". Entering a Name/Phase will help you to know what the proposal is for on the main proposals window.|
|•||Status: The current Status of the Items of the included on the Proposal. If the Items are currently of differing Status Types, then the Status column will read <Mixed>. Right click on the color to change the Status of all items on the Proposal. Learn more about changing the Proposal Item Status here.|
|•||Style: Displays the format of the Proposal / Document; which can be one of the following choices: Residential Proposal, Residential with Deposits, Commercial Proposal, Commercial with Deposits, Modern, Modern with Deposits, Modern - No Pricing, Bid Specification, Modern Bid Specification, Specification Sheets, Modern Specification Sheets or Tear Sheet. See Examples of each here.|
|•||Total Proposed: The sum of the Estimated Price and Estimated Sales Tax of all Items included on the Proposal.|
|•||Requested Deposit: The total of the Deposit Amount of all Items included on the Proposal.|
|•||Received Deposit: The total Deposits recorded for the Proposal.|
|•||Last Client Check Number (Last Client Ck. #): The Check Number of the most recent Deposit recorded for the Proposal.|
|•||Last Client Check Date (Last Client Ck. Date): The Check Date of the most recent Deposit recorded for the Proposal.|
|•||Invoiced: This column shows the total amount invoiced for the items on the proposal. NOTE: If an item is on multiple proposals, the invoiced amount will be included here for EACH of the proposals.|
|•||Allow Payment: When a proposal is sent via email, your client will be able to pay the deposit requested amount online (if you are connect to a Design Manager payment processor). To allow client payment, this box must be selected. All proposals will automatically have this box selected unless you change the default settings in the Online Payment Settings window.|
|•||Send Later: Mark a document for Send Later to have it appear on the Review & Send window. All new or edited proposals will automatically be marked for Send Later. If the document is sent manually by tagging it and choosing the Send button, the Send Later check will be removed and the document will no longer be on the Review & Send window.|
|•||Deposit Applied/Refunded: The total amount of deposit applied on a client invoice or any amount of deposit refunded will appear here. NOTE: If an item is on multiple proposals, the applied or refunded amount will be included here for EACH of the proposals.|
|•||Deposit Available: The remaining amount of deposit (unapplied or non-refunded) for all items on the proposal will total here. NOTE: If an item is on multiple proposals, the unapplied or non-refunded amount will be included here for EACH of the proposals.|
|•||Inactive: The Inactive column indicates whether or not the Proposal is currently designated as Inactive. A Proposal can be set as Inactive, if allowed, by simply clicking the checkbox in this column. Upon doing so, a message asking "All Items on the Proposal will be marked as Inactive. Do you wish to continue?". Clicking Yes will set the Proposal and all of the Items included on the Proposal as Inactive. Clicking No will take no action. NOTE: This does NOT set the Color-coded status as Inactive.|
|•||Complete: The Complete column indicates whether or not the Proposal is currently designated as Complete. A Proposal can be set as Complete by clicking the checkbox in this column. Upon doing so, a message asking "All Items on the Proposal will be marked as Complete. Do you wish to continue?". Clicking Yes will set the Proposal and all of the Items included on the Proposal as Complete. Clicking No will take no action. For more information on settings Items as Inactive or Complete, see the Specifications Window. NOTE: This does NOT set the Color-coded status as Complete.|
Note: Designating Proposals as Complete is a good practice, as doing so, quickly sets all Items on the Proposal as Complete. Many windows and reports are designed to selectively ignore Complete Items and will, therefore, be more efficient if you maintain a smaller list of active Items. Further, Complete and Inactive Proposals will not appear on this window by default nor on the Proposal Search Window.
|•||Additional Deposit Required: If an Additional Deposit Request has been generated for the Proposal, the Additional Deposit Required Amount will be displayed in this column.|
|•||Required Date: If an Additional Deposit Request has been generated for the Proposal, the Required Date will be displayed in this column. For more information on Additional Deposit Requests, see Requesting Additional Deposit later in this chapter.|
The Add and Edit buttons will display the New Proposal or Edit Proposal Windows to create a new Proposal or revise the highlighted Proposal on the Proposals Grid, respectively. More information on this is available under the New Proposal Window and Editing a Proposal below.
Upon selecting a Proposal and clicking the Delete button, one of two actions will occur:
|•||A message stating "This will permanently delete Proposal # and all of its history?" will be displayed. Clicking the OK button will permanently delete the Proposal from Design Manager. All history of this proposal will be removed as well. Choosing Cancel will leave the Proposal unaffected. Note: If a Proposal is deleted, no record of the document will be available in Design Manager regardless if the Client actually possesses a copy of the Proposal.|
|•||A message stating "This Proposal cannot be deleted because of activity in the General Ledger that refers to this Proposal. Try voiding the entries associated with the Proposal and see if it can be deleted." This usually means that a deposit has been posted against this proposal and thus, the proposal cannot be deleted until the cash receipt is voided first.|
NOTE: If you have multiple proposals tagged and select the Delete option, you will see an option to to Delete all tagged. Choosing this will permanently delete ALL proposals tagged on the window, not just the highlighted proposal.
Clicking the Status button will display the Status Window to review a wide variety of information for the Items on the selected Proposal. The Status Window also allows the user to quickly set the Item Status for all Items on the Proposal. For more information on the Status Window, see Monitoring and Setting the Status of a Proposal.
Click here to see the Proposal History window. See all past iterations of the proposal/document. Click on the proposal number link to see the PDF of that version of the proposal.
When you have a proposal tagged, you will be able to send the proposal via email. Tag multiple proposals for a single project to send them all at once. Once tagged, click Send to email the proposal(s).