Work Order Quoting/Parts Quoting

The Work Order Quoting and Parts Quoting screens are for managing quotes. You can add, view, edit or copy a quote, and modify the parameters for printing them.

Work Order Quoting and Parts Quoting bypass reloading the price for a part if:

  • the PARTMAST list is less than or equal to .02 cents

  • the part number is not changed

  • the vendor on the part has Vendor GL regardless of tax flag changes. This affects the Parts tab and the Customer tab where tax/discount code can be changed.

Topics in this section are:

Work Order Quoting Screen

The Work Order Quoting screen allows you to view, edit, copy or add a parts quote as well as modify printing parameters. See also John Deere Expert Services: Work Order Integration.

To open the Work Order Quoting screen, from anywhere in IntelliDealer, navigate to Product Support > Service > Work Order Quoting.

The sorting options on the Work Order Quoting screen are:

Sort by
Field Description
Reference Number Sort the search results by reference number.
Customer Sort the search results by customer number.
Expiry Date Sort the search results by expiration date.

The search fields on the Work Order Quoting screen are:

Field Description
Select Reference Number Search for quotes by entering a reference number.
Select Customer Number Search for quotes by entering a customer number.
Select Part Number Search for quotes by entering a part number.
Select Description Search for quote by entering a description.
Include Master Quotes

If selected, includes the master quotes within the quote search. Master quotes are user-created quote templates.

Master quotes do not have an expiration date.
Select Location Search for quotes by entering a branch location.
Select Quote Status Search for quotes by selecting a work order status from the drop down list (e.g. quoted, expired, pending or accepted).
Select Salesperson Search for quotes by entering a salesperson.
Select Responsible Salesperson Search for quotes by entering a responsible salesperson.

The fields on the Work Order Quoting screen are:

Field Description
Reference Number The quote's reference number.
Customer The customer number associated with the quote.
Salesperson The salesperson who created the quote.
Description A brief description about the quote.
Location The branch location where the quote was created.
Expiry Date The expiration date of the quote.
Quote Status

The status of the quote.

  • Pending—the work order quote has been created and is waiting to be accepted by the customer.

  • Quoted—the quote has been printed for or sent to the customer and is waiting to be converted into a work order.

    The status is changed to Quoted when the quote is printed, emailed or generated and sent for electronic signature because the system assumes that once printed or emailed, the customer has received the quote.

  • Accepted—the quote has been accepted and a work order has been created. Both the new work order number and the original work order quote number are shown.

  • Expired—the quote has exceeded the allotted expiration date or, for VESign documents, either the required signatures have been declined or they were not obtained prior to the quote expiration date. If necessary, expired work order quotes can be reactivated.
VESign Status

The signing status of the VESign document. Can be one of: 

  • Awaiting Signature—all signatures are pending.

  • Partially Signed—more than one signature is pending.

  • Signed—all required signatures are complete.

  • Canceled—signing has been canceled.

  • If no status is present, then the document has not been sent for electronic signing.

Move the cursor over a Reference Number and select View to open the Customer - Quote Header tab allowing you to view an expired or accepted work order quote.

Move the cursor over a Reference Number and select Edit to open the Customer - Quote Header tab allowing you to edit a pending work order quote.

Move the cursor over a Reference Number and select Copy to open the Segments to Copy screen in order to copy a work order quote segment or create a quote using a master quote template.

Move the cursor over a Reference Number and select Reactivate to reactivate a work order quote.

Click a customer name on the Customer field to open the Customer Profile screen.

Click the Need to create a quote? Click here to add link to create a quote.

Click the Modify default print parameters link to modify default print parameters.

Click Close to complete your work on the Work Order Quoting screen.

Parts Quoting Screen

The Parts Quoting screen allows you to view, edit, copy or add a work order quote as well as modify printing parameters.

To open the Parts Quoting screen, from anywhere in IntelliDealer, navigate to Product Support > Parts > Parts Quoting.

The sorting options on the Parts Quoting screen are:

Sort by
Field Description
Reference Number Sort the search results by reference number.
Customer Sort the search results by customer number.
Expiry Date Sort the search results by expiration date.

The search fields on the Parts Quoting screen are:

Field Description
Select Reference Number Search for quotes by entering a reference number.
Select Customer Number Search for quotes by entering a customer number.
Select Part Number Search for quotes by entering a part number.
Select Description Search for quote by entering a description.
Include Master Quotes If selected, includes the master quotes within the quote search. Master quotes are user created quote templates.
Select Location Search for quotes by entering a branch location.
Select Quote Status Search for quotes by selecting a work order status from the drop down list (e.g. quoted, expired, pending or accepted).
Select Salesperson Search for quotes by entering a salesperson.
Select Responsible Salesperson Search for quotes by entering a responsible salesperson.

The fields on the Parts Quoting screen are:

Field Description
Reference Number The quote's reference number.
Customer The customer number associated with the quote.
Salesperson The salesperson who created the quote.
Description A brief description about the quote.
Location The branch location where the quote was created.
Expiry Date The expiration date of the quote.
Quote Status

The status of the quote.

  • Pending—the quote has been created and is waiting to be presented to the customer.

  • Quoted—the quote has been sent to the customer and is waiting to be accepted by the customer. The status is changed to Quoted when the quote is printed, emailed or generated and sent for electronic signature because the system assumes that the customer has received the quote.

  • Accepted—the quote has been accepted and a parts order has been created. Both the new parts order number and the original parts order quote number appear.

  • Expired—the quote has exceeded the allotted expiration date. Or, for VESign documents, either the requried signatures have been declined or they were not obtained prior to the quote's expiration date. If necessary, expired parts order quotes can be reactivated.
VESign Status

The status of the electronic document signing.

  • Awaiting Signature—all signatures are pending.

  • Partially Signed—more than one signature is pending.

  • Signed—all signatures are complete.

  • Canceled—signing has been canceled.

  • If no status is present, then the document has not been sent for electronic signing.

Move the cursor over a Reference Number and select View to open the Customer - Quote Header tab allowing you to view an expired or accepted part quote.

Move the cursor over a Reference Number and select Edit to open the Customer - Quote Header tab allowing you to edit a pending part quote.

Move the cursor over a Reference Number and select Copy to open the Segments to Copy screen in order to copy a parts quote segment or create a quote using a master quote template.

Move the cursor over a Reference Number and select Reactivate to reactivate a part quote.

Click on a customer name on the Customer field to open the Customer Profile screen.

Click on the Need to create a quote? Click here to add link to create a quote.

Click on the Modify default print parameters link to modify default print parameters.

Click Close to complete your work on the Parts Quoting screen.

VESign Status Notes

This section outlines what happens to the quote and its status when using VESign.

Parts

Once the VESign quote status equals signed, the parts quote status will change from Quoted to Accepted and the quote will automatically convert to a parts invoice using the following criteria:

  • Only successfully signed segments are converted to an invoice.

  • The invoice uses the customer's default A/R Agency. If no default A/R agency is selected it uses Cash Code 2 (Cash).

  • Print Picpak defaults to off.

If the quote cannot be automatically converted to an invoice, the dealer must review the quote as outlined in the dealer notification email.

If either the required signatures have been declined or they were not obtained prior to the quote expiration date, then the parts quote status will change from Quoted to Expired.

Work Orders

Once the VESign quote status equals signed, the service work order quote status will change from Pending to Quoted. Then the user must open the quote and manually accept the quote to complete the process. There is no automatic conversion process for work orders.