Adding a New PPM Quote

Introduction

The new feature within Joblogic’s Planned Preventative Maintenance (PPM) Module allows the back-office user to generate a PPM Quote, and share it with the customer via email, or as a portal link, which upon approval can be upgraded into a New PPM Contract.

This user guide provides a step-by-step breakdown of how to add a New PPM Quote and upgrade the quote into a PPM Contract.

Within the left navigation panel, click the 'PPM' dropdown menu, and select ’Add PPM’.

You will be directed to the 'PPM Description' section of the 'Add PPM' page, where you can choose to add a new 'PPM Quote'.

1. Select the 'PPM Quote' option under the Select PPM Contract Type, and enter the required information such as, the Customer and Site that you wish to add a PPM Quote against, the Plan Reference Number, Description and Job Type.

You can also import the relevant assets to this contract by clicking the 'Import Asset' button on the top right corner of the page and follow the instructions.

Click the ‘Next’ button once the details have been added.

2. The next tab is the Pricing and Selling tab, where you can add the following information.

Contract Start and End dates -
The contract start and end dates are pre-populated by the system. However, you can change the dates by clicking on the relevant boxes.

Selling Rates -
It is advised to use the ‘Non-Chargeable’ selling rate if your invoice prices will not be directly determined by the costs of the jobs within the contract. However, chargeable selling rates can be used if you wish to import any costs from the job to invoices based on those selling rates.

Billing Type -
The ‘Invoice’ billing type refers to invoicing against the PPM contract, scheduling the invoices at set frequencies such as monthly, weekly or annually.

You can assign the First Invoice Date and set the billing frequency to Monthly, Quarterly, Half-Yearly or Annually. This will auto-generate the required number of invoices, when the quote is upgraded to a contract, and will then be sent to the customer as per the frequency set.

For PPM quotes with 'Invoice' billing type, the First Invoice Date and the First Visit Date must fall within the first month, to ensure accurate number of invoices and visits are created when the quote is upgraded to a Contract.

The ‘Fixed Price’ billing type refers to invoicing against the individual visits/jobs within the contract with each invoice being related to an associated job.

You can enter the Default Value for each visit, and a draft invoice will be auto-generated on the day of the visit. Upon completion of the visit/job, the invoice can be manually shared with the customer.

Contract Value-
Enter the total Contract Value.

Visit Frequency-
You can assign the First Visit Date, and set the Visit Frequency to Weekly, Monthly, Quarterly, Half-yearly, or Annually. This will dictate the total number of visits to be added, when the quote is upgraded to a contract.

Visit Description-
Enter a general description of the works carried out during the visit and any other details that you wish to record.

Invoice Address-
Assign an address such as Customer, Site or Other, against which you would like the invoices to be raised.

The summary section of the page is an overview of all the details added to the Selling and Billing section.

Click the ‘Next’ button once the details are entered.

3. The next tab is the Default Engineer tab, where you can assign a Default Engineer to the Quote/Contract.

You can also set Budgetary Costs such as Labour, Material, Travel, Overtime, etc.

Click the ‘Next’ button once the details are entered.

4. The next tab is the 'Notes and Attachments' tab, where any Notes and Attachments concerning the PPM Quote can be added.

Each individual Attachment and Note can be edited, deleted and marked as Public/Private as required.
Public — All notes and attachments can be view by Back Office users and Field Engineers
Private — Notes and Attachments can be view by Back Office users only.
(Please be aware that the maximum allowed file size of each attachment is 25MB).

Once the required Attachments and Notes are added, click the 'Create' button to create a New PPM Quote.

You will now be directed to the main 'Details' page of the new PPM Quote, where all the details of the PPM Quote can be reviewed. Should you wish to make any changes to the quote, you can do so by clicking the Edit button.

The system will auto-generate a new PM Number using the next available PPM Contract Number, to ensure the PM number is retained when the quote to upgraded to a contract.

Once the PPM Quote is reviewed, click the 'Complete' button, and a new set of options to Upgrade, Reject, Send and Share will be displayed.

These options can be used to update the status of the PPM Quote accordingly.

A list of all the PPM Quotes and their status can be viewed in the 'All PPM Quotes' section, by clicking the PPM dropdown within the left navigation pane.

In order to upgrade an accepted/approved PPM Quote, click the 'Upgrade' button at the top of the page and select 'Yes' on the Upgrade PPM Quote pop up window.

Once upgraded, a new PPM Contract will be created based on the details of the PPM Quote.

A list of all the PPM Contracts can be viewed in the 'All PPM Contracts' section, by clicking the PPM Dropdown, within the left navigation pane.

Further Support

For further information or assistance on the above contact our Support Team on 0800 326 5561 or email support@joblogic.com. Alternatively, our Account and Project Management teams can be reached by emailing accountmanager@joblogic.com or projectmanager@joblogic.com respectively.

Publishing Details

This document was written and produced by Joblogic’s Technical Writing team and was last updated on the date specified above. Be aware that the information provided may be subject to change following further updates on the matter becoming available. Additionally, details within the guide may vary depending on your Joblogic account’s user permissions.