Contract Quotes

You can create contract quotes as a preliminary step in creating a contract. Contract quotes are the same as contracts, except they are not yet effective. Create and maintain quotes in Contract Quote Maintenance (11.5.1.1), which functions exactly like Contract Maintenance with the exception of one additional prompt.

A pop-up window displays the Release to Contract field. If you specify No to this prompt, the quote cannot be released until you change this field in Contract Quote Maintenance.

Just like contracts, you can create quotes in multiple ways:

• Enter them manually in Contract Quote Maintenance (11.5.1.1).

• Copy them from an existing quote with Contract Quote Copy from Quote (11.5.1.6).

• Copy them from an existing contract with Contract Quote Copy from Contract (11.5.1.7).

• Create them as part of renewing expired contracts with Renewal Process/Report (11.5.13.10).

When a quote is finalized, you can release it as an active service contract. Until released, it is only a working document and has no financial impact.

After you create a quote, you can release it to a contract using Contract Quote Release to Contract (11.5.1.5). To do this, Release to Contract must be Yes in the quote header.

You can release all lines on a quote to a contract, or release lines by range of end user. However, unlike sales quotes, you cannot release a line more than once. After release, the quote remains in the system until deleted.

When a quote is released:

• The system updates the quote with the contract number created.

• If the quote includes one or more preventive maintenance (PM) schedules for end users or lines, they are copied to the contract. If Create PM Calls is Yes in Contract Control, the system creates calls for the first scheduled PM visits.

A number of conditions cause errors during the release process:

• If any quote line overlaps an existing contract, the quote cannot be released. You need to fix the erroneous line before releasing the quote.

• A quote cannot be released if it has a non-blank Action Status.

• If Credit Hold Option is 2 in SSM Accounting Control and the customer on the quote is on credit hold, an error displays.

• If you defined the customer on the quote header or any end user on the quote as requiring a purchase order, one must be specified before the quote can be released.

• If the currency on the quote line is invalid or a valid exchange rate does not exist, it cannot be released.