Phase 2 – Training Guide - ComfortSite

Trane Technologies

Phase 2 – Training Guide IWD handout

Trane Technologies

5/10/2014

This document contains the list of all changes that are part of Siebel phase 2 rollout.

Phase 2 Training Guide

Confidential Page 1

Table of Contents 1. Need More Info ..................................................................................................................................... 2

2. Quote Search (Flat View) ...................................................................................................................... 4

3. Line Separator ....................................................................................................................................... 6

4. Ability for non-quote creator to update/work on a quote ................................................................... 7

5. FlexCalc ............................................................................................................................................... 10

6. Changes in creating/requesting Commercial Quote ........................................................................... 13

7. Other Miscellaneous changes ............................................................................................................. 15

7.1. Update Request .......................................................................................................................... 15

7.1.1. Remove Items ..................................................................................................................... 15

7.2. Case Insensitive search ............................................................................................................... 18

7.3. Deleting Multiple Items at the same time .................................................................................. 18

7.4. Cancel Quote ............................................................................................................................... 19

7.5. Auto emails ................................................................................................................................. 20

7.6. Project Location .......................................................................................................................... 20

7.7. Extended Price and Cost ............................................................................................................. 21

7.8. Display Names ............................................................................................................................. 21

7.9. Contact Email and Phone ............................................................................................................ 22


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1. Need More Info Currently, the pricing team does not have a way to return a quote back to the quote creator submitter

requesting for more information. From now on, a quote can be sent back by the pricing team without

approval (requesting more information)

When a quote is sent back by the Pricing team, then the

- Submitter of the quote will get an email notifying him/her about the same

- The “Need More Info” field in the quote will be set to Yes

The user can work on the quote and add additional details as requested by the Pricing team. The status

needs to be changed to “Pending Pricing Review” again to send it back to pricing for approval. When this

is done, the value in “Need More Info” will be set to Blank

Copy of Auto-email that will be sent to the quote submitter


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2. Quote Search (Flat View) The system has been modified to let users search on various quote attributes (based on both header and

items). i.e. now you can not only search quotes based on header attributes like Project name or status or

Cost Center but also item attributes like item name, Approved Sell Price or Qty.

1. Select sitemap

2. Choose Quote Item Flat View

3. Search on any quote or line item attribute.


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Only certain attributes are available by default. If you need to expose additional attributes, then click on

“Columns Displayed” options and select required additional fields based on which you need to search.

The search results can be exported to an excel sheet for further processing.


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3. Line Separator The users can now add a line separator (----) when entering line items. However, other line item attributes

like Price, Cost etc. will not be applicable to the line separator. This separator (----) will also appear in

proposals/agreements or contracts.

1. Create a new record in the line items

2. Enter --- and press TAB key. The line separator (-------) will automatically be populated

3. Use REODER feature to place this separator line anywhere you want


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4. Ability for non-quote creator to update/work on a quote In phase 1, any kind of quote update was restricted to only the person who created the quote. No other

person other than the quote creator could make any changes to the quote. This is now being changed

where the system will let authorized users in the IWD change the quote created by other users in their

office (cost center). There is a field in the quote call Quote Team that contains a list of all people that can

view/edit the quote. Addition/Removal of members into this Quote Team field can be done by the Quote

creator (only for their own quotes) or by the IWD admin (for any quotes specific to their Cost Center)

1. The quote creator should choose any quote that is present in their “My Quotes” screen in Pending

Submission status and click on the pop-up shown below. In case of Admin, they have the ability

to add any additional person to a quote (in both My and All Quotes screens)

2. When the pop-up opens, the user has to select the Query button on the left

3. Type the Last Name or the First Name or the IR id of person that you want to search. This search

feature is case sensitive. So please use appropriate Case to search


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a. If searching by Last Name or First Name, the first letter of the last name should be in

UPPER CASE

b. If searching by User ID, then entire id should be in UPPER CASE

These are shown below

Searching by Last Name

Searching by User ID

4. Click on the Go Button. The matching person will be displayed. Click on Add > button

5. Clicking on the arrow will add Chris Avery to the Quote Team. This means both Vance and Chris

can work/update the quote.


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6. Now click on OK to complete the process

7. Only select users will be provided the privilege to assign quotes from All Quotes screen. But

everyone can add additional person to a quote in their My Quotes screen


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5. FlexCalc FlexCalc is a functionality that allows the users to increase/decrease the Requested Sell price

and/Requested Buy Price, of all items in the quote or selected items, by a certain amount or by certain %.

1. Click on the Flex Calc button in the Quote Line items screen (form where you usually add or modify

line items and update price)

2. Click on the Flex Calc button in the Quote Line items screen. The following pop-up appears

3. You need to select/enter values in 3 of the 4 field available fields in the pop-up

a. Type This fields lets the user choose if the increase of decrease should be applied to

all items for the quote or only selected models (i.e. models belonging to a price family or

system)

i. If “All Items” option is selected, then FlexCalc functionality will change the

Requested Sell Price of all items in the quote based on the value you enter in

the modifier or Amount ($)

ii. If “Selected Items” option is selected, then FlexCalc functionality will change

the Requested Sell Price of only those selected items in the quote based on

the value you enter in the modifier or Amount ($). To make the “Selected

Items” option work, please make sure you select few items in the quote prior

to choosing the Flex Calc button.

You can choose few of the items in the Quote by holding the SHIFT KEY +

clicking on the line items you want to select (OR) by holding the CTRL KEY +

clicking on the line items you want to select



b. Choose This lets the user choose the exact field on which the FLEXCALC functionality

should be applied. For IWDs, the only available fields are Req. Sell Price (Requested Sell

Price) and Req. Buy Price. You can choose only one field at a time (not both fields)

If you want FLEX CALC to work on both fields, then you will have to first apply the change

on field 1 (say Re. Sell Price) and then repeat the process for Req. Buy Price.

c. Modifier The user has to enter a % that the system will use to apply on the Req. Sell

Price.

i. For example if you want to increase the Req Sell Price on all Items by 5%, then

you need to type 1.05.

ii. If you need to decrease the Req Sell Price by 15%, then you need type 0.85



d. Amount The user can enter an amount (in USD) to increase or decrease the Requested

Sell price

i. For example if you want to increase the Req Sell Price on all Items by 10 USD,

then you need to type 10

ii. If you need to decrease the Req Sell Price by 15, then you need type -15

(remember to type the – sign)

The user can enter a value either in Modifier or Amount. If a value is entered in Modifier, then the Amount

field will not be editable. Similarly, if a value is present in Amount then the Modifier field will not be

editable to the user.

4. After entering all fields, please choose “Calculate” button to apply the changes to either All items

or Selected items.

Tips:

a. If “Selected Items” option is chosen (assuming that few items have been selected some items

prior to clicking on Flex Calc) then the system would apply the increase/decrease in the Req. Sell

Price field. Once the line items are changed, the system will still retain the same set of line items

in the screen so that you can make further changes (if needed). If no other changes are needed,

please click on the “Re Calculate” button to refresh prices on the line items

5. After all changes are done, please click RECALCULATE button to refresh all prices.



6. Changes in creating/requesting Commercial Quote In Phase 1, when creating a new Commercial quote, the Requested Sell Price and Requested Buy Price

were supposed to be entered as part of the NOTES section. From now on, the users are mandated to enter

the Req Sell Price and Req Buy Price in the Quote Header section (As below). This represents the Total Req

Sell Price and Total Req Buy Price of the entire quote/job.

If the Req. Sell Price (at the header as highlighted above) is not entered, then the below error pop-up is

displayed to the user. Similarly, if the Req. Buy Price is not entered, then a corresponding error message

would be displayed.

1. The rest of the process/steps to complete and submit a commercial quote to Pricing team for

review remain the same. Only the part where the Total Req Sell Price or Buy Price is entered has

changed.

2. The Total Approved Sell/Buy Price would be automatically updated based on the amount

approved by the pricing team

3. The system will provide you the ability to change the price at the line item. If you do change the

price against one or more line items, then the system will automatically update the Total Req Sell

Price amount in the quote header – but only in the below scenarios

a. Business Segments is Residential (OR)



b. Business Segment is Commercial AND Quote Type = Matrix Quote

The Total amount in the header will NOT be updated (even if there is a change to price against

line items), if the Business Segment is Commercial AND Quote Type is NOT Matrix Quote



7. Other Miscellaneous changes Listed below are few miscellaneous changes that have been done in the system

7.1. Update Request

The update request screens have been redesigned to make it simple for the users to understand. If you

have any questions, please click on the “CLICK HERE” adjacent to the “Need Help” button.

7.1.1. Remove Items

A new option in Update Requests called “Remove Line Items” has been added. When this option is

selected, the user can remove/delete one/more line items from a quote.

1. Click on Update Requests screen

2. Create a new request and choose type as “Remove Line Items”

3. Choose the quote for which items need to be removed

4. Select items to be removed as shown below

5. Click on Submit request button to let the system process your request

6. A new revision would be created with required “item removal”

7. This would have to be approved by the Pricing team

This screen shows the “Remove Items” request being created.



Navigate to the section which says Remove Items and click on the button to display the pop-up. This pop-

up would help in selecting one or more items that need to be removed from the quote.

If you want to remove, 4TTR4024L1000B– then Click on Query button (inside the pop-up)



Then type 4TTR4024L1000B

Click on GO Button. The item is displayed.

Click on Add > button. The item is moved to the right side of the window.



If you want to add more models, repeat the above process. Finally click on the OK button (do not click

on Cancel)

Note: If you want to add multiple models belonging to the same PRICE FAMILY, you can do so by searching

on a certain price family to avoid repetitive searches (for example Price Family 4TTB3)

The Remove button helps you remove the items from the selection. Similarly Remove All removes all items

from the selection at the same time using a single click/command.

7.2. Case Insensitive search

Based on user feedback from phase 1, the system has been modified to allow case insensitive search. The

following fields can be searched irrespective of UPPER or lower case

b. Item Name

c. Agreement #

d. Project Name

7.3. Deleting Multiple Items at the same time

The system has been modified to let the users delete multiple line items at the same time using the Delete

button. Earlier, only 1 item could be deleted at a time.

To delete multiple items at the same time, you can use the following options.

- If you want to delete all items present in the quote, then hold CTRL + A buttons together to select

all items



- If you want delete only selected items, then select a record using the mouse. For selecting 2nd, 3rd

records and so on, hold down the CTRL key and select those records using the mouse. This would

help you in selecting multiple items that may/may not in sequence

When required items are selected, click on the Delete button. The system would pop-up the below

message. Click OK to delete selected items (or) click Cancel to abort the Delete operation.

Click on OK to delete all selected items.

7.4. Cancel Quote

When a user tries to cancel a quote, then a pop-up will be displayed to get a confirmation. If the user

clicks on OK, then the quote will be cancelled. If CANCEL option is selected, then the quote will NOT be

cancelled.



7.5. Auto emails

The text in auto email has been modified to include the Dealer Name. Example is given below. IN case of

the IWD, the IWD dealer would be present in the auto email.

7.6. Project Location

The Project Location field (Called Location and present below the Project Name field) has been made

mandatory. Quotes cannot be saved or submitted without



7.7. Extended Price and Cost

New fields have been added against the quote line items to display the EXTENDED PRICE/COST of every

time and also the GRAND TOTAL. The Extended Req Sell Price and the Extended Req Buy Price in the Quote

header section will always be the same as the value in the GRAND TOTAL (for Residential Quotes and

Commercial quote of Type MATRIX Quote).

7.8. Display Names

The system used to display USER LOGIN IDs (instead of Full Names) against fields like Current Owner,

Accepted By, Activated By, Approved by etc. This was not user friendly and always required the user to

look up the names of the user using the IR/Login ID.



Contact Email and Phone

From now on, the system will record the contact email and phone # of the person creating/submitting the

quote. This will help the pricing team to contact the correct person if there are any questions or

clarifications regarding the quote.

Documents

Phase 2 – Training Guide - ComfortSite