Version	Author	Date
V1.00	Jay Mortlock	27.04.2007
V2.00	Jay Mortlock	03.12.2007
V3.00	Jay Mortlock	24.12.2008
V3.01	Jay Mortlock	09.11.2009
V3.02	Jay Mortlock	23.02.2010
V3.03	James Pickford	14.02.2013
V3.76	James Pickford	04.08.2014
V4.00	James Pickford	07.03.2016
V4.01	James Pickford	17.03.2016
V4.30	James Pickford	23.11.2016
V4.40	James Pickford	16.02.2017
V4.42	James Pickford	05.04.2017
V4.43	James Pickford	06.06.2018
V4.60	James Pickford	01.03.2019
V4.70	James Pickford	04.03.2019
V5.20	James Pickford	24.11.2020

1 Introduction

This is the general user guide to the CBRE Web Quote system. This system allows the quotation process to be made more efficient and automated between CBRE and its Customers.

Quotations can be created, accepted, queried, declined, cancelled, reinstated and audited from within a simple interface.

2 Users HomePage

2.1 Overview

All users have a similar homepage which is divided into 4 sections.

2.1.1 Header Section.

The left hand side of the section displays general information regarding the current user.

The right hand side of the section show links to the Change Details (See 4.2) and any other links to administrative pages that user has access rights to.

By default, only recent/open quotations relevant to the user will be shown in the grid. It is possible to view other quotations via the search function – this is initiated using the Full Quote History button (See 4.3).

CBRE Staff can create new quotations by selecting the New Quotation button (See 4.4).

Not all users have access to every field. This is dependent on the user’s access rights.

· Status – The current status of the quote, as shown by an acronym, or a colour code system.

o NEW – Quotation saved but not sent to the Customer.

o AR – Quote sent to the Customer, but no response sent to CBRE. The Quote is Awaiting Response.

o QRY – the Customer has queried the Quotation. Displayed in Orange.

o PSD – The Customer has paused the Quotation, e.g. when the budget is being reviewed

o ACC – the Customer has accepted the Quotation. Displayed as Green.

o DEC - the Customer has declined the Quotation. Displayed as Red.

o CXL – Quotation has been cancelled.

o REI – Quotation has been reinstated.

o WIP – Work is in Progress.

o CMP – Work has been completed.

o INV – CBRE has invoiced the work.

o FIN – Quotation is finished.

If the parent contract has internal approval enabled then CBRE users will be able to see the internal approval status of the quote

· Quote Ref – The unique web reference of the quotation.

· Date – The original date that the quotation was created, or the date it was sent if applicable.

· Customer – The name of the Customer that the quotation has been sent to.

· Contract – The Contract Number that the works are assigned to.

· Site – The Customer site that the quotation has been sent to.

· Type / Category – The quote type and works category. Quote type will be a general categorisation whereas works category will be specific to the customer.

· Description – The brief description of the works as specified on the quotation.

· Job (PJN) – Relevant to staff only. The CBRE job number and external CMMS job no are combined in this field but both are optional. The brackets are used to differentiate them.

· Customer PO – If the quotation has been accepted the Customer must add a Purchase Order Number. This field will be blank unless the quote has been accepted.

· Budget Type – This is a free-format field that can optionally be set by the customer at the same time as a PO for recording details of internal budgeting.

· Rating – Another free-format field but can only be set by CBRE

· Help Ref – The helpdesk Reference as specified on the quotation. This is a Customer’s internal helpdesk reference number and is added when the quote is created.

· Cost – The full cost of the quotation (excluding VAT).

· Cust. Contact – The customer contact associated with the quotation.

· Assigned to – The CBRE staff member assigned to the quotation.

· Date Acc. – The date when the quotation was accepted (if applicable)

· Viewed – The tick will show if the quotation has been viewed by the Customer. Visible to CBRE Staff only.

· C’F (Client Flag) –This is only applicable to certain customers and the exact meaning is something that would have been previously be discussed with CBRE. Checking/unchecking the tick box will immediately update the flag on the relevant quote and will be reflected in the Export to Excel function; there are no other implications within the WebQuote application itself. Staff users are not able to update the flag but can see it.

· View – View the quotation

· Update – Update the quotation. Visible to CBRE Staff only

· History – View the audit trail of the quotation.

Above the grid is a quick search facility which allows you to search within the grid. Enter some search text into the text box and click Search to apply the filter. The filter is saved until you log out or click the Clear button.

2.1.3 Customer Request Information

This grid shows all the unassigned Customer Requests that the current user has been alerted to. When a Customer Request has had a quotation generated from it, or a quotation has been linked to a request, then it is deemed as having become assigned. You can view all unassigned Customer Requests via the Full Quote History button (See 4.3).

· Date – Date the request was raised

· Contract – Contract that the request relates to.

· Raised By – The name of the person who has raised the request.

· Reference – A brief reference for the request.

· PJN – The external CMMS ID if applicable

· Description – The description of the request.

· Create Quote – Allows a quotation to be generated from the request. The quotation will have some of the fields defaulted from the request. This is visible to CBRE Staff only.

· Hist – Allows customer or staff users to enter comments regarding the request.

Customer users have the option to request a quote by selecting the Request Quote link (See 4.5).

2.2 Change Details

Select Change Details from the Homepage.

To exit the Change Details screen select Home from the website header.

See 6.1 for more details.

2.3 Full Quote History

Click the Full Quote History button from the Homepage. The Full Quote History screen is an expanded version of the Homepage (See 4.1) with additional search functionality.

2.3.1 Search Facility

To provide access to all quotations a search facility is provided. The screen is divided into two sections, Search Criteria and Sort Fields.

2.3.1.1 Search Criteria

These are the current search criteria:

· Status – Search by Quotation status. You can select multiple status types or ‘ALL’ will display every status type. You must select a status type otherwise you will receive an error.

· Customer – Search for a specific Customer. ‘[All Customers]’ will allow all results for every Customer that the user has access to.

· Site – This field allows the user to filter to individual Sites for a selected Customer. ‘[All Sites]’ will allow all results for the Customer selected, or if no Customer is selected, all Sites that the user has access to.

· Contract – Search for a specific Contract. ‘[All Contracts]’ will allow all results for the Contracts that the user has access to.

· Date From – Search from a specific Date.

· Date To – Search up to a specific Date.

· Reference – Search by Quote Reference.

· Type – Search by a specific Quote Type.

· Works Category – Search by a specific Works Category (if customer has these defined)

· Analysis Fields

o Division – Search for a specific Owning Division.

o Business Unit – Search for a specific Owning Business Unit.

o Area Manager – Search for a specific Area Manager.

o Contract Manager – Search for a specific Contract Manager.

· Search – Start the search.

· Reset – Reset the fields to ‘blank’.

If no search criteria are selected then all quotations will be returned. You can use multiple criteria. The more search criteria that is used the narrower the search results will become.

Tip: For improved database query performance as much search criteria should be added as is known.

2.3.1.2 Sort Fields

Sorting currently occurs by defining a Primary and Secondary Sort Field.

Primary – The Primary Sort Field. All valid fields from the quotation grid are shown and can be sorted in ascending or descending order. ‘[Select Field]’ will allow no sorting.
Secondary – The Secondary Sort Field. This field is only enabled if a Primary Sort Field is selected. All valid fields from the quotation grid are shown and can be sorted in ascending or descending order. ‘[Select Field]’ will allow no sorting.

2.3.2 Customer Requests - Include Assigned

For Customer Requests all unassigned Requests are automatically displayed. If you want to see all Customer Requests then tick the Include Assigned checkbox.

2.3.3 Export to Excel

Facilities are provided to allow the exporting of any search results (both Quotation and Customer Requests) to a CSV file (Comma Separated Values), which can be opened with MS Excel.

Click the Export To Excel button to save the CSV file. You will be allowed to either open the file or save it to disk.

2.3.4 Clearing Full Quote History Search

To exit the Full Quote History screen and restore the default quotes grid please select the Clear Search button.

2.4 New Quotation

Click the New Quotation button from the Homepage.

To exit the New Quotation screen select Home from the website header.

See 5.2 for additional details.

2.5 Request Quotation

Select Request Quote from the Homepage.

To exit the Request Quote screen select Users Homepage from the website header.

See 5.1 for additional details.

3 Quotations

3.1 Request Quote

Customer users are able to request a quotation at any time. The request is sent to CBRE Staff with the ‘ReceivesRequests’ user group privileges.

The Customer is required to complete an online form:

· Your Name – Defaulted from the Current User. This cannot be updated.

· Contract No – As the Customer may have multiple contracts you will need to select the contract that the request relates to.

· Customer Name – Defaulted from the Contract Selected. This cannot be updated.

· Your Email - Defaulted from the Current User. This cannot be updated.

· Reference – A short reference for the request.

· Your Comment – A full description of the works required.

· Attachments – You can optionally include one or more attachment files with your request. To add a file, click the browse button to search for a file then click Upload. You can repeat this process multiple times. Attachments can be deleted by clicking the red ‘x’ button. For security reasons, not all file types are permitted.

· Recipients – The CBRE Staff members who will be alerted to the request. These are defaulted from the Contract and show all CBRE Staff members with access to the Contract and are part of the ‘ReceivesRequests’ user group.

· Send – Send the Request to all the Recipients.

· Reset – Reset all the editable fields.

Note: Depending on your Email server, a situation may arise where an email will not be sent but the request will still be raised. The request will still be visible on the Homepage to both CBRE Staff and Customers but the email may fail. Unfortunately the Email server is out of scope of this software so the email failure should not block the raising of any requests.

3.2 New Quote

CBRE Staff Users are allowed to create Quotations, or it can be referred to as an estimate. Clicking this button will create a brand new quotation with only the minimal amount of fields defaulted.

The New Quotation screen, or estimate page, is divided into the following sections:

· Quote Information (See 5.2.1)

· Materials (See 5.2.2)

· Labour (See 5.2.3)

· Sub-Contractor (See 5.2.4)

· Totals (See 5.2.5)

· Additional Comments (See 5.2.6)

· Optional text (See 5.2.7)

· Attachments (See 5.2.8)

· Internal Approval Status

· Quote Viewing Buttons (See 5.2.9)

· Action Buttons (See 5.2.10)

All the above sections are required to create the new quotation. When creating the new quotation it is not sent to the Customer until you explicitly try to send it from the View Quote screens (See 5.4)

3.2.1 Quote Information

· Status – Current Status of the Quotation. When creating the quote it will always be ‘NEW’. This field cannot be edited.

· Contract No – The Contract that the quotation is for. The dropdown list displays all the Contracts that the current user has access to. When a Contract is selected the Customer associated with the Contract is defaulted. When changing the Contract in the dropdown list, the Customer name will change.

· Customer – The Customer that the quotation is for. The dropdown list displays all the Customers that the current user has access to (set by Contract access). The Contract dropdown list is filtered when the Customer is selected.

Tip: If the Customer selected is incorrect then clicking reset will reset the quotation and allow you to select the Customer.

· Site – The Sites that are valid for the Customer.

· Contact – The Contact for the Customer. This is the Customer User who will be the primary contact on the Quotation.

· CC’d – All other Customer Users who can be notified of the new quotation.

· Web Ref – This is the unique reference assigned to the quotation. This reference is only applied when the quotation is saved. This field cannot be edited.

· Quote Date – Defaulted to the current date, although it can be changed.

· Description – This should be a brief ‘title’ for the quotation. This field is limited to 50 characters

· Request Ref – Select any of the Customer Requests that you want to attach to the quotation. Note that for some contracts a request must be specified.

· Assigned To – The CBRE Staff member who has been assigned the quotation. The Assigned To staff member becomes the primary contact for the quotation. This is initially defaulted to the current user but can be changed to any other CBRE Staff User who has access to the Contract.

· Margin

o Materials – The default Materials mark-up as defined when the Customer is created. This can be modified at any time on the Quotation.

o Sub-Contractor - The default Sub-Contractor margin as defined when the Customer is created. This can be modified at any time on the Quotation.

Note: Changing the margin values will alter the quotation price if there are Material or Sub-Contractor costs.

· Insurance – The default insurance percentage applied to all quotes. This can be modified at any time on the Quotation.

· Overheads – The default overheads percentage applied to all quotes. This can be modified at any time on the Quotation.

· Helpdesk Ref – A Customer’s internal helpdesk reference number. This field is optional.

· Quote Type – A drop down list containing all the Quote Types.

· Category – A drop down list containing works categories. These are defined per customer and act as a more specific form of quote type.

· PO Number – The Purchase Order number as given by the client. This field is only displayed if a Purchase Order number has been added, or if the quote has been accepted.

· Budget Type – The client can optionally enter a text reference to be used for internal accounting/budgeting purposes.

· Rating – A free-text field that can be entered by CBRE

· CBRE Job – The CBRE internal Job No - this field is optional. Note that it is not possible to set this field for integrated contracts

· CMMS Parent Job No – The external CMMS key – it cannot be edited within WebQuote.

3.2.2 Materials

The Materials section displays a grid, which allows material charges to be added.

· Action Icons – Graphical icons that allow different actions to be performed on the materials described for that line of the grid.

o OK (Green Tick) – Click this icon to save the Materials line added.

o Cancel (Red Cross) – Click this icon to cancel the Materials line currently being edited. You will lose any changes made for that Material.

o Edit (Pencil & Paper) – Click this icon to edit the selected Material.

o Delete (No Entry) – Click this icon to completely remove this Material.

Note: These icons are not all visible at the same time. The visibility is dependent on the action being taken.

Tip: Hold your mouse over the icon to see the tool tip.

Tip: When adding a new Material type you must select ‘OK’ (Green Tick) for the item to be added and the costs calculated.

· Description – Free text field for the Material in question.

· Quantity – Number(s) of the Materials.

· Unit Cost – Cost per individual quantity for the Material.

· Materials – The total for that material (Quantity * Unit Cost). This cannot be modified except, by changing either the Quantity or Unit Cost of individual Material items.

· Sub-Total – The accumulative total of all Materials added. This cannot be modified except, by changing either the Quantity or Unit Cost of individual Material items.

· Margin – The Materials Margin % as specified in the Quote Information section.

· Total Materials – The total Materials cost (Sub-Total + Margin).

3.2.3 Labour

The Labour section displays a grid, which allows labour charges to be added.

· Action Icons – Graphical icons that allow different actions to be performed on the labour type described for that line of the grid.

o OK (Green Tick) – Click this icon to save the Labour line added.

o Cancel (Red Cross) – Click this icon to cancel the Labour line currently being edited. You will lose any changes made for that Labour type.

o Edit (Pencil & Paper) – Click this icon to edit the selected Labour type.

o Delete (No Entry) – Click this icon to completely remove this Labour type.

Note: These icons are not all visible at the same time. The visibility is dependent on the action being taken.

Tip: Hold your mouse over the icon to see the tool tip.

Tip: When adding a new Labour type you must select ‘OK’ (Green Tick) for the item to be added and the costs calculated.

· Engineer Type – A dropdown list containing all the Labour types available for the Contract as defined by the administrator. You must select one of these values.

Note: If amending an existing Quotation the Engineer Type may show [Obsolete] next to the Type selected. This means that the Engineer Type is no longer available for this contract. If you want to update the Quotation then you must change the Engineer Type.

· Hours – Hours scheduled to be worked

· Rate Type – A dropdown list displaying the five rate types.

o Mon –Fri(08:00 – 17:00)

o Mon –Fri(17:00 – 08:00)

o Saturday

o Sunday

o Bank Holiday

· Rate – The value is initially defaulted to the Customer Labour Default for the Engineer Type for the selected Rate, if defined, otherwise the CBRE default values are used. This field is modifiable and can be changed from the default value.

· Labour - The total labour charges (Hours * Rate). This cannot be modified, except by changing either the Hours or Rate of individual Labour types.

· Total Labour - The total Labour costs.

3.2.4 Sub-Contractor

The Sub-Contractor section displays a grid, which allows sub-contractor charges to be added.

· Action Icons – Graphical icons that allow different actions to be performed on the Sub-contractor charges described for that line of the grid.

o OK (Green Tick) – Click this icon to save the Sub-contractor line added.

o Cancel (Red Cross) – Click this icon to cancel the Sub-contractor line currently being edited. You will lose any changes made for that Sub-contractor charge.

o Edit (Pencil & Paper) – Click this icon to edit the selected Sub-contractor charge.

o Delete (No Entry) – Click this icon to completely remove this Sub-contractor charge.

Note: These icons are not all visible at the same time. The visibility is dependent on the action being taken.

Tip: Hold your mouse over the icon to see the tool tip.

Tip: When adding a new Sub-contractor charge you must select ‘OK’ (Green Tick) for the item to be added and the costs calculated.

· Contractors - Free text field for the Sub-contractor charge.

· Services – Sub-contractor cost for the grid item.

· Sub-Total - The accumulative total of all Sub-contractor charges added. This cannot be modified, except by changing the Services charge of individual Sub-contractor items.

· Margin - The Sub-contractor Margin % as specified in the Quote Information section.

· Total Services - The total Sub-contractor cost (Sub-Total + Margin).

3.2.5 Totals

The Totals section displays the cumulative charges for the Materials, Labour and Sub-contractor sections. These values are calculated form the grid items and can only be amended by changing the underlying Materials, Labour and Sub-contractor sections.

· Inclusive – If the Customer is inclusive then the totals will always display 0.

· Total (exc VAT) – Total Materials + Total Labour + Total Services

· Insurance – Insurance % (applied against Sub-total of Materials, Labour and Services, before Margin is applied)

· Overheads – Overhead % (applied against Sub-total of Materials, Labour and Services, before Margin is applied)

· Comprehensive – The default amount to be subtracted for this Customer. The comprehensive amount is included within the contract.

· Total (exc VAT) - Total Materials + Total Labour + Total Services + Insurance + Overheads - Comprehensive

· VAT @ % - VAT as charged at the current VAT rate. VAT is charged for the Total (exc VAT) + Insurance + Overheads. This is not currently shown.

· Total (inc VAT) - Total (exc VAT) + Insurance + Overheads + VAT @ %. This is not currently shown.

3.2.6 Additional Comments

Additional comments are compulsory when the quotation is first created. This comment is used for the audit trail event. The Additional Comments are displayed on the Quote, just below the totals.

3.2.7 Optional Text

This is a free text field that allows any additional comments to be added. Using this field is optional. The Optional text is displayed on the quote below the Additional Comments.

3.2.8 Attachments

Once a quote is saved it can have attachments added – these are shown in addition to any that were supplied by the customer if they originally created a request.

Anyone with access to the quote can view all attachments and add new ones. However, only staff users can delete or overwrite them

To add attachments select Browse. This will open a windows explorer window and will allow you to select a file to attach. When you have selected the file click the Add File button to upload the file. You can add multiple attachments to each quotation. For security reasons not all file types are permitted.

For staff users each attached file is shown with a red ‘x’ next to it – clicking this will delete the attachment

Tip: To view any attachment simply click on the name.

3.2.9 Internal Approval

For contracts that have internal approval enabled this section will display the approval status of the quote.

If the value of the quote exceeds what is shown by the Threshold field then internal approval will be required and the quote will need to be approved before it can be sent to the customer. As the quote is changed the Status field will update to indicate whether approval is currently required.

If approval is required then the Staff Approver field must be set – the select staff member must have access to the quote and cannot be the current user. When an approver is selected they will be notified by email. Note that the notification only occurs when they are selected rather than whether the quote value exceeds the threshold set at contract level.

3.2.10 Quote Viewing Buttons

Once the Quote has been saved you will be able to view the Quote in either the Full or Brief mode (See 5.4).

3.2.11 Action Buttons

Different action buttons are displayed depending on the status of the quote.

· Save Quote – any amendments to the quote need to be saved before other actions can take place. This is to ensure that the changes have been committed to the database and to stop any loses of data when visiting other screens.

· Approve Quote – only visible when applicable, see section below

· Reset – The Reset button will return the Quote to it’s previously saved state. You will lose any unsaved edits.

· Cancel Quote – See 5.5

· Reinstate Quote – See 5.6

· Send Reminder – See 5.7

3.2.12 Approve Quote Button

This option will only be given on contracts with internal approval enabled where the logged in user is a CBRE staff member designated as the approver for the current quote. The quote must be approved before it can be sent. Clicking the Approve button will give the option to approve and send the quote now (full/brief) or simply approve.

3.3 Update Quote

From the Quotations grid CBRE Staff Users can update the quote. This allows existing quotes to be edited and additional information to be added.

Updating the quote will show all the existing quote information. This information can be amended as shown when adding a New Quote (See 5.2)

3.4 View Quote

Once a CBRE Staff member has saved a quotation, it can be viewed. There are two types of quotation that can be ‘sent’ to the Customer, depending on which options are allowed. All Customers are defaulted to see only Brief quotes. To see Full quotes the administrator has to give the permission.

CBRE Staff Users:

Click on Brief Quote to see the brief quote.

Click on Full Quote to see the full quote

Click View from the quotations grid to see the quote in its sent format. If it has not been sent you will see the Full Quote version.

CBRE Customer Users:

Click View from the quotations grid. You will see the quotation in either the Full or Brief format dependent on the type select by the assignee of the quote.

3.4.1 Brief Quote

The brief quote shows amalgamated Materials, Labour and Sub-Contractor totals in the quotation details section. There will only be a maximum of three items in the details.

· Description – Either Materials, Labour costs or Sub-Contractor Services.

· Cost – An amalgamated cost for each category, including any Markup.

Any descriptions from the original Quote will not be shown

3.4.2 Full Quote

The full quote shows a complete breakdown of each item within the Materials, Labour and Sub-Contractor sections of the quotation. Each item, or cost, within these sections will be displayed. The maximum amount of items in the detail will be dependent on the number of chargeable items within the quote.

3.4.3 Quote Details

The quote is broken down into the following sections:

· Quote Contact Details (See 5.4.3.1)

· View Original Estimate (See 5.4.3.2)

· Quote Introduction (See 5.4.3.3)

· Quotation Detail (See 5.4.3.4)

· Additional Comments (See 5.4.3.5)

· Optional Text (See 5.4.3.6)

· Payment Terms (See 5.4.3.7)

· Attached Files (See 5.4.3.8)

· Audit Comment (See 5.4.3.9)

· Invoice Address (See 5.4.3.10)

· Status (See 5.4.3.11)

· Print (See 5.4.3.12)

· Send Quote (See 5.4.3.13)

· Customer Options (See 5.4.3.14)

3.4.3.1 Quote Contact Details

· Date – Date of the quotation

· Web Ref – The unique web reference

· CBRE Contact – The primary CBRE contact for the quotation. This contact will receive the alert emails sent dependent on the Customer actions taken.

· Phone – The CBRE Contact’s telephone number.

· Mobile - The CBRE Contact’s mobile telephone number.

· Email - The CBRE Contact’s email address.

· Contract No – The Contract number that the quotation has been raised for.

· Customer – The Customer for who the quotation has been raised.

· Site – The Site of the Customer for who the quotation has been raised.

· Contact – The Primary contact for the Customer. This user will receive the alert emails dependent on CBRE actions taken.

· Phone - The Customer Contact’s telephone number.

· Mobile - The Customer Contact’s mobile telephone number.

· Email - The Customer Contact’s email address.

· PO Number – The PO number as added by the Customer when accepting the quote. This field is only displayed if a PO exists.

The Quote Title is displayed prominently directly below the Contact Details. This is the brief description of the quotation.

3.4.4 View Original Estimate

By Clicking the View Original Estimate button you will see the original estimate and be able to update some of the fields. This button is only visible if the quote has been accepted and the user is a Staff user. Not all fields can be updated.

Fields that can currently be edited using this method are:

Job Number

3.4.5 Quote Introduction

The quote is addressed to the Primary Contact for the Customer. This is in the form of ‘Dear xxx xxx’.

The introduction for the quotation is configurable text that is set by the system administrator.

3.4.6 Quotation Detail

The detail of the quotation shows the works that are to be completed. The amount of detail is dependent on the quote type (Brief or Full) as selected by the CBRE Staff assignee.

· Job Type – Labour, Materials or Sub-Contractor. Only shown on Full Quote.

· Description – Full description of the Job Type. For Brief quotations a general descriptive term is used. For Full quotations the full description is used, as defined when the quotation was created. If the item is the Markup cost it will display the % in brackets.

· Cost – The cost for the Job.

· Total (exc VAT) – The cumulative total of all the costs excluding VAT.

· Insurance – The Insurance % (applied against Sub-total of Materials, Labour and Services, before Margin is applied)

· Overhead – The Overhead % (applied against Sub-total of Materials, Labour and Services, before Margin is applied)

· Inclusive – If the Customer is inclusive then the quote will show totals of 0.

· Comprehensive – The comprehensive amount for the Customer.

· Total (exc VAT) - The cumulative total of all the costs + Insurance + Overheads – Comprehensive amounts.

· VAT @ % - The VAT to be applied to the Total (exc VAT) + Insurance + Overhead. The VAT value is configurable and set by the system administrator. This is not currently shown.

· Total (inc VAT) - Total (exc VAT) + Insurance + Overhead + VAT @ %. This is not currently shown.

3.4.7 Additional Comments

Additional comments as supplied when the quote was created. Only CBRE Staff members can add this.

3.4.8 Optional Text

Optional text as supplied when the quote was created. Only CBRE Staff members can add this.

3.4.9 Payment Terms

This is the textual display of the Payment Terms for the Quotation. The Payment Terms for the quotation is configurable text that is set by the system administrator.

3.4.10 Named Approvers

For customers with multi-tier approval enabled it is possible for both staff and client users to define one or more people required to personally approve the quote before it will be marked as accepted.

Any named approvers already defined will be displayed in a table towards the bottom of the screen.

The named approvers can be edited by:

The quote main contact
Any staff user with access to the quote
Anyone already marked as a named approver

When editing approvers is possible an Edit link will be displayed above the table. Clicking it will show the Edit Approvers dialog.

3.4.11 Edit Approvers Dialog

The edit approvers dialog allows adding/removing/reordering of named approvers for the current quote. It is possible to add the following types of user as an approver:

A WebQuote customer user
A WebQuote staff (CBRE) user
A person who will respond via email without logging into WebQuote. Note that in some cases the allowed email domains may be restricted, e.g. a Gmail account may not be allowed.

If there are approvers already added they will be shown in the table in the top half of the dialog. The Order column shows the current order and has arrows for enabling approvers to be moved up or down where possible. The Options column has a button for deleting approvers who have not already approver and a button for editing email-only approvers.

After any changes have been made they must be confirmed before they will take effect. Click the Confirm Changes button to save or the Cancel Changes to discard the edits. The system will notify any approvers affected by the changes, e.g. if a person is now next in line they will be sent an email to ask them to approve.

Please note:

It is only possible to add a user once
If a person already has a WebQuote account they cannot be added manually as an email-only approver, please add them normally. WebQuote users will still have the option to approve by email rather than within the site.
Only manually entered email-only approvers can have names etc. edited
Approvers cannot be removed/reordered if they have already provided a response.

3.4.12 Audit Comment

CBRE Staff members are required to add an audit comment if they make any amendments to the original quotation. This ensures that a full audit trail is maintained. When the quote is first sent to the Customer the Additional Comments is used to populate the audit trail.

The Audit Comment is only visible to CBRE Staff Users.

3.4.13 Invoice Address

The Invoice Address for the quotation. The default for the Customer is used and is created by the system administrator.

3.4.14 Status

The Current Status of the Quotation is displayed along with the latest audit comment.

The Status display is only visible to CBRE Staff Users.

3.4.15 Print

See 5.10 for details.

3.4.16 Send Quote

Selecting the Send Quote button will send an alert email to the Customer making them aware of a new quotation.

The Send Quote button is only visible to CBRE Staff Users.

3.4.17 Customer Options

When a Customer views the quotation they will be presented with 4 options regarding how they wish to proceed with it. All options generate an alert email back to the CBRE Staff assignee advising them of the Customers decision.

The possible options are as follows:

· Accept Quote – Accept the quote (See 5.9.1)

· Query Quote – Query the quote (See 5.9.2)

· Decline Quote – Decline the quote (See 5.9.3)

· Additional Comments – Add additional comments (See 5.9.4)

The customer user must have been granted the right to accept or decline quotes or those options will not be shown.

3.5 Cancel Quote

Once a quotation has been created it can be cancelled.

The Cancel Quote button is only visible to CBRE Staff Users when selecting the Update link on the quotes grid. When cancelling a quotation you will need to complete the online cancellation form. This will generate an email alert that is sent to the Customer.

· Your Name – Current Users name. This field is modifiable.

· Customer Name – The Customer who the quote was raised for. This field cannot be modified.

· Contract No – The Contract that the quote was raised against. This field cannot be modified.

· Web Ref No – The unique web reference for the quotation. This field cannot be modified.

· Your Email – Current Users email address. This field is modifiable.

· Cancellation Reason – A cancellation reason must be supplied. This is a compulsory field.

· Cancel Quote – Click this button to cancel the quote. You will be asked to confirm your decision.

· Reset – Reset the fields to their original state. You will lose any edited values.

Note: Depending on your Email server, a situation may arise where an email will not be sent but the cancel request will still be actioned. The cancellation will be visible on the Homepage to both CBRE Staff and Customers, but no email alert will be received. Unfortunately the Email server is out of scope of this software so the email failure should not block the cancelling of any quotations.

3.6 Reinstate Quote

Once a quotation has been cancelled it can be reinstated.

The Reinstate Quote button is only visible to CBRE Staff Users when selecting the Update link on the quotes grid. When reinstating a quotation you will need to complete the online reinstatement form. This will generate an email alert that is sent to the Customer.

· Your Name – Current Users name. This field is modifiable.

· Customer Name – The Customer who the quote was raised for. This field cannot be modified.

· Contract No – The Contract that the quote was raised against. This field cannot be modified.

· Web Ref No – The unique web reference for the quotation. This field cannot be modified.

· Your Email – Current Users email address. This field is modifiable.

· Cancellation Reason – A reinstatement reason must be supplied. This is a compulsory field.

· Reinstate – Click this button to reinstate the quote. You will be asked to confirm your decision.

· Reset – Reset the fields to their original state. You will lose any edited values.

Note: Depending on your Email server, a situation may arise where an email will not be sent but the reinstate request will still be actioned. The reinstatement will be visible on the Homepage to both CBRE Staff and Customers, but no email alert will be received. Unfortunately the Email server is out of scope of this software so the email failure should not block the reinstatement of any quotations.

3.7 Send Reminder

A reminder email can be sent to the Customer provided that it hasn’t been Accepted, Declined or Cancelled.

The Send Reminder button is only visible to CBRE Staff Users when selecting the Update link on the quotes grid. When sending a reminder you will need to complete the online reminder form. This will generate an email alert that is sent to the Customer.

· Your Name – Current Users name. This field is modifiable.

· Customer Name – The Customer who the quote was raised for. This field cannot be modified.

· Contract No – The Contract that the quote was raised against. This field cannot be modified.

· Web Ref No – The unique web reference for the quotation. This field cannot be modified.

· Your Email – Current Users email address. This field is modifiable.

· Additional Comment – An additional comment can be supplied. This is not a compulsory field.

· Remind – Click this button to send a reminder.

· Reset – Reset the fields to their original state. You will lose any edited values.

Note: Depending on your Email server, a situation may arise where an email will not be sent but the reminder request will still be actioned. The reminder will be visible on the Audit Trail for the quote, to both CBRE Staff and Customers, but no email alert will be received. Unfortunately the Email server is out of scope of this software.

3.8 Send Quote

Click the Send Quote button from the quote grid to send an alert email to the Customer. Depending on which quotation view was selected (Brief or Full) will control which type of quote the Customer will receive. If the button is disabled, please ensure the quote has been approved internally.

Note: Depending on your Email server, a situation may arise where an email will not be sent but the quote will still be sent. The quote will be visible on the Homepage to both CBRE Staff and Customers, but no email alert will be received. Unfortunately the Email server is out of scope of this software so the email failure should not block the creation of any quotations.

3.9 Customer Options

When the Customer receives an alert email they will be able to make decisions on the quotation received by selecting one of the Customer Action buttons.

These buttons are only visible to customer users except in rare instances where a staff user has been added as a named approver.

3.9.1 Accept Quote

The process for accepting varies depending on whether the current customer/quote is setup to use multi-tier approval.

Most quotes will not have multi-tier enabled can be accepted directly by a single user with accept rights. Clicking the Accept button will prompt for the following:

· Insert Comments – A comment is required which will populate the audit trail for the accepted quotation event. This is a compulsory field.

· Insert Purchase Order No – The Customer is required to add a Purchase Order number. This is a compulsory field.

For quotes that do have multi-tier enabled the process is more complicated. Each named approver must click Accept and can optionally add a PO number but the quote will remain at the same stage. When the last approver accepts they must ensure a PO number has been added and enter a comment to be sent to CBRE – this will then mark the quote as accepted.

Note: named approvers cannot approve quotes in a different order to what has been previously decided.

Note: Depending on your Email server, a situation may arise where an email will not be sent but the quote will still be updated. The quote will be visible on the Homepage to both CBRE Staff and Customers, but no email alert will be received. Unfortunately the Email server is out of scope of this software so the email failure should not block the acceptance of any quotations.

3.9.2 Query Quote

If selecting Query Quote the Customer will be required to complete the following:

· Insert Comments – A comment is required which will populate the audit trail for the query quotation event. This is a compulsory field.

· Send Query – By clicking the Send Query to CBRE button you will query the quotation. An alert email will be sent to the CBRE Staff assignee.

3.9.3 Decline Quote

If selecting Decline Quote the Customer will be required to complete the following:

· Insert Comments – A comment is required which will populate the audit trail for the decline quotation event. This is a compulsory field.

· Send Decline – By clicking the Send Declination to CBRE button you will decline the quotation. An alert email will be sent to the CBRE Staff assignee.

For quotes set to multi-tier approval the approval process ends and any approvers further down the line will be unable to accept.

After declining it is still possible to reverse the decision by clicking the Accept button.

3.9.4 Pause Quote

The Pause Quote button will mark the quote as paused to indicate that a response cannot yet be provided. When pausing a reason must be given; please note that quotes are valid for a limited amount of time. A paused quote can be accepted or declined directly, or to return it to AR status click the Unpause Quote button.

3.9.5 Additional Comments

The Customer should use the Additional Comments button if they wish to add additional information to the quotation. Once the Customer has replied to the quotation they are not allowed to update its status until a reply has been received from the CBRE Staff assignee. By using Additional Comments the Customer can notify CBRE of any change of circumstances. The additional comment is stored in the audit trail.

If selecting Additional Comments the Customer will be required to complete the following:

· Insert Comments – A comment is required which will populate the audit trail for the additional comments event. This is a compulsory field.

· Send Query – By clicking the Send Comments to CBRE Managed Services button you will add additional comments to the quotation. An alert email will be sent to the CBRE Staff assignee.

Note: Depending on your Email server, a situation may arise where an email will not be sent but the quote will still be updated. The additional comments will be visible on the Audit Trail for the quote, to both CBRE Staff and Customers, but no email alert will be received. Unfortunately the Email server is out of scope of this software.

3.10 Print Quote

When Clicking the Print button it will ‘pretty print’ the quotation. The entire quotation page is not printed.

4 User Administration

4.1 Change Details

The Change Details screen is divided into 4 sections.

4.1.1 Personal Information

· UserName - The current users Username. This cannot be updated.

· Forename - This is a compulsory field that can be modified.

· Surname - This is a compulsory field that can be modified.

· Company Name(s) – one or more companies that the user is associated with. This cannot be updated.

· Email - Requires a valid email address. This is a compulsory field that can be modified.

· Telephone - The field can be modified but is not compulsory.

· Mobile - The field can be modified but is not compulsory.

Save Changes – Any changes made will be saved.

Reset – Reset any personal information to its original state, prior to any edits.

Should you require changes to any of the static information displayed then you will need to contact the CBRE support team.

4.1.2 Accessible Departments

This is a display only section to show the Departments that the current user has access to. As only Staff Users will have access to Departments, all Customer Users will see a message explaining that they do not have any access.

If you have any questions concerning the accessible Departments then please contact Support (See 7.1).

4.1.3 Accessible Contracts

This is a display only section to show the contracts that the current user has access to.

If you have any questions concerning the accessible Contracts then please contact Support (See 7.1).

4.1.4 Support

Allows access to the support sections of the site (See 7.1)

5 Support

Select Support to access the support screen.

· Support Telephone – The CBRE support hotline telephone number

· Support Email - Complete the online form to send any support questions to the CBRE Support team.

o Your Name – Defaulted from the logged in user. Can be updated. Compulsory field.

o Your Email - Defaulted from the logged in user. Can be updated. Compulsory field.

o Your Comment – The section where you can explain your issue. Compulsory field.

Click Send to send the email

Click Reset to clear the comments field and retrieve the Name and Email default values.

6 Security

6.1 Logon

How you log on to the system will depend on what type of user you are. For CBRE staff users, access to the site should be through the intranetlogon.aspx page to allow Windows credentials to be passed to the site automatically. All other users should log on to FMCloud first which will then grant access to WebQuote.

6.2 Change Password

It is advisable to change your password on a regular basis.

Since WebQuote itself does not store passwords, the user must change their password within FMCloud (client users) or Windows (staff users)