Quote Changes are adjustments or updates made to the initial job specifications based on client requests or project requirements. These changes originate from the quote produced for the client and are added as RFQ Items and Components from the price book. Effective management of these changes ensures that all modifications are accurately documented and integrated into the Job Specifications.
Understanding Quote Changes
Quote Changes added to quotes from the price book as RFQ Items and Components will appear in the job specification. If these items were linked to specific paragraphs and sections in the price book, they would be placed in those areas of the job specification and need to be edited accordingly. Items and components not linked to specific paragraphs or sections will be grouped into a special paragraph called "Other Quote Changes." These can be dragged to the relevant paragraph and section, or left in the "Other Quote Changes" section.
Viewing Quote Changes
To view Quote Changes in a Job Specification:
Access Job Specifications:
Navigate to the Jobs section on the sidebar.
Select Job Specifications from the expanded list.
Open the Relevant Job Specification:
Locate and select the job for which you want to manage Quote Changes.
View Quote Changes:
The list of Quote Changes is displayed at the bottom of the Job Specification screen, under all sections.
For each Quote Change, the following information is shown:
Name: The name of the item considered a Quote Change.
Description: A description and memo of the item considered a Quote Change.
Hide: Optional field to exclude the quote change from the job specification.
Moving Quote Changes
To move Quote Changes into the Job Specification as sections or clauses:
Select the Item:
On the list of other Quote Changes, locate the item you want to move.
Move as a Section:
Hover over the item, drag it to the appropriate heading under which you want to place it as a section.
Drop the item and click Process to save changes.
If needed, return the item back to Quote Changes by clicking the Move back to Quote Changes icon.
Move as a Clause:
Hover over the item, and drag it to the appropriate section under which you want to place it as a clause.
Drop the item and click Process to save changes.
If needed, return the item back to Quote Changes by clicking the Move back to Quote Changes icon.
Tip: Link items and components to specification templates to automatically place them under the correct paragraphs and sections.
Note: Moving quote changes is not required but is suggested. Items not moved will appear under a separate Paragraph called "Other Quote Changes" in the printed Job Specification.
Hiding Quote Changes
To hide specific items or the entire list of Quote Changes:
Locate the Item to Hide:
In the list of Quote Changes, find the item you want to hide in the Job Specification.
Hide the Item:
Check the box in the Hide column for the item you want to hide.
Click Process to save changes.
When hidden, the item will not appear under the Quote Changes heading in the produced Job Specification.
Note: If all items are hidden, the Quote Changes heading will not be shown in the Job Specification.
Previewing and Producing Job Specifications
Once Quote Changes have been managed, preview the Job Specification to ensure all changes are accurately reflected:
Preview the Job Specification:
Click the preview icon on the top right of the screen.
In the Link to Preview Job Specification form, click the link to open the preview file in a new tab.
Review the document for accuracy.
Produce the Job Specification:
After final edits, click Produce in the toolbar.
Click the link in the Link to Job Specification form to open the produced document.
Print the PDF for client review and signature.
By following these steps, you can effectively manage Quote Changes in Job Specifications within G.J. Software, ensuring all client requests and project updates are accurately documented and reflected in the final job specification document.