Metis Documentation - User contributions [en]

File:MetisSmartModelingVersionsProfileDiagram.PNG

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Editing the Prices

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The Smart Quotes user can configure further his/her offer based upon the results of the automatic calculation.

Clicking on the ''Pricing'' button of the '''Price''' menu opens the the '''Price Editor''' window. The '''Price Editor''' window contains the basic pieces of information displayed in the [[Description of the Menu Price|Price menu]], as well as additional buttons, rows and columns, as shown in the following example:

[[File:MetisSmartQuotesPriceEditorMainWindow.png|center|850x750px]]

The availability of some buttons, columns or features depends upon the rights granted by the administrator.

Above the table, the following buttons can be found:

* Reset Prices: to set the cost and sales prices back to their default values (i.e. the official prices). Depending upon the selected row, it is possible to reset the prices of several positions at the same time. If a position is selected, the prices of the position are set back to its default values. If the "Sub Total MAT" row is selected, all the material positions are set back to their default values. If a section is selected, all the positions are set back to their default values, etc. Please note that the discounts in [%] remain applicable, no matter what at which level the discount has been defined.
* Add a Discount: to add a discount at the offer, system or sub-system levels. This button is visible only when the offer row or a system/sub-system row is selected. This feature is described in details below.
* Cost View / Customer View / Section view: a drop-down list to display the positions either by the section to which they belong to (the Section view), by the cost group to which they belong to (the Cost view) or by another structure that has been defined by the Smart Quotes user (the Customer view). The default view is the section view.
* Factor: to select a price factor to be applied on all the positions.

The main table may consist of the following columns:

* Admin Lock: it indicates the positions that cannot be edited. The prices of such positions are locked. A discount is not applied to a locked position. This column is not editable by the Smart Quotes user.
* User Lock: this feature is similar to the "Admin Lock" functionality. The difference is that the Smart Quotes user can select / unselect the positions to be locked.
* Description: it shows the designation of the items (offer, system, subsystem, section, level, etc.).
* Order No: it shows the order number (i.e. the main reference) of each position.
* Second ID: it shows the second reference of each position.
* Qty: it shows the quantity of each position or system / subsystem. The position's quantity may be edited if the system is in Export mode or if the position has not been added to the material list via the automatic calculation.
* Cost Price: it shows the unit cost price of each position or the sum of the cost prices.
* Sales Price: it shows the unit sales price of each position or the sum of the sales prices.
* Gross margin: it shows the gross margin of each position if the position has a unit cost and a unit sales price.
* Discount [%]: it shows the discount that has been defined at the offer and system / sub-system levels.
* Discount Level [%]: it shows the discount that has been defined at the Sub Total MAT, Sub Total SRV or section level (if in section view - otherwise the section is a cost group if in Cost view or a hierarchical level if in Customer view).
* Discount Item [%]: it shows the discount that has been defined at the position level.
* Total: in this column are shown net total amounts at various levels (offer, system, subsystem, section, etc.).
* Margin: in this column are shown the margin at various levels (offer, system, subsystem, section, etc.) if the cost price piece of information is not empty.
* Markup: in this column are shown the markup at various levels (offer, system, subsystem, section, etc.)

Below the main table, a ''Collapse All'' and an ''Expand All'' button is available to reduce or expand to contents of the main table.

== Edition of the Prices ==

A cell with a green background means that the cell is editable. The editable cells depend upon the rights granted by the administrator.

An edited value appears with a blue font.

The cells of the ''Price Editor'' window have a limit of characters. The smart Quotes user can type in values in each of the editable cells but within the following limits. If a value is too large to be entirely displayed in a cell, "+++++" is shown instead, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuValueTooLarge.png|center|850x86px]]

If necessary, hover the mouse over the cell to see the full value.

When a value is defined at a topmost level (i.e. offer, system / subsystem, section or hierarchical level), Smart Quotes performs a calculation to distribute the discount amongst the material and services positions of the material list. Smart Quotes may round up the value to the nearest higher or lower value due the price recalculation result. The same logic applies if a total net sales price, a margin or a markup is edited.

{{Note
| It is possible to type in negative values.
}}

When a value is typed into the "Discount Level [%]" cell, the value is not kept in that cell. It is automatically applied and displayed on the corresponding and underneath positions, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDiscountOnSectionStep1.png|center|850x238px]]

[[File:MetisSmartQuotesPriceMenuDiscountOnSectionStep2.png|center|850x238px]]

It is possible to lock the prices of one or several positions. In the main table, the Smart Quotes user can click on a green cell in the ''User Lock'' column. This prevents any modification to be applied to the position(s).

The Smart Quotes user can also choose to lock the prices at any level (position, sub Total MAT, sub Total SRV, section, system etc.).

Examples:
* a section has been locked: all the material and services positions part of the section are no longer editable and their prices are not recalculated (e.g. if a discount is defined at a higher level such as the system level - the discount is applied on the other unlocked positions).
* the sum of the material positions (Sub Total MAT) of the system: all the material positions part of the system are no longer editable and their prices are not recalculated (e.g. if a discount is defined at a higher level such as the offer level - the discount is applied on the other unlocked positions).

When a system / sub-system or an offer is selected, the ''Add a Discount'' button appears. Clicking on this button opens the '''Discount''' window, as shown in the following examples:

[[File:MetisSmartQuotesPriceMenuDiscountWindow.png|center]]

A discount can be given in figure (in the currency of the offer) or in percent for:
* material positions only
* services positions only
* material and services positions

If the discount is applied at the offer level, it is dispatched on all the positions within the offer. If the discount is applied at the system / sub-system level, it is dispatched on all the positions of the corresponding system / sub-system.

{{Note
| If the offer or system contains no service positions and that the Smart Quotes user adds a discount on services positions only, the calculation result may be inconsistent.
}}

Several discounts can be defined as shown in the following example:

[[File:MetisSmartQuotesPriceMenuWithDiscounts.png|center|850x750px]]

The discounts appear between two "Sub Total MAT" / "Sub Total SRV" blocks. The "Sub Total MAT" / "Sub Total SRV" block below the discounts contains the totals before the application of the discounts. The "Sub Total MAT" / "Sub Total SRV" block above the discounts contains the totals after the application of the discounts.

Discounts appear with a default text. Double-clicking on the description cell of a discount opens a window as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDiscountDescription.png|center]]

The Smart Quotes user can type in his/her own text for the discount, in all available languages.

When a discount is selected, the ''Delete a Discount'' button appears instead of the ''Add a Discount'' button, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDeleteDiscount.png|center|850x331px]]

If the ''Delete a Discount'' button is pressed, the discount is automatically deleted without any confirmation message.

When more than one discount have been created, an up and down arrows appear next to the ''Delete a Discount'' button, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDeleteDiscount.png|center|850x331px]]

Discounts are cumulative and their creation order is important for the calculation. By default,the order in which the discounts have been created is taken into account for the calculation. However, the Smart Quotes user can change the order in which the discount must be applied using the arrows. The offer prices are automatically updated as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDiscountOrderChanged.png|center|850x331px]]

At anytime, the Smart Quotes user can change the view. Editions made in one view are carried over to the other view(s). This means that, for example, if a 12% discount is given to a position while in customer view then, an 15% discount is given to the same position while in section view, the position shows an 15% discount in both views.

For example, a 12% discount has been defined while in Customer view, for the position under the hierarchical level named "010 First Floor", as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDiscountCustomerView.png|center|850x750px]]

When switching to the section view, the discounts remain applicable although the positions are in various sections, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDiscountSectionView.png|center|850x750px]]

However, if a discount is defined while in section view, this discount supersedes the discount defined while in the customer view.

For example, a 15% discount has been defined for the position under the section named "Software", as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDiscountSectionViewEdited.png|center|850x750px]]

When switching back to the customer view, some positions have a 12% discount and others have a 15% discount due to the last change made while in section view, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuDiscountCustomerViewEdited.png|center|850x750px]]

{{Tip
| If several positions are selected (and only positions), an edit icon appears near the drop-down list as shown in the following example:

[[File:MetisSmartQuotesPriceMenuEditIcon.png|center|850x528px]]

Clicking on this icon opens the '''Edit Items''' window as shown in the following example:

[[File:MetisSmartQuotesPriceMenuEditItems.png|center]]

The Smart Quotes user can edit the sales price, the margin, the discount and the cost price of several positions at a time.
}}

{{Tip
| Upon right-clicking on the header cells, two or three additional options may be available as shown in the following example:

[[File:MetisSmartQuotesPriceMenuRightClickOptions.png|center]]

The available options vary depending upon the cell. The Smart Quotes user can, for example, copy a column to the clipboard or expand the contents of the cells over several lines.
}}

== Important Notes about the Pricing ==

The prices displayed to the Smart Quotes user depend mainly on the [[Description of the Menu Project#Creating an Offer | offer price category]] that has been selected. However, several other settings may have an impact on the displayed prices. Some settings depend upon the administrator and others depend upon the Smart Quotes user.

An administrator may define a discount at the version level and use this value to automatically determine the cost price of the positions. If enabled by the administrator, the original cost price of the position is calculated based upon the current sales price of the position to which, the discount at the version level is applied.

Example:

* Sales Price = 100 EUR
* Version discount = 5%
* Cost Price = 95 EUR

An administrator may enable the Smart Quotes users to define to discount and a margin to be automatically applied on some positions, as shown in the following example:

[[File:MetisSmartQuotesPriceSegmentPriceTab.png|center|650x400px]]

In the ''Segment Price'' tab, a list of segments appears. Positions are linked to segments by the administrator. When a discount and a margin are defined for a segment, they are applied to positions belonging to the segment.

The official sales and cost prices are calculated as it follows:

* New Cost Price = Official Sales Price*(1-discount[%])
* New Sales Price = New Cost Price/(1-Margin[%])

Therefore, it is important to define a discount and a margin to obtain consistent prices. The following table provides some results depending upon the Smart Quotes user inputs:

[[File:MetisSmartQuotesPriceSegmentPriceCalculationExamples.png|center]]

{{Note
| The settings that Smart Quotes users define are strictly applicable to themselves only. Therefore, when two or more different users are working on the same offer, they may have different prices and totals due to differing definitions of discount and margin percentages.
}}

An administrator may define a minimal margin threshold. If the Smart Quotes user types in a value below this threshold in the margin column, the value appears in red font.

An administrator may define a maximal discount that the Smart Quotes user can give to the total amount of the material positions or to the total amount of the service positions.

An administrator may define some discounts applicable per customer (or address). If in the offer the corresponding customer (or) address as been selected as well as the corresponding offer price category, the discounts are automatically applied.

An administrator may define that, if the price of a position is edited or if a discount is given to that position, the changes are reflected automatically on all the instances of that position within the material list (i.e. positions with the same order number).

An administrator may define some price factor and made them available to the Smart Quotes user, as shown in the following example:

[[File:MetisSmartQuotesPriceFactor.png|center|850x211px]]

Upon selection of a factor, the gross sales price of the positions is automatically recalculated according to the factor defined by the administrator.

An administrator may define that the price of a position depends upon its quantity or a certain monetary amount. Examples:
* If the quantity of a position is < 5, the price per unit is 200 EUR. If the quantity is < 10, the price per unit is 195 EUR, and so on.
* Or, if the offer total amount reaches a total price of 2 000 EUR, a 1% discount is automatically applied. If the offer total amount reaches 20 000 EUR, a 5% discount is automatically applied, and so on.

An administrator may enable the Smart Quotes user to define a price factor for the [[Description of the Edit Material List Features#Attributes | attributes]] of a position. The price factor has an influence on the sales price and/or the cost price of the position.

An administrator may enable the Smart Quotes user to define their [[Description of the Menu Setup#Exchange Rate | own exchange rates]]. The exchange rates that Smart Quotes users define are strictly applicable to themselves only. Hence, another user opening the same offer may see different prices.

An administrator may give different rights on the available price categories to the Smart Quotes users. If a user opens an offer with a price category that he/she is not authorised to use, the prices are not visible.

File:MetisSmartQuotesPriceSegmentPriceTab.png

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File:MetisSmartQuotesPriceSegmentPriceCalculationExamples.png

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File:MetisSmartQuotesPriceEditorMainWindow.png

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Description of the Menu Price

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The '''Price''' menu allows the Smart Quotes user to see the result of the configuration made in the [[Description of the Menu Design | Design menu]]. Once a system or a subsystem has been configured via the modeling masks, Metis Smart Quotes launches the calculation process when the Smart Quotes user clicks on the '''Price''' tab. The calculation consists in executing the modeling rules to automatically add, for each system and/or subsystem, the necessary positions with their prices.
However, in this menu, the Smart Quotes user can configure further his/her offer based on the results of the automatic calculation. The Smart Quotes user can modify the list of material and service positions as well as the prices.

{{Note
| In the case where a system has one or more sub-system(s), there may be some interactions between the sub-system(s) and the system about the modeling data, as shown in the following example:

[[File:MetisSmartQuotesCalculationUnauthorizedSystem.PNG|center]]

Both sub-systems transfer modeling data to the system. The modeling data is taken into account for the calculation of the prices and of the material list of the sytem.
However, if a Smart Quotes user does not have the right to use a sub-system (e.g. sub-system B), the calculation of the prices and of the material list of the system and of the sub-system is not performed. But if a Smart Quotes user does not have the right to use a system, the calculation of the prices and of the material list of the system and of the sub-system is performed.
}}

The contents of the '''Price''' menu can be divided into the several parts, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuMainWindow.png|center|850x750px]]

Under the '''Price''' tab, the following buttons are available:

* [[Editing the Material List | Material List]]: to perform changes to the material list contents or its structure.
* [[Editing the Prices | Pricing]]: to edit the price at various levels.
* [[#Services | Services]]: to configure the services required for each system or subsystem using a modeling mask similar to the one(s) in the [[Description of the Menu Design | Design menu]].
* [[#Freeze Prices | Freeze Prices]]: to freeze / unfreeze the prices of the positions of the material list.
* [[#More | More]]: to access to additional features.
* Section View / Cost View / Customer View: a drop-down list to display the positions either by the section to which they belong to (the Section view), by the cost group to which they belong to (the Cost view) or by another structure that has been defined by the Smart Quotes user (the Customer view). The default view is the Section view.

Under the buttons area is the main part of the '''Price''' window. This part contains a table with all the positions included in the offer.

The content of the table is structured in the following way:

:1. Offer Name
:: 1.1. System Name
::: 1.1.1. Section (in the case of a cost or section view) or level (in the case of a customer view)
:::: Position A
:::: Position B
:::: Position C
::: 1.1.2. Section or level
:::: Position D
:::: Position E
:::: Position F
:: 1.2. Subsystem Name
::: 1.2.1. Section (in the case of a cost or section view) or level (in the case of a customer view)
:::: Position G
:::: Position H
:::: Position I
::: 1.2.2. Section or level
:::: Position J
:::: Position K
:::: Position L
:::: etc.

:2. The [[Description of the Menu Project#Creating an Offer | tax model(s)]] applicable to the offer
:3. The offer total amount

The table consists of the following columns:

* Description: it shows the designation of the items (offer, system, subsystem, section, level, etc.).
* Order No: it shows the order number (i.e. the main reference) of each position.
* Second ID: it shows the second reference of each position.
* Qty: it shows the quantity of each position or system / subsystem.
* Sales Price: it shows the unit sales price of each position.
* Total: in this column are shown total amounts at various levels (offer, system, subsystem, section, etc.).

In the ''Description'' column, an icon precedes the designation of the item to distinguish them more easily. In addition to the offer, system and subsystem icons described in the [[Description of the Menu Project | Project menu]], various types of icons may appear.

First, the sections or levels are highlighted with a salmon background. The correspnding icons are as it follows:

{|style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5"
!style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | Icon
!style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Description
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSectionIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Section (for the Cost or Section View)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 0 0" | [[File:MetisSmartQuotesLevelIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 0 0" | Level (for the Customer View)
|}

The icons that may appear in front of a positon are described in the [[Media:20150202_Metis_Positions_Icons.pdf|attached document]].

The main types of items are the following ones:

* Material,
* Service,
* Compound (also known as BOM),
* Aggregate,
* Text.

Items can come from the following main sources:

* Position automatically added further to data inputted in the configuration mask(s),
* Position manually added from the material list editor,
* Position manually copied and pasted from a material list (e.g. '''Price''' menu or '''Edit material List''' window) or an Excel sheet,
* Position added from a third-party tool such as an external configurator. Please note that these positions do not have a specific icon. They are considered as material or service positions.

A position can have various statuses. Some of the possible statuses include the following ones:

* Active,
* Inactive or non-existent (e.g. a position returned by a third-pary tool but that does not exists in the Metis database),
* Deleted,
* Unauthorised,
* Optional.

Next to the '''Total''' column, an additional column appears with the product information ([[File:MetisSmartQuotesProductInformationIcon.PNG]]) icon. Clicking on it opens the [[Editing the Material List#Adding a Position from the List|Product Information window]].

Below the table, additional buttons are available, as shown in the following example:

[[File:MetisSmartQuotesPriceMenuMainWindowBottom.png|center|750x86px]]

Two buttons allow the Smart Quotes user to collapse or expand the entire contents of the table.

A ''Copy'' button allows the Smart Quotes user to copy some positions directly from the '''Price''' menu. To paste them, the Smart Quotes user must be in the [[Editing the Material List | Edit Material List window]].

Depending on the system(s) contained in the offer, the text '''At least one system must be validated''' may appear. This indicates that the configuration of the system must be controlled by an external application or by a supervisor. Clicking on this text opens a '''System validation''' window, as shown in the following example:

[[File:MetisSmartQuotesPriceSystemValidationWindow.png|center|700x550px]]

This window displays the systems to be validated. Double-clicking on a system allows the Smart Quotes user to be redirected to the actual validation stage (e.g. the window to launch the validation via the third-party tool).

== Editing the Material List ==

The features available upon clicking on this button are described in a [[Editing the Material List | separate section]].

== Editing the Prices ==

The features available upon clicking on this button are described in a [[Editing the Prices | separate section]].

== Freeze Prices ==

The ''Freeze Prices'' button allows the Smart Quotes user to freeze the prices of the positions from the material list. Upon clicking on this button, a pop up window appears to confirm the action. Once confirmed, the date at which the prices were frozen appears, as shown in the following example:

[[File:MetisSmartQuotesPricesFrozen.png|center|750x99px]]

This means that if the prices of the positions are updated by an administrator, the updated prices are not applied when the offer is re-calculated. This is valid only for the positions present in the material list at the time the prices were frozen.

If a position with frozen prices is copied / pasted or added again via the [[Editing the Material List | material list editor]], it receives the frozen prices, not the up-to-date prices if they have been edited by an administrator.

To cancel the frozen prices feature, the Smart Quotes user must click on the ''Frozen: DD.MM.YYYY'' button. A pop up window appears to confirm the action.

Once confirmed, the next time the offer is recalculated, the position prices are retrieved from the master database and updated if changes have been made by an administrator.

== Services ==

The ''Services'' button allows the Smart Quotes user to define the services to be offered for each system or subsystem present in an offer.

Clicking on the ''Services'' button opens the ''Services'' window, as shown in the following example:

[[File:MetisSmartQuotesPricesServicesWindowOnMask.png|center|700x550px]]

The window and its principle are very similar to the [[Description of the Menu Design | Design menu]].

On the left, a table shows all the systems or subsystems present in the offer. Under each system or subsystem are displayed the service models ([[File:MetisSmartQuotesServiceModelIcon.PNG]]) that have been defined by the administrator or selected by the Smart Quotes user in the properties of the [[Description of the Menu Project#Adding a System | system]] or of the [[Description of the Menu Project#Adding a Sub-system | sub-system]].
Finally, the masks or the group of masks that have been linked to each service model are displayed.

Once a mask or a group of masks has been selected, its content is shown on the right.

The Smart Quotes user can then configure the services to be offered for each system with the help of the configuration mask(s).

{{Tip
| Some masks may appear with an information icon ([[File:MetisSmartQuotesHelpFileInfo.PNG]]) in the bottom left corner of the mask. Also, some texts within the mask may appear underlined with a blue font. This means that further help exists for the user to configure the system / subsystem. This help can be accessed by clicking on the text or the icon.
}}

Before closing the '''Services''' window, make sure that the necessary service models have been selected. Otherwise, the service models are not taken into account in the offer calculation. The appropriate service models can be selected using the follwing ways:
* by ticking one or more service models in the ''Services'' window
* by ticking one or more service models in the ''Services'' field of the [[Description of the Menu Project#Adding a System | New System]], [[Description of the Menu Project#Adding a Sub-system | New Sub-system]] or [[Description of the Menu Project#Edit System / Sub-system | Edit System]] windows.

{{Note
| The services model for which a padlock icon appears cannot be un-selected by the Smart Quotes user.
}}

Once the '''Services''' window is closed, the calculation process is launched to run the service model(s). In the '''Price''' menu, the prices and the list of positions are updated.

When accessing the '''Services''' window again, more data can be available if the Smart Quotes user selects a system, as shown in the following example:

[[File:MetisSmartQuotesPricesServicesFromModeling.png|center|700x550px]]

The '''List of Services''' table is always displayed. It shows the service positions (if any) belonging to the default system hierarchy (i.e. the hierarchy that is preselected when accessing to the [[Editing the Prices | material list editor]]. Instead of adding the service position from the [[Editing the Prices | material list editor]], the Smart Quotes user can insert, in the ''Quantity'' cell, the desired amount of a position.

If the position belongs to several sections, all the sections are displayed, as shown in the following example:

[[File:MetisSmartQuotesPricesListOfServicesMultipleSections.png|center|700x166px]]

The '''List of Services from Modeling''' table is displayed only if the system's material list contains service positions added via the service model (i.e. via the '''Services''' window).

The '''List of Services from Modeling''' table contains the following columns:
* Active: to activate / deactivate a position. If deactivated, the position is removed from the system's material list.
* Description: the designation of the position. The designation is preceded by an icon indicating the position's type.
* Order No: the order number (i.e. the main reference) of the position.
* Second ID: the second reference of the position.
* Quantity: the current quantity of the position in the system's material list.
* Correction +/-: a value to adjust the quantity of position to the desired amount. A negative value can be inputted. If for example, the value "5" is inserted, the current position's quantity is increased by 5. If the value "-5" is inserted, the current position's quantity is decreased by 5.
* Explanation: a field to enter a text to explain why the quantity needed to be adjusted.

== More ==

Clicking on the '''More''' button enables the Smart Quotes users to access to additional functionalities. These functionalities are described in a [[Features From the More Button | separate section]].

File:MetisSmartQuotesServiceModelIcon.PNG

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File:MetisSmartQuotesPriceMenuMainWindowBottom.png

2015-02-24T13:49:51Z

Ibrahim:

File:MetisSmartQuotesPriceMenuMainWindow.png

2015-02-24T13:49:40Z

Ibrahim:

File:MetisSmartQuotesLevelIcon.PNG

2015-02-24T13:49:31Z

Ibrahim:

File:MetisSmartQuotesHelpFileInfo.PNG

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Ibrahim:

File:MetisSmartQuotesCalculationUnauthorizedSystem.PNG

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Ibrahim:

File:20150202 Metis Positions Icons.pdf

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Ibrahim:

Description of the Menu Documents

2015-02-19T16:02:05Z

Ibrahim: Hyperlink

The ''Documents'' menu allows the Smart Quotes user to generate various types of documents for various recipients, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuWindow.png|center|850x750px]]

A configuration is a set of documents. The Smart Quotes user can create several document configurations and select them using a drop-down list.

The Documents window first consists of the following buttons:

* [[#Add | Add]]
* [[#Edit | Edit]]
* [[#Delete | Delete]]
* [[#Duplicate | Duplicate]]
* [[#Print | Print]]
* [[#Save | Save]]
* [[#Block Offer | Block Offer]]

Each button is described in a separate section below.

A drop-down list appears under the action buttons. This list contains the configurations made by the Smart Quotes user.

Details about the selected document configuration are displayed in the main table of the '''Documents''' menu:

* The first column contains an icon to indicate if the document is an offer or a system / subsystem level document
* The contents of the second column can be divided into the following lines:
** the recipient's name and address as well as the contact person's first and last names (if any),
** offer level document(s). The document's name as defined by the administrator is displayed.
** system level document(s). The document's name as defined by the administrator is first displayed followed by the system / sub-system's description.

* The third column contains an icon (i.e. a country flag). It shows the default language defined for the contact person or the company (refer to the ''Language'' field in the [[Description of the Menu Addresses | properties]] of the company and/or of the contact person).

{{Note
| If the language defined for the contact person is different from the language of the company, the language of the contact person has precedence over the language of the company. Therefore, the displayed icon is the language of the contact person.
}}

* The fourth column contains an icon to preview a document.
* The last column contains an icon to generate an e-mail with the necessary documents as attachments.

Depending upon the number of companies selected in the [[#Add | Document Configuration window]], a certain number of lines are displayed in the main table. For each address, the documents that were selected in the [[#Add | Document Configuration window]] are displayed and grouped per level, i.e. under the offer and system levels.

A document could exist in several languages. By default, in the main table, the documents that are pre-selected for each address correspond to the default language of the contact person (if applicable) or of the company. In other words, the pre-selected documents correspond to the icon displayed in the customer default language cell.

However, the Smart Quotes user can select a document in another language by clicking on the cell with the flag icon. Then, a pop up menu appears with the list of available languages as shown in the following example:

[[File:MetisSmartQuotesSelectingAnotherDocument.png|center|850x750px]]

The languages available in this pop-up menu are the same as the languages available in the [[Description of the Menu Setup#Change Language | Setup menu]]. Selecting a language from this pop-up menu (e.g. French) selects the corresponding version of the document (e.g. the French version).

The same pop-up window appears when clicking on the flag icon in the customer default language cell, as shown in the following example:

[[File:MetisSmartQuotesSelectingAnotherDocumentCustomer.png|center|850x750px]]

If the language is changed here (e.g. to French), then all the documents associated to the selected customer are changed (e.g. the French version of the documents is selected). If no document has been defined by the administrator in the target language (e.g. in French), then, the document associated to the customer remains in English (for example) as it is the first document available.

For a better understanding of the language concept for the documents, an example is provided below.

''Example:''

In the version used by the Smart Quotes user, the English (EN) and the French (FR) languages are available. The administrator has defined document templates for the English and the French languages, at the offer and the system levels.

In Smart Quotes, the user has defined, at the offer level, the company "Xpert Technologies". The default language of "Xpert Technologies" is the French.

Therefore, in the customer default language cell, the French flag is displayed and the French versions of the documents are pre-selected. However, the Smart Quotes user has the choice between the French version or the English version of the documents. If the Smart Quotes user selects the English language, the English version of the documents is selected.

On top of previewing documents using the ([[File:MetisSmartQuotesPreviewDocumentIcon.PNG]]) icon, documents can be sent by e-mail using the ([[File:MetisSmartQuotesEmailDocumentIcon.png]]) icon.

Upon clicking on the ''e-Mail'' icon, a pop up window appears as shown in the following example:

[[File:MetisSmartQuotesDocument_eMail_PopUp.PNG|center|455x345px]]

The ''From'' field is pre-populated with the e-mail address of the logged-in Smart Quotes user. If undefined (see the e-mail field in the [[Description of the Menu Setup#User Data | Setup Menu - User Data tab]]), this field is blank.

The ''To'' field is pre-populated with the e-mail address of the contact person. If undefined (see the e-mail field of the contact person data from the [[Description of the Menu Addresses | Addresses Menu]]), this field contains the e-mail address of the company. If undefined (see the e-mail field of the company data from the [[Description of the Menu Addresses | Addresses Menu]]), this field is empty.

The ''Subject'' field is pre-populated with the offer number and the offer name.

The Smart Quotes user can type a text in the e-mail body before sending the e-mail.

Although they are no visible (due to the mail delivery protocol defined in Smart Modeling), the documents are indeed attached to e-mail.

Depending on the administrator settings (i.e. the mail delivery protocol), a different type of e-mail window might appear instead of the one shown in the above example. The layout is different, as shown in the following example:

[[File:MetisSmartQuotesDocument_eMail_IMAP.PNG|center|674x307px]]

The same information are included in the other e-mail window with the difference that the attachments are visible.

== Add ==

This button allows the Smart Quotes user to create a configuration of documents.

The first pre-requisite is that the administrator must have previously defined the list of documents (also called template documents) in Smart Modeling and that he/she has made them available to the Smart Quotes users.

The second prerequisite for generating documents is that at least one company should be linked at the project, offer, system or sub-system level. If not, upon clicking on the ''Add'' button, a pop up window appears asking to add an address, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuDocumentConfigWindow.png|center]]

Upon clicking on ''Yes'', the [[Description of the Menu Project#Edit Offer | Edit Offer window]] is displayed.

Once the pre-requisites are met, the '''Document Configuration''' window is displayed, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuAddAddress.png|center]]

The window consists of the following parts:

* Configuration Name: this field displays a default designation. The user can edit it as desired.

* Address: this table displays all the companies and contact persons that have been defined at the project, offer, system and sub-system levels.

* Document: this table displays the documents that have been made available by the administrator, at the offer level and at the system level. The documents available for a system are automatically made available to the subsystem(s). Therefore, documents for a system and its sub-system(s) are identical.

The following icons allows the Smart Quotes user to quickly determine the document format:

{| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5"
!style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | Icon
!style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Description
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206737_xlsx_win.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Excel
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206925_file_extension_dwg.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Metis Document
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206638_doc_pdf.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PDF
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206749_pptx_mac.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PowerPoint
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:OtherFile_24.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Other (e.g. ".tif", ".rtf", ".txt", etc.)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206648_page_word.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Word
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 0 0" | [[File:1305206773_application-xml.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 0 0" | XML
|}

First, the Smart Quotes user must select at least one company in the '''Address''' table. If desired, the Smart Quotes user can select all the companies using the ''All'' button at the bottom of the '''Address''' table.

Then, the Smart Quotes user must select at least one document in the '''Document''' table.

{{Note
| It is possible to select several documents by pressing the ''Ctrl'' or ''MAJ'' buttons of the keyboard.
}}

Finally, the Smart Quotes user must drag the selected document(s) and drop them to the lower '''Document''' table, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuDocumentConfigFilled.png|center]]

The lower '''Document''' table consists of the following buttons to manage the documents member of the configuration:

* Delete: to delete one or more documents from the configuration.

* Up and Down arrows: to manage the sort order of the documents.

* Output Format: to generate all the document(s) from the document in a single PDF or Word document. To generate a single Word document, all the documents member of the configuration must be Word documents. Otherwise, the PDF output format is automatically selected.

At the bottom of the '''Document Configuration''' window, the ''Save'' button becomes active once a document has been dropped to the lower '''Document''' table. By validating, the configuration is saved and it becomes available in the '''Documents''' menu.

== Edit ==

This button allows the Smart Quotes user to edit the properties of a configuration. The window is identical to the [[#Add | Document Configuration window]].

The difference is that the ''Save'' button becomes active only if a change has been made to the current configuration.

== Delete ==

This button allows the Smart Quotes user to delete a selected document configuration.

If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-down list before clicking on the ''Delete'' button.

== Duplicate ==

This button allows the Smart Quotes user to create a copy of a selected document configuration.

If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-down list before clicking on the ''Duplicate'' button.

Upon clicking on the ''Duplicate'' button, a copy of the selected configuration is created and automatically pre-selected in the '''Documents''' menu. The original configuration name is kept and "Copy" is appended to it, as shown in the following example:

[[File:MetisSmartQuotesDocumentDuplicated.png|center]]

== Print ==

This button allows the Smart Quotes user to generate and send the documents for a recipient to a printer. If a configuration contains two recipients for example, each recipient must be selected to print all the documents.

If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is printed, as described in the following pop up window:

[[File:MetisSmartQuotesDocumentCannotBeGenerated.png|center]]

== Save ==

This button allows the Smart Quotes user to generate and save the documents for a recipient. If a configuration contains two recipients for example, each recipient must be selected to generate all the documents.

If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is saved, as described in the following pop up window:

[[File:MetisSmartQuotesDocumentCannotBeGenerated.png|center]]

Otherwise, the output document is a single PDF or Word document. If the document configuration contains several recipients, the saved documents are those defined under the selected address.

All the documents under a company are merged within a single PDF or Word document. The generated document is named:

* For PDF documents: ''RP_<ID of the company as stored in the database>_<ID of the contact as stored in the database>.PDF''
* For Word documents: ''RP_<ID of the template of the first document of the configuration as stored in the database>_<ID of the company as stored in the database>_<ID of the contact as stored in the database>_<Language of the template of the first document of the configuration>_<1 Digit Number>.docx''

== Block Offer ==

The Smart Quotes user has the possibility to lock the offer for editing (e.g. once an offer has been submitted to a prospect).

Upon clicking on the ''Block Offer'' button, a confirmation window opens.

Once the offer is locked, this action is irreversible. The ''Block Offer'' button no longer appears in the menu. The padlock icon [[File:MetisSmartQuotesBlockedOfferPadlock.PNG]] appears in the [[Metis Smart Quotes - Layout#Graphic User Interface | header]].

The offer can no longer be edited. The Smart Quotes user is only able to:

* Manage the document configurations and generate documents as explained in this page,
* [[Description of the Menu Project#Creating an Offer | Define companies and contact persons]] at the offer level,
* [[Description of the Menu Order | Order]] the offer.

{{Video
| <mediaplayer width='400' height='300'>File:Generate_Documents.mp4</mediaplayer>
| How to generate documents.
}}

Description of the Menu Documents

2015-02-19T15:50:30Z

Ibrahim: Images

The ''Documents'' menu allows the Smart Quotes user to generate various types of documents for various recipients, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuWindow.png|center|850x750px]]

A configuration is a set of documents. The Smart Quotes user can create several document configurations and select them using a drop-down list.

The Documents window first consists of the following buttons:

* [[#Add | Add]]
* [[#Edit | Edit]]
* [[#Delete | Delete]]
* [[#Duplicate | Duplicate]]
* [[#Print | Print]]
* [[#Save | Save]]
* [[#Block Offer | Block Offer]]

Each button is described in a separate section below.

A drop-down list appears under the action buttons. This list contains the configurations made by the Smart Quotes user.

Details about the selected document configuration are displayed in the main table of the '''Documents''' menu:

* The first column contains an icon to indicate if the document is an offer or a system / subsystem level document
* The contents of the second column can be divided into the following lines:
** the recipient's name and address as well as the contact person's first and last names (if any),
** offer level document(s). The document's name as defined by the administrator is displayed.
** system level document(s). The document's name as defined by the administrator is first displayed followed by the system / sub-system's description.

* The third column contains an icon (i.e. a country flag). It shows the default language defined for the contact person or the company (refer to the ''Language'' field in the [[Description of the Menu Addresses | properties]] of the company and/or of the contact person).

{{Note
| If the language defined for the contact person is different from the language of the company, the language of the contact person has precedence over the language of the company. Therefore, the displayed icon is the language of the contact person.
}}

* The fourth column contains an icon to preview a document.
* The last column contains an icon to generate an e-mail with the necessary documents as attachments.

Depending upon the number of companies selected in the [[#Add | Document Configuration window]], a certain number of lines are displayed in the main table. For each address, the documents that were selected in the [[#Add | Document Configuration window]] are displayed and grouped per level, i.e. under the offer and system levels.

A document could exist in several languages. By default, in the main table, the documents that are pre-selected for each address correspond to the default language of the contact person (if applicable) or of the company. In other words, the pre-selected documents correspond to the icon displayed in the customer default language cell.

However, the Smart Quotes user can select a document in another language by clicking on the cell with the flag icon. Then, a pop up menu appears with the list of available languages as shown in the following example:

[[File:MetisSmartQuotesSelectingAnotherDocument.png|center|850x750px]]

The languages available in this pop-up menu are the same as the languages available in the [[Description of the Menu Setup#Change Language | Setup menu]]. Selecting a language from this pop-up menu (e.g. French) selects the corresponding version of the document (e.g. the French version).

The same pop-up window appears when clicking on the flag icon in the customer default language cell, as shown in the following example:

[[File:MetisSmartQuotesSelectingAnotherDocumentCustomer.png|center|850x750px]]

If the language is changed here (e.g. to French), then all the documents associated to the selected customer are changed (e.g. the French version of the documents is selected). If no document has been defined by the administrator in the target language (e.g. in French), then, the document associated to the customer remains in English (for example) as it is the first document available.

For a better understanding of the language concept for the documents, an example is provided below.

''Example:''

In the version used by the Smart Quotes user, the English (EN) and the French (FR) languages are available. The administrator has defined document templates for the English and the French languages, at the offer and the system levels.

In Smart Quotes, the user has defined, at the offer level, the company "Xpert Technologies". The default language of "Xpert Technologies" is the French.

Therefore, in the customer default language cell, the French flag is displayed and the French versions of the documents are pre-selected. However, the Smart Quotes user has the choice between the French version or the English version of the documents. If the Smart Quotes user selects the English language, the English version of the documents is selected.

On top of previewing documents using the ([[File:MetisSmartQuotesPreviewDocumentIcon.PNG]]) icon, documents can be sent by e-mail using the ([[File:MetisSmartQuotesEmailDocumentIcon.png]]) icon.

Upon clicking on the ''e-Mail'' icon, a pop up window appears as shown in the following example:

[[File:MetisSmartQuotesDocument_eMail_PopUp.PNG|center|455x345px]]

The ''From'' field is pre-populated with the e-mail address of the logged-in Smart Quotes user. If undefined (see the e-mail field in the [[Description of the Menu Setup#User Data | Setup Menu - User Data tab]]), this field is blank.

The ''To'' field is pre-populated with the e-mail address of the contact person. If undefined (see the e-mail field of the contact person data from the [[Description of the Menu Addresses | Addresses Menu]]), this field contains the e-mail address of the company. If undefined (see the e-mail field of the company data from the [[Description of the Menu Addresses | Addresses Menu]]), this field is empty.

The ''Subject'' field is pre-populated with the offer number and the offer name.

The Smart Quotes user can type a text in the e-mail body before sending the e-mail.

Although they are no visible (due to the mail delivery protocol defined in Smart Modeling), the documents are indeed attached to e-mail.

Depending on the administrator settings (i.e. the mail delivery protocol), a different type of e-mail window might appear instead of the one shown in the above example. The layout is different, as shown in the following example:

[[File:MetisSmartQuotesDocument_eMail_IMAP.PNG|center|674x307px]]

The same information are included in the other e-mail window with the difference that the attachments are visible.

== Add ==

This button allows the Smart Quotes user to create a configuration of documents.

The first pre-requisite is that the administrator must have previously defined the list of documents (also called template documents) in Smart Modeling and that he/she has made them available to the Smart Quotes users.

The second prerequisite for generating documents is that at least one company should be linked at the project, offer, system or sub-system level. If not, upon clicking on the ''Add'' button, a pop up window appears asking to add an address, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuDocumentConfigWindow.png|center]]

Upon clicking on ''Yes'', the [[Description of the Menu Project#Edit Offer | Edit Offer window]] is displayed.

Once the pre-requisites are met, the '''Document Configuration''' window is displayed, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuAddAddress.png|center]]

The window consists of the following parts:

* Configuration Name: this field displays a default designation. The user can edit it as desired.

* Address: this table displays all the companies and contact persons that have been defined at the project, offer, system and sub-system levels.

* Document: this table displays the documents that have been made available by the administrator, at the offer level and at the system level. The documents available for a system are automatically made available to the subsystem(s). Therefore, documents for a system and its sub-system(s) are identical.

The following icons allows the Smart Quotes user to quickly determine the document format:

{| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5"
!style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | Icon
!style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Description
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206737_xlsx_win.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Excel
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206925_file_extension_dwg.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Metis Document
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206638_doc_pdf.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PDF
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206749_pptx_mac.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PowerPoint
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:OtherFile_24.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Other (e.g. ".tif", ".rtf", ".txt", etc.)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206648_page_word.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Word
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 0 0" | [[File:1305206773_application-xml.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 0 0" | XML
|}

First, the Smart Quotes user must select at least one company in the '''Address''' table. If desired, the Smart Quotes user can select all the companies using the ''All'' button at the bottom of the '''Address''' table.

Then, the Smart Quotes user must select at least one document in the '''Document''' table.

{{Note
| It is possible to select several documents by pressing the ''Ctrl'' or ''MAJ'' buttons of the keyboard.
}}

Finally, the Smart Quotes user must drag the selected document(s) and drop them to the lower '''Document''' table, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuDocumentConfigFilled.png|center]]

The lower '''Document''' table consists of the following buttons to manage the documents member of the configuration:

* Delete: to delete one or more documents from the configuration.

* Up and Down arrows: to manage the sort order of the documents.

* Output Format: to generate all the document(s) from the document in a single PDF or Word document. To generate a single Word document, all the documents member of the configuration must be Word documents. Otherwise, the PDF output format is automatically selected.

At the bottom of the '''Document Configuration''' window, the ''Save'' button becomes active once a document has been dropped to the lower '''Document''' table. By validating, the configuration is saved and it becomes available in the '''Documents''' menu.

== Edit ==

This button allows the Smart Quotes user to edit the properties of a configuration. The window is identical to the [[#Add | Document Configuration window]].

The difference is that the ''Save'' button becomes active only if a change has been made to the current configuration.

== Delete ==

This button allows the Smart Quotes user to delete a selected document configuration.

If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-down list before clicking on the ''Delete'' button.

== Duplicate ==

This button allows the Smart Quotes user to create a copy of a selected document configuration.

If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-down list before clicking on the ''Duplicate'' button.

Upon clicking on the ''Duplicate'' button, a copy of the selected configuration is created and automatically pre-selected in the '''Documents''' menu. The original configuration name is kept and "Copy" is appended to it, as shown in the following example:

[[File:MetisSmartQuotesDocumentDuplicated.png|center]]

== Print ==

This button allows the Smart Quotes user to generate and send the documents for a recipient to a printer. If a configuration contains two recipients for example, each recipient must be selected to print all the documents.

If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is printed, as described in the following pop up window:

[[File:MetisSmartQuotesDocumentCannotBeGenerated.png|center]]

== Save ==

This button allows the Smart Quotes user to generate and save the documents for a recipient. If a configuration contains two recipients for example, each recipient must be selected to generate all the documents.

If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is saved, as described in the following pop up window:

[[File:MetisSmartQuotesDocumentCannotBeGenerated.png|center]]

Otherwise, the output document is a single PDF or Word document. If the document configuration contains several recipients, the saved documents are those defined under the selected address.

All the documents under a company are merged within a single PDF or Word document. The generated document is named:

* For PDF documents: ''RP_<ID of the company as stored in the database>_<ID of the contact as stored in the database>.PDF''
* For Word documents: ''RP_<ID of the template of the first document of the configuration as stored in the database>_<ID of the company as stored in the database>_<ID of the contact as stored in the database>_<Language of the template of the first document of the configuration>_<1 Digit Number>.docx''

== Block Offer ==

The Smart Quotes user has the possibility to lock the offer for editing (e.g. once an offer has been submitted to a prospect).

Upon clicking on the ''Block Offer'' button, a confirmation window opens.

Once the offer is locked, this action is irreversible. The ''Block Offer'' button no longer appears in the menu. The padlock icon [[File:MetisSmartQuotesBlockedOfferPadlock.PNG]] appears in the [[Metis Smart Quotes User Manual Home Page#Graphic User Interface | header]].

The offer can no longer be edited. The Smart Quotes user is only able to:

* Manage the document configurations and generate documents as explained in this page,
* [[Description of the Menu Project#Creating an Offer | Define companies and contact persons]] at the offer level,
* [[Description of the Menu Order | Order]] the offer.

{{Video
| <mediaplayer width='400' height='300'>File:Generate_Documents.mp4</mediaplayer>
| How to generate documents.
}}

File:MetisSmartQuotesBlockedOfferPadlock.PNG

2015-02-19T15:36:01Z

Ibrahim: uploaded a new version of "File:MetisSmartQuotesBlockedOfferPadlock.PNG"

Description of the Menu Documents

2015-02-19T15:28:34Z

Ibrahim: Update of contents

The ''Documents'' menu allows the Smart Quotes user to generate various types of documents for various recipients, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuWindow.png|center|850x750px]]

A configuration is a set of documents. The Smart Quotes user can create several document configurations and select them using a drop-down list.

The Documents window first consists of the following buttons:

* [[#Add | Add]]
* [[#Edit | Edit]]
* [[#Delete | Delete]]
* [[#Duplicate | Duplicate]]
* [[#Print | Print]]
* [[#Save | Save]]
* [[#Block Offer | Block Offer]]

Each button is described in a separate section below.

A drop-down list appears under the action buttons. This list contains the configurations made by the Smart Quotes user.

Details about the selected document configuration are displayed in the main table of the ''Documents'' menu:

* The first column contains an icon to indicate if the document is an offer or a system / subsystem level document
* The contents of the second column can be divided into the following lines:
** the recipient's name and address as well as the contact person's firstname and lastname (if any)
** offer level document(s). The document's name as defined by the administrator is displayed.
** system level document(s). The document's name as defined by the administrator is first displayed followed by the system / sub-system's description.

* The third column contains an icon (i.e. a country flag). It shows the default language defined for the contact person or the company (refer to the '''Language''' field in the [[Description of the Menu Addresses | properties]] of the company and/or of the contact person).

{{Note
| If the language defined for the contact person is different from the language of the company, the language of the contact person has precedence over the language of the company. Therefore, the displayed icon is the language of the contact person.
}}

* The fourth column contains an icon to preview a document.
* The last column contains an icon to generate an e-mail with the necessary documents as attachments.

Depending upon the number of companies selected in the [[#Add | Document Configuration window]], a certain number of lines are displayed in the main table. For each address, the documents that were selected in the [[#Add | Document Configuration window]] are displayed and grouped per level, i.e. under the offer and system levels.

A document could exist in several languages. By default, in the main table, the documents that are pre-selected for each address correspond to the default language of the contact person (if applicable) or of the company. In other words, the pre-selected documents correspond to the icon displayed in the customer default language cell.

However, the Smart Quotes user can select a document in another language by clicking on the cell with the flag icon. Then, a pop up menu appears with the list of available languages as shown in the following example:

[[File:MetisSmartQuotesSelectingAnotherDocument.png|center|850x750px]]

The languages available in this pop-up menu are the same as the languages available in the [[Description of the Menu Setup#Change Language | Setup menu]]. Selecting a language from this pop-up menu (e.g. French) selects the corresponding version of the document (e.g. the French version).

The same pop-up window appears when clicking on the flag icon in the customer default language cell, as shown in the following example:

[[File:MetisSmartQuotesSelectingAnotherDocumentCustomer.png|center|850x750px]]

If the language is changed here (e.g. to French), then all the documents associated to the selected customer are changed (e.g. the French version of the documents is selected). If no document has been defined by the adminstrator in the target language (e.g. in French), then, the document associated to the customer remains in English (for example) as it is the first document available.

For a better understanding of the language concept for the documents, an example is provided below.

'''Example:'''

In the version used by the Smart Quotes user, the English (EN) and the French (FR) languages are available. The administrator has defined document templates for the English and the French languages, at the offer and the system levels.

In Smart Quotes, the user has defined, at the offer level, the company "Xpert Technologies". The default language of "Xpert Technologies" is the French.

Therefore, in the customer default language cell, the French flag is displayed and the French version of the documents are pre-selected. However, the Smart Quotes users has the choice between the French version or the English version of the documents. If the Smart Quotes users selects the English language, the English version of the documents is selected.

On top of previewing documents using the ([[File:MetisSmartQuotesPreviewDocumentIcon.PNG]]) icon, documents can be sent by e-mail using the ([[File:MetisSmartQuotesEmailDocumentIcon.PNG]]) icon.

Upon clicking on the '''e-Mail''' icon, a pop up window appears as shown in the following example:

[[File:MetisSmartQuotesDocument_eMail_PopUp.PNG|center|455x345px]]

The ''From'' field is pre-populated with the e-mail address of the logged-in Smart Quotes user. If undefined (see the e-mail field in the [[Description of the Menu Setup#User Data | Setup Menu - User Data tab]]), this field is blank.

The ''To'' field is pre-populated with the e-mail address of the contact person. If undefined (see the e-mail field of the contact person data from the [[Description of the Menu Addresses | Addresses Menu]]), this field contains the e-mail address of the company. If undefined (see the e-mail field of the company data from the [[Description of the Menu Addresses | Addresses Menu]]), this field is empty.

The ''Subject'' field is pre-populated with the offer number and the offer name.

The Smart Quotes user can type a text in the e-mail body before sending the e-mail.

Although they are no visible (due to the mail delivery protocol defined in Smart Modeling), the documents are indeed attached to e-mail.

Depending on the administrator settings (i.e. the mail delivery protocol), a different type of e-mail window might appear instead of the one shown in the above example. The layout is different, as shown in the following example:

[[File:MetisSmartQuotesDocument_eMail_IMAP.PNG|center|674x307px]]

The same information are included in the other e-mail window with the difference that the attachments are visible.

== Add ==

This button allows the Smart Quotes user to create a configuration of documents.

The first pre-requisite is that the administrator must have previously defined the list of documents (also called template documents) in Smart Modeling and that he/she has made them available to the Smart Quotes users.

The second prerequisite for generating documents is that at least one company should be linked at the project, offer, system or sub-system level. If not, upon clicking on the '''Add''' button, a pop up window appears asking to add an address, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuDocumentConfigWindow.png|center]]

Upon clicking on '''Yes''', the [[Description of the Menu Project#Edit Offer | Edit Offer window]] is displayed.

Once the pre-requisites are met, the '''Document Configuration''' window is displayed, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuAddAddress.png|center]]

The window consists of the following parts:

* Configuration Name: this field displays a default designation. The user can edit it as desired.

* Address: this table displays all the companies and contact persons that have been defined at the project, offer, system and sub-system levels.

* Document: this table displays the documents that have been made available by the administrator, at the offer level and at the system level. The documents available for a system are automatically made available to the subsystem(s). Therefore, documents for a system and its sub-system(s) are identical.

The following icons allows the Smart Quotes user to quickly determine the document format:

{| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5"
!style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | Icon
!style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Description
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206737_xlsx_win.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Excel
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206925_file_extension_dwg.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Metis Document
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206638_doc_pdf.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PDF
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206749_pptx_mac.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | PowerPoint
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:OtherFile_24.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Other (e.g. ".tif", ".rtf", ".txt", etc.)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:1305206648_page_word.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Word
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 0 0" | [[File:1305206773_application-xml.png]]
|style="border-style: solid; border-color: grey; border-width: 0 0 0 0" | XML
|}

First, the Smart Quotes user must select at least one company in the '''Address''' table. If desired, the Smart Quotes user can select all the companies using the ''All'' button at the bottom of the '''Address''' table.

Then, the Smart Quotes user must select at least one document in the '''Document''' table.

{{Note
| It is possible to select several documents by pressing the '''Ctrl''' or '''MAJ''' buttons of the keyboard.
}}

Finally, the Smart Quotes user must drag the selected document(s) and drop them to the lower '''Document''' table, as shown in the following example:

[[File:MetisSmartQuotesDocumentsMenuDocumentConfigFilled.png|center]]

The lower '''Document''' table consits of the following buttons to manage the documents member of the configuration:

* Delete: to delete one or more documents from the configuration

* Up and Down arrow: to manage the sort order of the documents

* Output Format: to generate all the document(s) from the document in a single PDF or Word document. To generate a single Word document, all the documents member of the configuration must be Word documents. Otherwise, the PDF output format is automatically selected.

At the bottom of the '''Document Configuration''' window, the '''Save''' button becomes active once a document has been dropped to the lower '''Document''' table. By validating, the configuration is saved and it becomes available in the '''Documents''' menu.

== Edit ==

This button allows the Smart Quotes user to edit the properties of a configuration. The window is identical to the [[#Add | Document Configuration window]].

The difference is that the '''Save''' button becomes active only if a change has been made to the current configuration.

== Delete ==

This button allows the Smart Quotes user to delete a selected document configuration.

If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-dwon list before clicking on the '''Delete''' button.

== Duplicate ==

This button allows the Smart Quotes user to create a copy of a selected document configuration.

If several configurations exist, the Smart Quotes user must pay attention to the configuration selected in the drop-dwon list before clicking on the '''Duplicate''' button.

Upon clicking on the '''Duplicate''' button, a copy of the selected configuration is created and automatically pre-selected in the '''Documents''' menu. The original configuration name is kept and "Copy" is appended to it, as shown in the following example:

[[File:MetisSmartQuotesDocumentDuplicated.PNG|center]]

== Print ==

This button allows the Smart Quotes user to generate and send the documents for a recipient to a printer. If a configuration contains two recipients for example, each recipient must be selected to print all the documents.

If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is printed, as described in the follwing pop up window:

[[File:MetisSmartQuotesDocumentCannotBeGenerated.PNG|center]]

== Save ==

This button allows the Smart Quotes user to generate and save the documents for a recipient. If a configuration contains two recipients for example, each recipient must be selected to generate all the documents.

If one of the documents present in the configuration cannot be generated, the process is interrupted and none of the documents is saved, as described in the follwing pop up window:

[[File:MetisSmartQuotesDocumentCannotBeGenerated.PNG|center]]

Otherwise, the output document is a single PDF or Word document. If the document configuration contains several recipients, the saved documents are those defined under the selected address.

All the documents under a company are merged within a single PDF or Word document. The generated document is named:

* For PDF documents: ''RP_<ID of the company as stored in the database>_<ID of the contact as stored in the databaseD>.PDF''
* For Word documents: ''RP_<ID of the template of the first document of the configuration as stored in the database>_<ID of the company as stored in the database>_<ID of the contact as stored in the database>_<Language of the template of the first document of the configuration>_<1 Digit Number>.docx''

== Block Offer ==

The Smart Quotes user has the possiblity to lock the offer for editing (e.g. once an offer has been submitted to a prospect).

Upon clicking on the '''Block Offer''' button, a confirmation window opens.

Once the offer is locked, this action is irreversible. The '''Block Offer''' button no longer appears in the menu. The padlock icon [[File:MetisSmartQuotesBlockedOfferPadlock.PNG]] appears in the [[Metis Smart Quotes User Manual Home Page#Graphic User Interface | header]].

The offer can no longer be edited. The Smart Quotes user is only able to:

* Manage the document configurations and generate documents as explained in this page,
* [[Description of the Menu Project#Creating an Offer | Define companies and contact persons]] at the offer level
* [[Description of the Menu Order | Order]] the offer.

{{Video
| <mediaplayer width='400' height='300'>File:Generate_Documents.mp4</mediaplayer>
| How to generate documents.
}}

File:MetisSmartQuotesSelectingAnotherDocumentCustomer.png

2015-02-19T15:03:58Z

Ibrahim:

File:MetisSmartQuotesSelectingAnotherDocument.png

2015-02-19T15:03:46Z

Ibrahim: uploaded a new version of "File:MetisSmartQuotesSelectingAnotherDocument.png"

File:MetisSmartQuotesEmailDocumentIcon.png

2015-02-19T15:03:34Z

Ibrahim:

File:MetisSmartQuotesDocumentsMenuWindow.png

2015-02-19T15:03:22Z

Ibrahim:

File:MetisSmartQuotesDocumentsMenuDocumentConfigWindow.png

2015-02-19T15:03:05Z

Ibrahim:

File:MetisSmartQuotesDocumentsMenuDocumentConfigFilled.png

2015-02-19T15:02:51Z

Ibrahim:

File:MetisSmartQuotesDocumentsMenuAddAddress.png

2015-02-19T15:02:38Z

Ibrahim:

File:MetisSmartQuotesDocumentDuplicated.png

2015-02-19T15:02:26Z

Ibrahim:

File:MetisSmartQuotesDocumentCannotBeGenerated.png

2015-02-19T15:02:06Z

Ibrahim:

Description of the Menu Project

2014-05-06T08:32:42Z

Ibrahim: Update of contents

The Project menu gives an overview of the contents of a project. A project is structured in a hierarchical way, as shown in the following example:

[[File:MetisSmartQuotesProjectStructure.PNG|center|800x350px]]

The project is the top-most level. A project can contain one or several offers. An offer can contain one or more system(s). A system can contain one or more sub-system(s). For each various levels, a company and a contact person can be defined.

Various icons allow the Smart Quotes user to identify a project, an offer, a system etc. The following table lists these icons:

{| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5"
!style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | Icon
!style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Description
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesProjectIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Project
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesRoleIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Role
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesMainCompanyIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Main Company (or Main Address)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesCompanyIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Company (or Address)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesContactIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Contact
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:OfferIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Active Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOfferInactiveIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedOfferIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Locked Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedOfferIcon2.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Ordered Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:SystemIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedSystemIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Ordered System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesDeletedSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Deleted System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOfferUnauthorisedSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive or Unauthorised System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSystemInExpertMode.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | System in Expert Mode
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSubSystemIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedSubSystemIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Ordered Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesDeletedSubystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Deleted Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesUnauthorizedSubSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive or Unauthorised Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesInvalidSubSystemIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Sub-system no longer valid (the sub-sytem can no longer be linked with the system or the maximum quantity of sub-system has been exceeded)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSubsystemExpertInMode.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Sub-system in Expert Mode
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesGroupOfSystems.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Group of systems
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesUnauthorizedGroupOfSystems.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive or empty group of systems
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 0 0" | [[File:MetisSmartQuotesDeletedGroupOfSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 0 0" | Deleted group of systems
|}

The project menu consists of a table and some buttons around that table, as shown in the following example:

[[File:MetisSmartQuotesProjectMenu.PNG|center|850x750px]]

Above the table, the following buttons are available:

* [[#Add | Add]]
* [[#Delete | Delete]]
* [[#Edit | Edit]]
* [[#Duplicate | Duplicate]]
* [[#Copy / Paste | Copy]]
* [[#Copy / Paste | Paste]]
* [[#Preview | Preview]]
* [[#History | History]]
* [[#Close | Close]]

Depending upon the context (item selected, offer locked, offer ordered, etc.), some of these buttons may be inactive or invisible. Each button is described in separate sections below.

The table lists the contents of the project table. The table contains the following columns:

* Offer No: it displays the offer(s) number (the one automatically generated by Metis)
* Description: it displays the contents of the project (project name, offer(s), system(s), sub-system(s), companies and contact persons)
* Date: it displays the project and offer creation date as well as the date when a system or a sub-system has been added
* Amount: it displays the total amount at the offer level only. The total amount takes into account the taxes (if applicable).
* Currency: it displays the offer currency (next to the offer total amount).
* Status: it displays an icon representing the status of the offer, the system and the sub-system (the displayed icon depends on the administrator settings and of the Smart Quotes user selection in the ''Status'' field of the properties of [[#Creating an Offer | the offer]], [[#Adding a System | the system]] and of [[#Adding a Sub-system | the sub-system]])

Below the table, the ''Collapse All'' button enables to display only a minimum of information in the Description column, that is to say:
* the project name,
* the role(s) defined at the project level,
* the offer(s) name.

The ''Expand All'' button enables to see all the pieces of information defined for the project, the offer(s), the system(s) and the sub-system(s).

{{Tip
| When right-clicking anywhere in the table, the Smart Quotes user has two additional options. They can copy the contents of a cell to the clipboard. They can export the contents of the table to an Excel file. All the information currently displayed in the table of the Project menu are included in the Excel file, except the "Status" column, as in the [[media:Project Export.pdf‎|following example file]].
The Excel file is not automatically saved. It is up to the Smart Quotes user to manually save the Excel file if desired.
}}

== Add ==

The ''Add'' button allows the Smart Quotes user to create a project or an offer. It also allows the Smart Quotes user to add a system or a sub-system to an offer.

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/4/46/VID_CreatingProjectOfferSystem.png'>File:Creating_a_project_offer_system_and_subsystem_OK.mp4</mediaplayer>
| How to edit a project, an offer, a system or a subsystem.
}}

=== Creating a Project ===

When no project is currently open, clicking on the ''Add'' button automatically opens the ''New Project'' window as shown in the following example:

[[File:MetisSmartQuotesNewProjectWindow.PNG|center]]

The ''New Project'' window may contain two tabs:
* General
* Addresses

In the ''General'' tab, the following fields can be found:
* Description: the name of the project. This field is mandatory. This field is limited to 80 characters.
* Reference: the project reference that is automatically generated by Smart Quotes. This field is limited to 40 characters.
* Reference 1: an additional reference for the project that the Smart Quotes user can provide. This field is limited to 40 characters.
* Opportunity ID: an additional reference for the project that the Smart Quotes user can provide. This field can accept a very large amount of characters.
* Creation: the project creation date.

All the fields are editable except the creation date field.

{{Note
| Additional fields may appear depending upon the administrator settings.
}}

{{Note
| When a field is mandatory, its designation is in bold and it is preceded by a red plain arrow [[File:MetisSmartQuotesArrowMandatoryField.PNG]].
}}

The ''Address'' tab is common to the offer, system and subsystem levels. It is described in a [[#Addresses Tab | separate section below]].

Once a project exists or is open, clicking on the ''Add'' button makes it possible to add an offer to a project or to create a new project, as shown in the following example:

[[File:MetisSmartQuotesProjectOfferSelectionWindow.PNG|center]]

If the Smart Quotes User chooses to create a new project, the [[#Creating a Project | New Project window]] appears.

{{Note
| If the Smart Quotes user creates a new project while a project is already open, the currently open project is closed and the newly created project is displayed instead.
}}

If the Smart Quotes User chooses to create an offer, the [[#Creating an Offer | New Offer window]] appears.

=== Creating an Offer ===

If the Smart Quotes User clicks on the ''Add'' button and chooses to create an offer, the ''New Offer'' window appears as shown in the following example:

[[File:MetisSmartQuotesNewOfferWindow.PNG|center]]

The ''New Offer'' window may contain three tabs:
* General
* [[#Addresses Tab | Addresses]]
* Conditions

In the ''General'' tab, the different types of information related to the offer are grouped into three different sections:
* General
* Dates
* Statistics

Some fields might not be available or may be mandatory to fill in according to the administrator settings. When a field is mandatory, its designation is in bold and it is preceded by a red plain arrow [[File:MetisSmartQuotesArrowMandatoryField.PNG]].

If the user tries to save the offer while he/she has not defined some mandatory fields, a series of pop-ups for the mandatory fields appears. This is meant to assist the user in filling in the mandatory data.

The fields that may appear under the ''General'' section are described below:

* Status: to define if the offer is active or inactive. This field is mandatory and it is mainly for statistical purposes.
* Description: the name of the offer. This field is mandatory. This field can accept a large number of characters.
* Reference: an additional reference for the offer that the Smart Quotes user can provide. This field is limited to 80 characters.
* Offer Nr: the offer reference that is automatically generated by METIS.
* Manual Offer Nr: an additional reference for the offer that the Smart Quotes user can provide. This field is limited to 30 characters.
* Customer Order Nr: the reference to allocate to the offer when [[Description of the Menu Order | ordering]] it. This field is limited to 12 characters.
* Title: to select the appropriate title of the offer document from a drop-down list (for example, Quotation, Estimate, etc.).
* Price Category: the price category to be used for the offer. A default price category can be defined by the administrator or by the Smart Quotes user in the [[Description of the Menu Setup#Default Values|Setup menu]]. If defined, the Smart Quotes user value has precedence over the administrator's setting.
* Currency: the currency to be used for the offer. A default currency may be pre-selected according to the administrator's settings.
* Taxes: the taxes model(s) to be applied to the offer. The Smart Quotes user may select the applicable tax models from a drop-down list. The taxes preceded by a padlock icon cannot be unselected (due to a setting of the administrator).
* Variant: the variant to be used for the offer. A default variant can be defined by the administrator or by the Smart Quotes user in the [[Description of the Menu Setup#Default Values|Setup menu]]. If defined, the Smart Quotes user value has precedence over the administrator's setting.

The fields that appear under the ''Dates'' section are described below:

* Offer: this field is automatically filled in with the offer creation date. The date can be changed using the calendar icon.
* Validity: the expiration date of the offer. The date can be changed using the calendar icon.
* Order: once the offer has been [[Description of the Menu Order | ordered]], the date when the offer has been ordered appears. Otherwise, it remains empty. The field is not editable.

{{Tip
| When defining a date using the calendar, it is possible to change the year by clicking on the month and year label between the two arrows [[File:MetisSmartQuotesCalendar.PNG]].
This allows the Smart Quotes user to select another month or year [[File:MetisSmartQuotesYearCalendar.PNG]].
}}

The fields that may appear under the ''Statistics'' section are described below:

* Origin: to select from a drop-down list the event at the origin of the offer. For example: Customer Visit, Seminar, Telemarketing, etc.
* Branch: to select from a drop-down list the industry (NACE codes) appropriate for the offer
* Status: to select from a drop-down list a status for the offer as a means of classifying it for statistical purposes. Offers types depends on administrator settings. Status types can be Open, Offer Won, Offer Lost, etc...
* Reason: this information serves as a compliment to the offer status information. For example, it allows the user to indicate why the offer has been won, if the reason is linked with the status Offer Won. The reasons in the drop-down list depend on the administrator settings. Some sample reasons may be the price, the technical aspect, etc...
* Probability [%]: an estimated percentage of the probability of the offer being successful. This value cannot be negative nor exceed 100%.
* Potential: an estimation of the overall potential for the offer. If the potential exceeds a pre-defined limit set by the administrator, a bid analysis have to be carried out. An icon (that may open a document attached by the administrator when clicking on it) and a message appears at the bottom of the ''New Offer'' window as shown in the following example:

[[File:MetisSmartQuotesNewSystemWindowBidAnalysisRequired.png|center]]

* Proceed [%]: a probability to proceed. This is a supplementary field to Probability [%].
* Starting: the likely starting date if the offer is successful.

The [[#Addresses Tab | Addresses tab]] is described in a [[#Addresses Tab | separate section below]].

The ''Conditions'' tab applies to the offer level only. It allows the Smart Quotes user to define the commercial conditions of the offer and the signatories, as shown in the following example:

[[File:MetisSmartQuotesEditOfferWindowConditionsTab.PNG|center]]

The ''Conditions'' tab may consist of three sections:
* Main Conditions
* Signatures
* Other Conditions

The conditions displayed in this tab as well their contents depend upon the administrator settings. The Smart Quotes user can select the conditions from a drop-down list with a pre-defined contents. Also, depending upon the administrator settings, the Smart Quotes user can define their owns terms and conditions by double-clicking on the green field at the bottom of a drop-down list, as shown in the following example:

[[File:MetisSmartQuotesEditOfferWindowOfferValidityCondition.png|center]]

Double-clicking on the green line opens a window as shown in the following example:

[[File:MetisSmartQuotesCreateTermsAndConditions.PNG|center]]

The Smart Quotes user can type in his/her own term and condition in the ''Description'' field, for each available language. Once saved, it is not possible to delete the term or condition.

{{Note
| A manually created term and condition applies to the current offer only. When opening another offer, the manually created term and condition is not available to that offer, except for [[#Duplicate | variant offers]].
}}

For the signatories, the fields generally contain the list of sales representatives belonging to the same version as the logged-in Smart Quotes user.

The fields that appear under the ''Main Conditions'' section are described below:

* Payment terms: to select which payment condition is applicable
* Delivery Time: to select the appropriate delivery time
* Delivery and Handling: to select which terms and conditions apply for the delivery and the handling
* Offer Validity: to select the validity period of the offer

The fields that appear under the ''Signatures'' section are described below:

* Signature for Offer, Person 1 & 2: to select the persons who have to sign the offer
* Sender: to select the person who sends out the offer
* Signature for Accompanying Letter: to select who have to sign the accompanying letter

The fields that appear under the ''Other Conditions'' section are described below:

* Invoicing Terms: to select the condition for the invoice
* Warranty: to select the warranty condition
* Export Terms: to select the condition for exportation
* Payment Mode: to select the mode of payment (e.g. credit card, cash, etc.)

Once the current project contains at least one offer and if that offer has been selected, clicking on the ''Add'' button makes it possible to create a new project, to add an offer to the current project or to add a system to the selected offer, as shown in the following example:

[[File:MetisSmartQuotesProjectOfferSystemSelectionWindow.PNG|center]]

If the Smart Quotes User chooses to create a new project, the [[#Creating a Project | New Project window]] appears.

If the Smart Quotes User chooses to create a new offer, the [[#Creating an Offer | New Offer window]] appears.

If the Smart Quotes User chooses to add a system to the selected offer, the [[#Adding a System | New System window]] appears.

=== Adding a System ===

If the Smart Quotes User clicks on the ''Add'' button and chooses to add a system to a selected offer, the ''New System'' window appears as shown in the following example:

[[File:MetisSmartQuotesNewSystemWindow.PNG|center]]

The ''New System'' window may contain two tabs:
* General
* Addresses

In the ''General'' tab, the different types of information related to the system are grouped into the following sections:
* General
* Dates
* Statistics
* Additional Data

Some fields might not be available or may be mandatory to fill in according to the administrator settings. When a field is mandatory, its designation is in bold and it is preceded by a red plain arrow [[File:MetisSmartQuotesArrowMandatoryField.PNG]].

If the user tries to save the system while he/she has not defined all of the mandatory fields, a series of pop-ups appears. This is meant to assist the user in filling in the mandatory fields.

The fields that may appear under the ''General'' section are described below:

* System: to select a system from a drop-down list. This field is mandatory. The system can be searched from the drop-down list by clicking on the magnifying glass icon in the header ([[File:MetisSmartQuotesDescriptionHeader.PNG]]). It is also possible to add system from the ([[File:MetisSmartQuotesSystemSelectionWindowOpener.png]]) icon that opens the ''System selection'' window. In this window, the systems can be selected from their picture.
* Description: the name of the system. If this field is blank when a system is chosen, the system name is automatically copied into this field. This field is limited to 80 characters. Depending upon the administrator settings, it could be forbidden to type in special characters in this field.

{{Note
| When not blank, the description field is not automatically updated if the Smart Quotes user decides to choose a different system (i.e. the field displays the system that was previously chosen). The user has to manually change the description if it is desired that it corresponds to the newly selected system.
}}

* Quantity: to see the number of instances of the system. This field is non editable for the systems. It is only editable in some circumstances for subsystems.
* Model Type: to select the model type (e.g. New System, Modernization, Extension, etc.) from a drop-down list. This information is used to select the appropriate calculation model.
* Equipment Number: to type in an equipment number associated with the system. This field is limited to 24 characters. An icon ([[File:MetisSmartQuotesInventoryIcon.png]]) may appear in this field. This icon allows the Smart Quotes user to access to the Inventory feature.
* Services: to select / unselect the service model(s) to be applied to the system during the calculation. The Smart Quotes user may select the applicable service models from a drop-down list. The service models preceded by a padlock icon cannot be unselected (due to a setting of the administrator).
* Instruction: to select from a drop-down list a system specific data
* Variant: the variant to be used for the system.
* Expert Mode: to configure the system either in the Smart Quotes mode or in Expert mode. For details about both modes, please refer to the [[Description of the Menu Price#Expert and Metis Smart Quotes (MSQ) Modes | Price menu]].

The fields that may appear under the ''Dates'' section are described below:

* Installation: to define the beginning of the installation
* Mounting: to define the mounting date
* Commissioning: to define the commissioning date
* Acceptance: to define the acceptance date
* Invoice: to define the invoice date

The fields that may appear under the ''Statistics'' section are described below:

* Status: to select from a drop-down list a status for the system as a means of classifying it for statistical purposes. Systems types depend on administrator settings. For example, a system status type can be "accepted", "in progress", "won", etc.
* Reason: this information serves as a compliment to the system status information. For example, it allows the user to indicate why the system has been accepted, if the reason is linked with the status "accepted". The reasons in the drop-down list depend on the administrator settings. Some sample reasons may be the price, the technical aspect, etc...
* Probability [%]: an estimated percentage of the probability for the system to be ordered. This value cannot be negative nor exceed 100%.

The field(s) that may appear under the ''Additional Data'' section are those being created and made available by the administrator, depending on the end-users needs. For example, the ECS ID of a system is displayed in that section.

The [[#Addresses Tab | Addresses tab]] is described in a [[#Addresses Tab | separate section below]].

=== Adding a Sub-system ===

In the case where a system can be linked with some sub-systems, selecting that system then clicking on the ''Add'' button makes it possible to create a new project, to add an offer to the current project, to add a system to the selected offer or to add a sub-system to the selected system, as shown in the following example:

[[File:MetisSmartQuotesProjectOfferSystemSubsystemSelectionWindow.PNG|center]]

If the Smart Quotes User chooses to create a new project, the [[#Creating a Project | New Project window]] appears.

If the Smart Quotes User chooses to create a new offer, the [[#Creating an Offer | New Offer window]] appears.

If the Smart Quotes User chooses to add a system to the selected offer, the [[#Adding a System | New System window]] appears.

If the Smart Quotes User chooses to add a sub-system to the selected system, a window similar to the [[#Adding a System | New System window]] appears, as shown in the following example:

[[File:MetisSmartQuotesAddSubSystemWindow.PNG|center]]

The window consists of two parts:
* the ''Description'' table on the left which lists the contents of the offer
* the ''General'' tab on the right which allows the Smart Quotes user to select a sub-system and to define its properties. The table is identical to the [[#Adding a System | New System window]].

Once the mandatory fields have been filled for the new sub-system, it is possible to open the properties of the system(s) and of the offer directly from this window. The Smart Quotes users need to click on the desired sub-system, system(s) or the offer in the ''Designation'' table.

If modifications have been made to the properties and if the Smart Quotes user selects another item (i.e. an offer, a system or a sub-system), a confirmation window appears as shown in the following example:

[[File:MetisSmartQuotesConfirmationModificationEditWindow.PNG|center]]

In the ''General'' tab, the ''Quantity'' field can be edited for some subsystems. It allows the Smart Quotes user to configure only once the sub-system but to sell multiple instances of the same sub-system.

When a value different from 1 is defined, a check is done to see if the value is compliant with the maximum number of sub-systems than can be linked to the system. If the value is not compliant, a pop-up window is displayed asking the Smart Quotes user if he/she wants to set the quantity to the maximum authorised value. If the user selects ''No'', the previous valid value is displayed again. If the user selects ''Yes'', the maximum authorised value is displayed in the ''Quantity'' field.

If the ''Quantity'' is greater than one, a ''Descriptions'' field appears as shown in the following example:

[[File:MetisSmartQuotesMultipleSubSystemDescriptionWindow.png|center]]

The Smart Quotes user can provide different descriptions for the various instances of the subsystems.

The [[#Addresses Tab | Addresses tab]] is also available at the subsystem level. It is described in a [[#Addresses Tab | separate section below]].

=== Addresses Tab ===

This tab lists the companies and contact persons that have been defined at a selected level (i.e. project, offer, system and sub-system) as well as their role, as shown in the following example:

[[File:MetisSmartQuotesEditProjectAddressesTab.PNG|center]]

To assign companies and contact persons, click on the ''Add'' button. This opens the ''Addresses and Contacts Role Selection'' window, as shown in the following examples:

[[File:MetisSmartQuotesAddressesandContactsRoleSelectionWindowAddressTab.PNG|800×586px|center]]

[[File:MetisSmartQuotesAddressesandContactsRoleSelectionWindowContacttab.PNG|800×586px|center]]

The window consists of a search area and a table.

Above the table, the two following tabs are available:
* Address: to map companies to the roles that have been made available by the administrator
* Contact: to map companies and contact persons to the roles that have been made available by the administrator

If the ''Address'' tab is selected, the left part of the window allows the Smart Quotes user to search for a company using the following criteria:
* the name of the company
* the zip code
* the city
* the source (i.e. to select from a drop-down list either the companies created in Metis or the companies created by another means or another CRM)

If the ''Contact'' tab is selected, the following additional fields are available:
* the ID of the company to which the contact person is linked with
* the last name of the contact person
* the first name of the contact person
* the zip code of the contact person
* the city of the contact person

The results matching the search criteria are displayed in the table. The search result varies depending on the selected tab. If the ''Address'' tab has been selected, all the companies matching the search criteria are displayed. For each company, the following pieces of information are displayed:
* the company ID (a reference automatically generated by Metis)
* the company name
* the company address (i.e. its street, street number, zip code and the city)

But if the ''Contact'' tab has been selected, an additional filter is applied to only display all the companies matching the search criteria that have a contact person linked to them. For each contact person, the following pieces of information are displayed:
* the contact ID (a reference automatically generated by Metis)
* the company to which the contact person is linked with
* the last name of the contact person
* the first name of the contact person

If needed, the Smart Quotes User can create a company or a contact person using the ''Add'' button above the table. This opens the ''Address'' or the ''Contact'' window, as described in the [[Description of the Menu Addresses#Add | Addresses menu]].

Below the ''Address'' and ''Contact'' tabs is the table header. The table header contains abbreviations. These abbreviations (or codes) correspond to the roles that have been made available by the administrator.

{{Note
| Depending upon the administrator settings, a role can be available for one level (e.g. the project level and the offer level) but not to the others (e.g. system/sub-system level).
}}

{{Note
| When the table is populated, a tool-tip displays the full name of the role when the Smart Quotes user hovers the mouse over a cell, as shown in the following example:
[[File:MetisSmartQuotesAddressesAndContactsRolesTooltip.png|center]]
}}

To assign a company or a contact person, the Smart Quotes user should tick the cell corresponding to the desired role, as shown in the following example:

[[File:MetisSmartQuotesAddressesAndContactsRolesSelectionWindowItemsSelected.PNG|800×586px|center]]

{{Note
| When a contact person is assigned to a role in the ''Contact'' tab, the company associated with the contact person is automatically selected as well. It is not necessary to select the corresponding company again in the ''Address'' tab. The company appears as pre-selected if the Smart Quotes user searches for it from the ''Address'' tab.
}}

A company / contact person can be linked to several roles. Reversely, a role can have several companies and contact persons linked to it.

Once the Smart Quotes user has validated his/her selection, the ''Edit'' window appears again with, in the ''Addresses'' tab, the list of companies or contact persons linked to the various roles.

If the Smart Quotes user clicks again on the ''Add'' button and searches for the companies or contact persons already linked to a selected level (i.e. project, offer, system or sub-system), these companies or contact persons appears as pre-selected in the table of the ''Addresses and Contacts Role Selection'' window.

To remove a company or a contact person, the Smart Quotes user can select one or several entries in the ''Address'' tab then click on the ''Delete'' button.

Depending on the item selected, the several items could be deleted at the same time.

'''Example:''' The company "Xpert Technologies" and the contact person "Richard Williams" have been assigned to the "Consultant Address" role as shown below:

[[File:MetisSmartQuotesExampleDeleteCompanyContact.PNG|center]]

If the Smart Quotes user selects the contact person then clicks on the ''Delete'' button, the contact person is deleted.

If the Smart Quotes user selects the company then clicks on the ''Delete'' button, the company and the contact person are deleted. The role is also deleted if there is no other company linked to that role.

If the Smart Quotes user selects the role then clicks on the ''Delete'' button, the role, the company and the contact person are deleted.

Alternatively, the Smart Quotes user can remove a company or a contact person by unticking the corresponding cell in the table of the ''Addresses and Contacts Role Selection'' window.

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/f/f9/VID_Associating_a_company_and_contact_person_to_various_levels.png'>File:Associating_a_company_and_contact_person_to_various_levels.mp4</mediaplayer>
| How to define a company or a contact person at the project, offer, system or a subsystem level.
}}

== Delete ==

The '''Delete''' button allows the Smart Quotes user to delete an existing project, offer, system or sub-system.

This button is active only when a project, an offer, a system or a sub-system has been selected (not a role, a company or a contact person).

{{Note
| It is not possible to select multiple items at the same time.
}}

When deleting a system or a sub-system, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteSystemSubsystem.PNG|center]]

The Smart Quotes user must confirm the message before the system or the sub-system can be deleted.

{{Note
| If companies and contact persons have been defined at a system or a sub-system level, they are automatically deleted with the corresponding system or the sub-system.
}}

When deleting an offer, the ''Delete Offer'' window appears as shown in the following example:

[[File:MetisSmartQuotesDeleteOfferWindow.png|center]]

The ''Del'' column allows the Smart Quotes user to select the items to be deleted.
The ''Description'' column displays the name given by the Smart Quotes user to the offer, system(s) and sub-system(s).
The ''System'' column displays the default name of the system(s) or sub-system(s).

If the selected offer contains at least one system and one sub-system, the Smart Quotes user can choose to delete:
* the whole offer (therefore with all its contents)
* a system its the sub-system(s)
* only a sub-system

When deleting the entire offer, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteOffer.PNG|center]]

The Smart Quotes user must confirm the message before the offer and its contents can be deleted.

{{Note
| If companies and contact persons have been defined at the offer level, they are automatically deleted with the offer.
}}

When deleting a project, the ''Delete Project'' window appears as shown in the following example:

[[File:MetisSmartQuotesDeleteProjectWindow.PNG|center]]

The ''Del'' column allows the Smart Quotes user to select the items to be deleted.
The ''Description'' column displays the name given by the Smart Quotes user to the project and the offer(s).
The ''Offer No'' column displays the offer number.

If the selected project contains at least one offer, the Smart Quotes user can choose to delete:
* the whole project (therefore with all its contents)
* only the offers
* a specific offer

When deleting the entire project, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteProject.PNG|center]]

The Smart Quotes user must confirm the message before the project and its contents can be deleted.

{{Note
| If companies and contact persons have been defined at the project level, they are automatically deleted with the project.
}}

== Edit ==

The '''Edit''' button allows to see and modify the properties of a project, an offer, a system, a sub-system, a company and a contact person.

{{Note
| The ''Edit Project'', ''Edit Offer'' and ''Edit System'' windows can also be opened from the [[Metis Smart Quotes User Manual Home Page#Graphic User Interface|header area]].
}}

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/2/2b/VID_EditProjectOfferSystemSubSystem.png'>File:Edit_a_project_offer_system_subsystem.mp4</mediaplayer>
| How to edit a project, an offer, a system or a subsystem.
}}

=== Edit Project ===

Selecting a project then clicking on the ''Edit'' button opens the ''Edit Project'' window as shown in the following example:

[[File:MetisSmartQuotesEditProjectWindow.PNG|center]]

This window is identical to the [[#Creating a Project | New Project window]]. The difference is that a new tab becomes available: the [[#Addresses Tab | Addresses tab]].

=== Edit Offer ===

Selecting an offer then clicking on the ''Edit'' button opens the ''Edit Offer'' window as shown in the following example:

[[File:MetisSmartQuotesEditOfferWindow.PNG|center]]

The available properties are identical to the ones in the [[#Creating an Offer | New Offer window]].

=== Edit System / Sub-system ===

Selecting a system then clicking on the ''Edit'' button opens the ''Edit System'' window as shown in the following example:

[[File:MetisSmartQuotesEditSystemWindow.PNG|center]]

The available properties are identical to the ones in the [[#Adding a System | New system window]] or the [[#Adding a Sub-system | Adding a Sub-system window]].

{{Warning
| When a user modifies the model type, the service models or the variant of a system / sub-system, the prices in the offer must be re-calculated. This is automatically done by passing through to the [[Description of the Menu Price | Price menu]].
}}

=== Edit Company ===

Selecting a company then clicking on the ''Edit'' button opens a window with the properties of the company, as shown in the following example:

[[File:MetisSmartQuotesEditCompany.PNG|center]]

The available properties are identical to the ones in the [[Description of the Menu Addresses#Creating an Address | Address window]].

=== Edit Contact Person ===

Selecting a contact person then clicking on the ''Edit'' button opens a window with the properties of the contact, as shown in the following example:

[[File:MetisSmartQuotesEditContactPerson.PNG|center]]

The available properties are identical to the ones in the [[Description of the Menu Addresses#Creating a Contact Person | Contact window]].

== Duplicate ==

The ''Duplicate'' button allows to create a variant of an offer. This button is active only when an offer has been selected.

A variant offer is a 1 to 1 copy of an existing offer. All the data from the original offer (e.g. the offer data, the systems, the material list, the discounts, the notes etc.) are copied to the variant offer. The variant offer is then considered as a new offer. Changes made to the original offer are not carried over to the variant offer.

The main difference between the data of an original offer and its variant offer is the [[#Creating an Offer | ''Manual Offer Nr'' field]]. A slash and a number is appended to the manual offer number of the variant offer, as shown in the following examples:

* Manual Offer Number of the original offer: 123456789
* Manual Offer Number of the first variant offer: 123456789/1
* Manual Offer Number of the variant of the first variant offer: 123456789/2

* Offer Number of the original offer: LPYT-8LY0I-1TTD8
* Manual Offer Number of the original offer: empty
* Manual Offer Number of the first variant offer: LPYT-8LY0I-1TTD8/1
* Manual Offer Number of the variant of the first variant offer: LPYT-8LY0I-1TTD8/2

{{Note
| It is possible to create a variant of a variant offer.
}}

Upon clicking on the ''Duplicate'' button, the ''Create a Variant'' window appears as shown in the following example:

[[File:MetisSmartQuotesCreateVariantWindow.PNG|center]]

By default, the variant offer is created with the same name as the original offer. To enter a different name for the variant offer, type in the desired name in the ''Description'' field.

By default, the ''Replace Offer'' checkbox is ticked. This checkbox has an impact on the orginal offer, not to the variant offer. When ticked, the status of the original offer is changed to inactive. When unticked, the original offer remains active.

By default, the variant offer is assigned to the current project. The current project name, its reference and its creation date are displayed in the window. To assign the variant offer to a different project, click on the project selection icon ([[File:MetisSmartQuotesProjectSelectionIcon.PNG]]). This opens the ''Select a Project'' window as shown in the following example:

[[File:MetisSmartQuotesSelectAProject.PNG|center]]

The window is similar to the [[Description of the Menu Open#Project | Open Project menu]].

The Smart Quotes user can search for a specific project by defining some search criteria. Once the Smart Quotes user has selected the desired project, the ''Create a Variant'' is displayed again. Data regarding the project is updated to display the name, the reference and the creation date of the selected project, as shown in the following example:

[[File:MetisSmartQuotesVariantAnotherProject.png|center]]

The ''Replace Offer'' checkbox is no longer available because a different project has been selected. Instead, the Smart Quotes user can keep or not the discounts and/or the text modifications of the original offer.

Clicking on the ''Save'' button automatically closes the current project. The project to which the variant offer has been assigned to is automatically open.

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/2/2a/VID_CreatingVariantOffer.png'>File:Create_Duplicate_Offer.mp4</mediaplayer>
| How to create a variant offer.
}}

== Copy / Paste ==

The ''Copy'' and ''Paste'' buttons allows the Smart Quotes user to copy:
* a system then paste it to the same or different offer
* a sub-system then paste it to the same or different system
* a system and its sub-system(s) then paste them to the same or different offer

The ''Copy'' button is active only when a system or a sub-system has been selected.

In the case where a system has been copied, the ''Paste'' button is active only when an offer has been selected.

In the case where a sub-system has been copied, the ''Paste'' button is active only when a system has been selected. The selected system must be configured to accept the copied sub-system. Furthermore, the maximum number of sub-systems that can be linked to the system must not be reached. If the conditions are not met, the ''Paste'' button remains inactive.

When copying a system or a sub-system which has companies and contacts or sub-systems linked to it, these pieces of information are not kept when pasting the system or the sub-system. Only the system is copied as shown in the following example:

[[File:MetisSmartQuotesCopySystemFromProjectMenu.PNG|850x750px|center]]

[[File:MetisSmartQuotesPasteSystemFromProjectMenu.PNG|850x750px|center]]

The copied system or sub-system keeps the same properties than the original system or sub-system. However, if changes are made to the original system or sub-system, these changes are not applied to the copied system or sub-system, and conversely.

{{Note
| Once a system or a sub-system has been copied, Metis Smart Quotes must be restarted to clear the memory.
}}

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/7/74/VID_Copying_a_system.png'>File:Copying_a_System.mp4</mediaplayer>
| How to copy a system.
}}

== Preview ==

For blocked or ordered offers, the ''Edit'' button becomes a ''Preview'' button when a blocked or ordered offer is selected. It is also the case when selecting a system or a sub-system belonging to a blocked or ordered offer.

The ''Preview'' button allows the Smart Quotes user to see the properties of an offer, a system or a sub-system. These properties correspond to those previously defined in the New xxx or Edit xxx windows (xxx is the offer, system or sub-system).

The contents of the window cannot be edited.

== History ==

The ''History'' button is active only when an offer has been selected. This button allow to see certain actions that have been carried out on a selected offer, as shown in the following example:

[[File:MetisSmartQuotesOfferHistoryWindow.PNG|750×500px|center]]

Actions that are logged in the offer history include the following ones:
* offer creation
* offer exportation / importation
* system or sub-system addition
* system or sub-system deletion
* variant creation
* document preview
* document saving, printing or sent by e-mail
* offer prices locked
* offer blocking
* offer ordering
* etc.

For each action, the first and last names of the user who has performed the event as well as when the event has been performed are indicated.

The ''Address'' column is filled in only for the actions related to the [[Description of the Menu Documents | generation of documents]]. Details about the company and the contact person for which a document has been generated are indicated in this column.

{{Note
| If the Smart Quotes user is logged into a child version as a Nomad user, the name of the gateway user appears in the ''User'' column.
}}

== Close ==

The ''Close'' button allows the Smart Quotes user to close the current project. The button is active only at the project or offer level.

Description of the Menu Project

2014-05-06T08:22:52Z

Ibrahim: Update of contents

The Project menu gives an overview of the contents of a project. A project is structured in a hierarchical way, as shown in the following example:

[[File:MetisSmartQuotesProjectStructure.PNG|center|800x350px]]

The project is the top-most level. A project can contain one or several offers. An offer can contain one or more system(s). A system can contain one or more sub-system(s). For each various levels, a company and a contact person can be defined.

Various icons allow the Smart Quotes user to identify a project, an offer, a system etc. The following table lists these icons:

{| style="border-collapse: separate; border-spacing: 0; border-width: 1px; border-style: solid; border-color: grey; padding: 5"
!style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | Icon
!style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Description
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesProjectIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Project
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesRoleIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Role
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesMainCompanyIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Main Company (or Main Address)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesCompanyIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Company (or Address)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesContactIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Contact
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:OfferIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Active Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOfferInactiveIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedOfferIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Locked Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedOfferIcon2.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Ordered Offer
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:SystemIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedSystemIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Ordered System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesDeletedSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Deleted System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOfferUnauthorisedSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive or Unauthorised System
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSystemInExpertMode.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | System in Expert Mode
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSubSystemIcon.png|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesOrderedSubSystemIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Ordered Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesDeletedSubystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Deleted Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesUnauthorizedSubSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive or Unauthorised Sub-system
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesInvalidSubSystemIcon.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Sub-system no longer valid (the sub-sytem can no longer be linked with the system or the maximum quantity of sub-system has been exceeded)
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesSubsystemExpertInMode.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Sub-system in Expert Mode
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesGroupOfSystems.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Group of systems
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 1px 0" | [[File:MetisSmartQuotesUnauthorizedGroupOfSystems.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 1px 0" | Inactive or empty group of systems
|-
|style="border-style: solid; border-color: grey; border-width: 0 1px 0 0" | [[File:MetisSmartQuotesDeletedGroupOfSystem.PNG|16x16px]]
|style="border-style: solid; border-color: grey; border-width: 0 0 0 0" | Deleted group of systems
|}

The project menu consists of a table and some buttons around that table, as shown in the following example:

[[File:MetisSmartQuotesProjectMenu.PNG|center|850x750px]]

Above the table, the following buttons are available:

* [[#Add | Add]]
* [[#Delete | Delete]]
* [[#Edit | Edit]]
* [[#Duplicate | Duplicate]]
* [[#Copy / Paste | Copy]]
* [[#Copy / Paste | Paste]]
* [[#Preview | Preview]]
* [[#History | History]]
* [[#Close | Close]]

Depending upon the context (item selected, offer locked, offer ordered, etc.), some of these buttons may be inactive or invisible. Each button is described in separate sections below.

The table lists the contents of the project table. The table contains the following columns:

* Offer No: it displays the offer(s) number (the one automatically generated by Metis)
* Description: it displays the contents of the project (project name, offer(s), system(s), sub-system(s), companies and contact persons)
* Date: it displays the project and offer creation date as well as the date when a system or a sub-system has been added
* Amount: it displays the total amount at the offer level only. The total amount takes into account the taxes (if applicable).
* Currency: it displays the offer currency (next to the offer total amount).
* Status: it displays an icon representing the status of the offer, the system and the sub-system (the displayed icon depends on the administrator settings and of the Smart Quotes user selection in the ''Status'' field of the properties of [[#Creating an Offer | the offer]], [[#Adding a System | the system]] and of [[#Adding a Sub-system | the sub-system]])

Below the table, the ''Collapse All'' button enables to display only a minimum of information in the Description column, that is to say:
* the project name,
* the role(s) defined at the project level,
* the offer(s) name.

The ''Expand All'' button enables to see all the pieces of information defined for the project, the offer(s), the system(s) and the sub-system(s).

{{Tip
| When right-clicking anywhere in the table, the Smart Quotes user has two additional options. They can copy the contents of a cell to the clipboard. They can export the contents of the table to an Excel file. All the information currently displayed in the table of the Project menu are included in the Excel file, except the "Status" column, as in the [[media:Project Export.pdf‎|following example file]].
The Excel file is not automatically saved. It is up to the Smart Quotes user to manually save the Excel file if desired.
}}

== Add ==

The ''Add'' button allows the Smart Quotes user to create a project or an offer. It also allows the Smart Quotes user to add a system or a sub-system to an offer.

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/4/46/VID_CreatingProjectOfferSystem.png'>File:Creating_a_project_offer_system_and_subsystem_OK.mp4</mediaplayer>
| How to edit a project, an offer, a system or a subsystem.
}}

=== Creating a Project ===

When no project is currently open, clicking on the ''Add'' button automatically opens the ''New Project'' window as shown in the following example:

[[File:MetisSmartQuotesNewProjectWindow.PNG|center]]

The ''New Project'' window may contain two tabs:
* General
* Addresses

In the ''General'' tab, the following fields can be found:
* Description: the name of the project. This field is mandatory. This field is limited to 80 characters.
* Reference: the project reference that is automatically generated by Smart Quotes. This field is limited to 40 characters.
* Reference 1: an additional reference for the project that the Smart Quotes user can provide. This field is limited to 40 characters.
* Opportunity ID: an additional reference for the project that the Smart Quotes user can provide. This field can accept a very large amount of characters.
* Creation: the project creation date.

All the fields are editable except the creation date field.

{{Note
| Additional fields may appear depending upon the administrator settings.
}}

{{Note
| When a field is mandatory, its designation is in bold and it is preceded by a red plain arrow [[File:MetisSmartQuotesArrowMandatoryField.PNG]].
}}

The ''Address'' tab is common to the offer, system and subsystem levels. It is described in a [[#Addresses Tab | separate section below]].

Once a project exists or is open, clicking on the ''Add'' button makes it possible to add an offer to a project or to create a new project, as shown in the following example:

[[File:MetisSmartQuotesProjectOfferSelectionWindow.PNG|center]]

If the Smart Quotes User chooses to create a new project, the [[#Creating a Project | New Project window]] appears.

{{Note
| If the Smart Quotes user creates a new project while a project is already open, the currently open project is closed and the newly created project is displayed instead.
}}

If the Smart Quotes User chooses to create an offer, the [[#Creating an Offer | New Offer window]] appears.

=== Creating an Offer ===

If the Smart Quotes User clicks on the ''Add'' button and chooses to create an offer, the ''New Offer'' window appears as shown in the following example:

[[File:MetisSmartQuotesNewOfferWindow.PNG|center]]

The ''New Offer'' window may contain three tabs:
* General
* [[#Addresses Tab | Addresses]]
* Conditions

In the ''General'' tab, the different types of information related to the offer are grouped into three different sections:
* General
* Dates
* Statistics

Some fields might not be available or may be mandatory to fill in according to the administrator settings. When a field is mandatory, its designation is in bold and it is preceded by a red plain arrow [[File:MetisSmartQuotesArrowMandatoryField.PNG]].

If the user tries to save the offer while he/she has not defined some mandatory fields, a series of pop-ups for the mandatory fields appears. This is meant to assist the user in filling in the mandatory data.

The fields that may appear under the ''General'' section are described below:

* Status: to define if the offer is active or inactive. This field is mandatory and it is mainly for statistical purposes.
* Description: the name of the offer. This field is mandatory. This field can accept a large number of characters.
* Reference: an additional reference for the offer that the Smart Quotes user can provide. This field is limited to 80 characters.
* Offer Nr: the offer reference that is automatically generated by METIS.
* Manual Offer Nr: an additional reference for the offer that the Smart Quotes user can provide. This field is limited to 30 characters.
* Customer Order Nr: the reference to allocate to the offer when [[Description of the Menu Order | ordering]] it. This field is limited to 12 characters.
* Title: to select the appropriate title of the offer document from a drop-down list (for example, Quotation, Estimate, etc.).
* Price Category: the price category to be used for the offer. A default price category can be defined by the administrator or by the Smart Quotes user in the [[Description of the Menu Setup#Default Values|Setup menu]]. If defined, the Smart Quotes user value has precedence over the administrator's setting.
* Currency: the currency to be used for the offer. A default currency may be pre-selected according to the administrator's settings.
* Taxes: the taxes model(s) to be applied to the offer. The Smart Quotes user may select the applicable tax models from a drop-down list. The taxes preceded by a padlock icon cannot be unselected (due to a setting of the administrator).
* Variant: the variant to be used for the offer. A default variant can be defined by the administrator or by the Smart Quotes user in the [[Description of the Menu Setup#Default Values|Setup menu]]. If defined, the Smart Quotes user value has precedence over the administrator's setting.

The fields that appear under the ''Dates'' section are described below:

* Offer: this field is automatically filled in with the offer creation date. The date can be changed using the calendar icon.
* Validity: the expiration date of the offer. The date can be changed using the calendar icon.
* Order: once the offer has been [[Description of the Menu Order | ordered]], the date when the offer has been ordered appears. Otherwise, it remains empty. The field is not editable.

{{Tip
| When defining a date using the calendar, it is possible to change the year by clicking on the month and year label between the two arrows [[File:MetisSmartQuotesCalendar.PNG]].
This allows the Smart Quotes user to select another month or year [[File:MetisSmartQuotesYearCalendar.PNG]].
}}

The fields that may appear under the ''Statistics'' section are described below:

* Origin: to select from a drop-down list the event at the origin of the offer. For example: Customer Visit, Seminar, Telemarketing, etc.
* Branch: to select from a drop-down list the industry (NACE codes) appropriate for the offer
* Status: to select from a drop-down list a status for the offer as a means of classifying it for statistical purposes. Offers types depends on administrator settings. Status types can be Open, Offer Won, Offer Lost, etc...
* Reason: this information serves as a compliment to the offer status information. For example, it allows the user to indicate why the offer has been won, if the reason is linked with the status Offer Won. The reasons in the drop-down list depend on the administrator settings. Some sample reasons may be the price, the technical aspect, etc...
* Probability [%]: an estimated percentage of the probability of the offer being successful. This value cannot be negative nor exceed 100%.
* Potential: an estimation of the overall potential for the offer. If the potential exceeds a pre-defined limit set by the administrator, a bid analysis have to be carried out. An icon (that may open a document attached by the administrator when clicking on it) and a message appears at the bottom of the ''New Offer'' window as shown in the following example:

[[File:MetisSmartQuotesNewSystemWindowBidAnalysisRequired.png|center]]

* Proceed [%]: a probability to proceed. This is a supplementary field to Probability [%].
* Starting: the likely starting date if the offer is successful.

The [[#Addresses Tab | Addresses tab]] is described in a [[#Addresses Tab | separate section below]].

The ''Conditions'' tab applies to the offer level only. It allows the Smart Quotes user to define the commercial conditions of the offer and the signatories, as shown in the following example:

[[File:MetisSmartQuotesEditOfferWindowConditionsTab.PNG|center]]

The ''Conditions'' tab may consist of three sections:
* Main Conditions
* Signatures
* Other Conditions

The conditions displayed in this tab as well their contents depend upon the administrator settings. The Smart Quotes user can select the conditions from a drop-down list with a pre-defined contents. Also, depending upon the administrator settings, the Smart Quotes user can define their owns terms and conditions by double-clicking on the green field at the bottom of a drop-down list, as shown in the following example:

[[File:MetisSmartQuotesEditOfferWindowOfferValidityCondition.png|center]]

Double-clicking on the green line opens a window as shown in the following example:

[[File:MetisSmartQuotesCreateTermsAndConditions.PNG|center]]

The Smart Quotes user can type in his/her own term and condition in the ''Description'' field, for each available language. Once saved, it is not possible to delete the term or condition.

{{Note
| A manually created term and condition applies to the current offer only. When opening another offer, the manually created term and condition is not available to that offer, except for [[#Duplicate | variant offers]].
}}

For the signatories, the fields generally contain the list of sales representatives belonging to the same version as the logged-in Smart Quotes user.

The fields that appear under the ''Main Conditions'' section are described below:

* Payment terms: to select which payment condition is applicable
* Delivery Time: to select the appropriate delivery time
* Delivery and Handling: to select which terms and conditions apply for the delivery and the handling
* Offer Validity: to select the validity period of the offer

The fields that appear under the ''Signatures'' section are described below:

* Signature for Offer, Person 1 & 2: to select the persons who have to sign the offer
* Sender: to select the person who sends out the offer
* Signature for Accompanying Letter: to select who have to sign the accompanying letter

The fields that appear under the ''Other Conditions'' section are described below:

* Invoicing Terms: to select the condition for the invoice
* Warranty: to select the warranty condition
* Export Terms: to select the condition for exportation
* Payment Mode: to select the mode of payment (e.g. credit card, cash, etc.)

Once the current project contains at least one offer and if that offer has been selected, clicking on the ''Add'' button makes it possible to create a new project, to add an offer to the current project or to add a system to the selected offer, as shown in the following example:

[[File:MetisSmartQuotesProjectOfferSystemSelectionWindow.PNG|center]]

If the Smart Quotes User chooses to create a new project, the [[#Creating a Project | New Project window]] appears.

If the Smart Quotes User chooses to create a new offer, the [[#Creating an Offer | New Offer window]] appears.

If the Smart Quotes User chooses to add a system to the selected offer, the [[#Adding a System | New System window]] appears.

=== Adding a System ===

If the Smart Quotes User clicks on the ''Add'' button and chooses to add a system to a selected offer, the ''New System'' window appears as shown in the following example:

[[File:MetisSmartQuotesNewSystemWindow.PNG|center]]

The ''New System'' window may contain two tabs:
* General
* Addresses

In the ''General'' tab, the different types of information related to the system are grouped into the following sections:
* General
* Dates
* Statistics
* Additional Data

Some fields might not be available or may be mandatory to fill in according to the administrator settings. When a field is mandatory, its designation is in bold and it is preceded by a red plain arrow [[File:MetisSmartQuotesArrowMandatoryField.PNG]].

If the user tries to save the system while he/she has not defined all of the mandatory fields, a series of pop-ups appears. This is meant to assist the user in filling in the mandatory fields.

The fields that may appear under the ''General'' section are described below:

* System: to select a system from a drop-down list. This field is mandatory. The system can be searched from the drop-down list by clicking on the magnifying glass icon in the header ([[File:MetisSmartQuotesDescriptionHeader.PNG]]). It is also possible to add system from the ([[File:MetisSmartQuotesSystemSelectionWindowOpener.png]]) icon that opens the ''System selection'' window. In this window, the systems can be selected from their picture.
* Description: the name of the system. If this field is blank when a system is chosen, the system name is automatically copied into this field. This field is limited to 80 characters. Depending upon the administrator settings, it could be forbidden to type in special characters in this field.

{{Note
| When not blank, the description field is not automatically updated if the Smart Quotes user decides to choose a different system (i.e. the field displays the system that was previously chosen). The user has to manually change the description if it is desired that it corresponds to the newly selected system.
}}

* Quantity: to see the number of instances of the system. This field is non editable for the systems. It is only editable in some circumstances for subsystems.
* Model Type: to select the model type (e.g. New System, Modernization, Extension, etc.) from a drop-down list. This information is used to select the appropriate calculation model.
* Equipment Number: to type in an equipment number associated with the system. This field is limited to 24 characters. An icon ([[File:MetisSmartQuotesInventoryIcon.png]]) may appear in this field. This icon allows the Smart Quotes user to access to the Inventory feature.
* Services: to select / unselect the service model(s) to be applied to the system during the calculation. The Smart Quotes user may select the applicable service models from a drop-down list. The service models preceded by a padlock icon cannot be unselected (due to a setting of the administrator).
* Instruction: to select from a drop-down list a system specific data
* Variant: the variant to be used for the system.
* Expert Mode: to configure the system either in the Smart Quotes mode or in Expert mode. For details about both modes, please refer to the [[Description of the Menu Price#Expert and Metis Smart Quotes (MSQ) Modes | Price menu]].

The fields that may appear under the ''Dates'' section are described below:

* Installation: to define the beginning of the installation
* Mounting: to define the mounting date
* Commissioning: to define the commissioning date
* Acceptance: to define the acceptance date
* Invoice: to define the invoice date

The fields that may appear under the ''Statistics'' section are described below:

* Status: to select from a drop-down list a status for the system as a means of classifying it for statistical purposes. Systems types depend on administrator settings. For example, a system status type can be "accepted", "in progress", "won", etc.
* Reason: this information serves as a compliment to the system status information. For example, it allows the user to indicate why the system has been accepted, if the reason is linked with the status "accepted". The reasons in the drop-down list depend on the administrator settings. Some sample reasons may be the price, the technical aspect, etc...
* Probability [%]: an estimated percentage of the probability for the system to be ordered. This value cannot be negative nor exceed 100%.

The field(s) that may appear under the ''Additional Data'' section are those being created and made available by the administrator, depending on the end-users needs. For example, the ECS ID of a system is displayed in that section.

The [[#Addresses Tab | Addresses tab]] is described in a [[#Addresses Tab | separate section below]].

=== Adding a Sub-system ===

In the case where a system can be linked with some sub-systems, selecting that system then clicking on the ''Add'' button makes it possible to create a new project, to add an offer to the current project, to add a system to the selected offer or to add a sub-system to the selected system, as shown in the following example:

[[File:MetisSmartQuotesProjectOfferSystemSubsystemSelectionWindow.PNG|center]]

If the Smart Quotes User chooses to create a new project, the [[#Creating a Project | New Project window]] appears.

If the Smart Quotes User chooses to create a new offer, the [[#Creating an Offer | New Offer window]] appears.

If the Smart Quotes User chooses to add a system to the selected offer, the [[#Adding a System | New System window]] appears.

If the Smart Quotes User chooses to add a sub-system to the selected system, a window similar to the [[#Adding a System | New System window]] appears, as shown in the following example:

[[File:MetisSmartQuotesAddSubSystemWindow.PNG|center]]

The window consists of two parts:
* the ''Description'' table on the left which lists the contents of the offer
* the ''General'' tab on the right which allows the Smart Quotes user to select a sub-system and to define its properties. The table is identical to the [[#Adding a System | New System window]].

Once the mandatory fields have been filled for the new sub-system, it is possible to open the properties of the system(s) and of the offer directly from this window. The Smart Quotes users need to click on the desired sub-system, system(s) or the offer in the ''Designation'' table.

If modifications have been made to the properties and if the Smart Quotes user selects another item (i.e. an offer, a system or a sub-system), a confirmation window appears as shown in the following example:

[[File:MetisSmartQuotesConfirmationModificationEditWindow.PNG|center]]

In the ''General'' tab, the ''Quantity'' field can be edited for some subsystems. It allows the Smart Quotes user to configure only once the sub-system but to sell multiple instances of the same sub-system.

When a value different from 1 is defined, a check is done to see if the value is compliant with the maximum number of sub-systems than can be linked to the system. If the value is not compliant, a pop-up window is displayed asking the Smart Quotes user if he/she wants to set the quantity to the maximum authorised value. If the user selects ''No'', the previous valid value is displayed again. If the user selects ''Yes'', the maximum authorised value is displayed in the ''Quantity'' field.

If the ''Quantity'' is greater than one, a ''Descriptions'' field appears as shown in the following example:

[[File:MetisSmartQuotesMultipleSubSystemDescriptionWindow.png|center]]

The Smart Quotes user can provide different descriptions for the various instances of the subsystems.

The [[#Addresses Tab | Addresses tab]] is also available at the subsystem level. It is described in a [[#Addresses Tab | separate section below]].

=== Addresses Tab ===

This tab lists the companies and contact persons that have been defined at a selected level (i.e. project, offer, system and sub-system) as well as their role, as shown in the following example:

[[File:MetisSmartQuotesEditProjectAddressesTab.PNG|center]]

To assign companies and contact persons, click on the ''Add'' button. This opens the ''Addresses and Contacts Role Selection'' window, as shown in the following examples:

[[File:MetisSmartQuotesAddressesandContactsRoleSelectionWindowAddressTab.PNG|800×586px|center]]

[[File:MetisSmartQuotesAddressesandContactsRoleSelectionWindowContacttab.PNG|800×586px|center]]

The window consists of a search area and a table.

Above the table, the two following tabs are available:
* Address: to map companies to the roles that have been made available by the administrator
* Contact: to map companies and contact persons to the roles that have been made available by the administrator

If the ''Address'' tab is selected, the left part of the window allows the Smart Quotes user to search for a company using the following criteria:
* the name of the company
* the zip code
* the city
* the source (i.e. to select from a drop-down list either the companies created in Metis or the companies created by another means or another CRM)

If the ''Contact'' tab is selected, the following additional fields are available:
* the ID of the company to which the contact person is linked with
* the last name of the contact person
* the first name of the contact person
* the zip code of the contact person
* the city of the contact person

The results matching the search criteria are displayed in the table. The search result varies depending on the selected tab. If the ''Address'' tab has been selected, all the companies matching the search criteria are displayed. For each company, the following pieces of information are displayed:
* the company ID (a reference automatically generated by Metis)
* the company name
* the company address (i.e. its street, street number, zip code and the city)

But if the ''Contact'' tab has been selected, an additional filter is applied to only display all the companies matching the search criteria that have a contact person linked to them. For each contact person, the following pieces of information are displayed:
* the contact ID (a reference automatically generated by Metis)
* the company to which the contact person is linked with
* the last name of the contact person
* the first name of the contact person

If needed, the Smart Quotes User can create a company or a contact person using the ''Add'' button above the table. This opens the ''Address'' or the ''Contact'' window, as described in the [[Description of the Menu Addresses#Add | Addresses menu]].

Below the ''Address'' and ''Contact'' tabs is the table header. The table header contains abbreviations. These abbreviations (or codes) correspond to the roles that have been made available by the administrator.

{{Note
| Depending upon the administrator settings, a role can be available for one level (e.g. the project level and the offer level) but not to the others (e.g. system/sub-system level).
}}

{{Note
| When the table is populated, a tool-tip displays the full name of the role when the Smart Quotes user hovers the mouse over a cell, as shown in the following example:
[[File:MetisSmartQuotesAddressesAndContactsRolesTooltip.png|center]]
}}

To assign a company or a contact person, the Smart Quotes user should tick the cell corresponding to the desired role, as shown in the following example:

[[File:MetisSmartQuotesAddressesAndContactsRolesSelectionWindowItemsSelected.PNG|800×586px|center]]

{{Note
| When a contact person is assigned to a role in the ''Contact'' tab, the company associated with the contact person is automatically selected as well. It is not necessary to select the corresponding company again in the ''Address'' tab. The company appears as pre-selected if the Smart Quotes user searches for it from the ''Address'' tab.
}}

A company / contact person can be linked to several roles. Reversely, a role can have several companies and contact persons linked to it.

Once the Smart Quotes user has validated his/her selection, the ''Edit'' window appears again with, in the ''Addresses'' tab, the list of companies or contact persons linked to the various roles.

If the Smart Quotes user clicks again on the ''Add'' button and searches for the companies or contact persons already linked to a selected level (i.e. project, offer, system or sub-system), these companies or contact persons appears as pre-selected in the table of the ''Addresses and Contacts Role Selection'' window.

To remove a company or a contact person, the Smart Quotes user can select one or several entries in the ''Address'' tab then click on the ''Delete'' button.

Depending on the item selected, the several items could be deleted at the same time.

'''Example:''' The company "Xpert Technologies" and the contact person "Richard Williams" have been assigned to the "Consultant Address" role as shown below:

[[File:MetisSmartQuotesExampleDeleteCompanyContact.PNG|center]]

If the Smart Quotes user selects the contact person then clicks on the ''Delete'' button, the contact person is deleted.

If the Smart Quotes user selects the company then clicks on the ''Delete'' button, the company and the contact person are deleted. The role is also deleted if there is no other company linked to that role.

If the Smart Quotes user selects the role then clicks on the ''Delete'' button, the role, the company and the contact person are deleted.

Alternatively, the Smart Quotes user can remove a company or a contact person by unticking the corresponding cell in the table of the ''Addresses and Contacts Role Selection'' window.

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/f/f9/VID_Associating_a_company_and_contact_person_to_various_levels.png'>File:Associating_a_company_and_contact_person_to_various_levels.mp4</mediaplayer>
| How to define a company or a contact person at the project, offer, system or a subsystem level.
}}

== Delete ==

The '''Delete''' button allows the Smart Quotes user to delete an existing project, offer, system or sub-system.

This button is active only when a project, an offer, a system or a sub-system has been selected (not a role, a company or a contact person).

{{Note
| It is not possible to select multiple items at the same time.
}}

When deleting a system or a sub-system, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteSystemSubsystem.PNG|center]]

The Smart Quotes user must confirm the message before the system or the sub-system can be deleted.

{{Note
| If companies and contact persons have been defined at a system or a sub-system level, they are automatically deleted with the corresponding system or the sub-system.
}}

When deleting an offer, the ''Delete Offer'' window appears as shown in the following example:

[[File:MetisSmartQuotesDeleteOfferWindow.png|center]]

The ''Del'' column allows the Smart Quotes user to select the items to be deleted.
The ''Description'' column displays the name given by the Smart Quotes user to the offer, system(s) and sub-system(s).
The ''System'' column displays the default name of the system(s) or sub-system(s).

If the selected offer contains at least one system and one sub-system, the Smart Quotes user can choose to delete:
* the whole offer (therefore with all its contents)
* a system its the sub-system(s)
* only a sub-system

When deleting the entire offer, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteOffer.PNG|center]]

The Smart Quotes user must confirm the message before the offer and its contents can be deleted.

{{Note
| If companies and contact persons have been defined at the offer level, they are automatically deleted with the offer.
}}

When deleting a project, the ''Delete Project'' window appears as shown in the following example:

[[File:MetisSmartQuotesDeleteProjectWindow.PNG|center]]

The ''Del'' column allows the Smart Quotes user to select the items to be deleted.
The ''Description'' column displays the name given by the Smart Quotes user to the project and the offer(s).
The ''Offer No'' column displays the offer number.

If the selected project contains at least one offer, the Smart Quotes user can choose to delete:
* the whole project (therefore with all its contents)
* only the offers
* a specific offer

When deleting the entire project, the following pop-up window appears:

[[File:MetisSmartQuotesConfirmDeleteProject.PNG|center]]

The Smart Quotes user must confirm the message before the project and its contents can be deleted.

{{Note
| If companies and contact persons have been defined at the project level, they are automatically deleted with the project.
}}

== Edit ==

The '''Edit''' button allows to see and modify the properties of a project, an offer, a system, a sub-system, a company and a contact person.

{{Note
| The ''Edit Project'', ''Edit Offer'' and ''Edit System'' windows can also be opened from the [[Metis Smart Quotes User Manual Home Page#Graphic User Interface|header area]].
}}

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/2/2b/VID_EditProjectOfferSystemSubSystem.png'>File:Edit_a_project_offer_system_subsystem.mp4</mediaplayer>
| How to edit a project, an offer, a system or a subsystem.
}}

=== Edit Project ===

Selecting a project then clicking on the ''Edit'' button opens the ''Edit Project'' window as shown in the following example:

[[File:MetisSmartQuotesEditProjectWindow.PNG|center]]

This window is identical to the [[#Creating a Project | New Project window]]. The difference is that a new tab becomes available: the [[#Addresses Tab | Addresses tab]].

=== Edit Offer ===

Selecting an offer then clicking on the ''Edit'' button opens the ''Edit Offer'' window as shown in the following example:

[[File:MetisSmartQuotesEditOfferWindow.PNG|center]]

The available properties are identical to the ones in the [[#Creating an Offer | New Offer window]].

=== Edit System / Sub-system ===

Selecting a system then clicking on the ''Edit'' button opens the ''Edit System'' window as shown in the following example:

[[File:MetisSmartQuotesEditSystemWindow.PNG|center]]

The available properties are identical to the ones in the [[#Adding a System | New system window]] or the [[#Adding a Sub-system | Adding a Sub-system window]].

{{Warning
| When a user modifies the model type, the service models or the variant of a system / sub-system, the prices in the offer must be re-calculated. This is automatically done by passing through to the [[Description of the Menu Price | Price menu]].
}}

=== Edit Company ===

Selecting a company then clicking on the ''Edit'' button opens a window with the properties of the company, as shown in the following example:

[[File:MetisSmartQuotesEditCompany.PNG|center]]

The available properties are identical to the ones in the [[Description of the Menu Addresses#Creating an Address | Address window]].

=== Edit Contact Person ===

Selecting a contact person then clicking on the ''Edit'' button opens a window with the properties of the contact, as shown in the following example:

[[File:MetisSmartQuotesEditContactPerson.PNG|center]]

The available properties are identical to the ones in the [[Description of the Menu Addresses#Creating a Contact Person | Contact window]].

== Duplicate ==

The ''Duplicate'' button allows to create a variant of an offer. This button is active only when an offer has been selected.

A variant offer is a 1 to 1 copy of an existing offer. All the data from the original offer (e.g. the offer data, the systems, the material list, the discounts, the notes etc.) are copied to the variant offer. The variant offer is then considered as a new offer. Changes made to the original offer are not carried over to the variant offer.

The main difference between the data of an original offer and its variant offer is the [[#Creating an Offer | ''Manual Offer Nr'' field]]. A slash and a number is appended to the manual offer number of the variant offer, as shown in the following examples:

* Manual Offer Number of the original offer: 123456789
* Manual Offer Number of the first variant offer: 123456789/1
* Manual Offer Number of the variant of the first variant offer: 123456789/2

* Offer Number of the original offer: LPYT-8LY0I-1TTD8
* Manual Offer Number of the original offer: empty
* Manual Offer Number of the first variant offer: LPYT-8LY0I-1TTD8/1
* Manual Offer Number of the variant of the first variant offer: LPYT-8LY0I-1TTD8/2

{{Note
| It is possible to create a variant of a variant offer.
}}

Upon clicking on the ''Duplicate'' button, the ''Create a Variant'' window appears as shown in the following example:

[[File:MetisSmartQuotesCreateVariantWindow.PNG|center]]

By default, the variant offer is created with the same name as the original offer. To enter a different name for the variant offer, type in the desired name in the ''Description'' field.

By default, the ''Replace Offer'' checkbox is ticked. This checkbox has an impact on the orginal offer, not to the variant offer. When ticked, the status of the original offer is changed to inactive. When unticked, the original offer remains active.

By default, the variant offer is assigned to the current project. The current project name, its reference and its creation date are displayed in the window. To assign the variant offer to a different project, click on the project selection icon ([[File:MetisSmartQuotesProjectSelectionIcon.PNG]]). This opens the ''Select a Project'' window as shown in the following example:

[[File:MetisSmartQuotesSelectAProject.PNG|center]]

The window is similar to the [[Description of the Menu Open#Project | Open Project menu]].

The Smart Quotes user can search for a specific project by defining some search criteria. Once the Smart Quotes user has selected the desired project, the ''Create a Variant'' is displayed again. Data regarding the project is updated to display the name, the reference and the creation date of the selected project, as shown in the following example:

[[File:MetisSmartQuotesVariantAnotherProject.png|center]]

The ''Replace Offer'' checkbox is no longer available because a different project has been selected. Instead, the Smart Quotes user can keep or not the discounts and/or the text modifications of the original offer.

Clicking on the ''Save'' button automatically closes the current project. The project to which the variant offer has been assigned to is automatically open.

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/2/2a/VID_CreatingVariantOffer.png'>File:Create_Duplicate_Offer.mp4</mediaplayer>
| How to create a variant offer.
}}

== Copy / Paste ==

The ''Copy'' and ''Paste'' buttons allows the Smart Quotes user to copy:
* a system then paste it to the same or different offer
* a sub-system then paste it to the same or different system
* a system and its sub-system(s) then paste them to the same or different offer

The ''Copy'' button is active only when a system or a sub-system has been selected.

In the case where a system has been copied, the ''Paste'' button is active only when an offer has been selected.

In the case where a sub-system has been copied, the ''Paste'' button is active only when a system has been selected. The selected system must be configured to accept the copied sub-system. Furthermore, the maximum number of sub-systems that can be linked to the system must not be reached. If the conditions are not met, the ''Paste'' button remains inactive.

When copying a system or a sub-system which has companies and contacts or sub-systems linked to it, these pieces of information are not kept when pasting the system or the sub-system. Only the system is copied as shown in the following example:

[[File:MetisSmartQuotesCopySystemFromProjectMenu.PNG|850x750px|center]]

[[File:MetisSmartQuotesPasteSystemFromProjectMenu.PNG|850x750px|center]]

The copied system or sub-system keeps the same properties than the original system or sub-system. However, if changes are made to the original system or sub-system, these changes are not applied to the copied system or sub-system, and conversely.

{{Note
| Once a system or a sub-system has been copied, Metis Smart Quotes must be restarted to clear the memory.
}}

{{Video
| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/7/74/VID_Copying_a_system.png'>File:Copying_a_System.mp4</mediaplayer>
| How to copy a system.
}}

== Preview ==

For blocked or ordered offers, the ''Edit'' button becomes a ''Preview'' button when a blocked or ordered offer is selected. It is also the case when selecting a system or a sub-system belonging to a blocked or ordered offer.

The ''Preview'' button allows the Smart Quotes user to see the properties of an offer, a system or a sub-system. These properties correspond to those previously defined in the New xxx or Edit xxx windows (xxx is the offer, system or sub-system).

The contents of the window cannot be edited.

== History ==

The ''History'' button is active only when an offer has been selected. This button allow to see certain actions that have been carried out on a selected offer, as shown in the following example:

[[File:MetisSmartQuotesOfferHistoryWindow.PNG|center]]

Actions that are logged in the offer history include the following ones:
* offer creation
* offer exportation / importation
* system or sub-system addition
* system or sub-system deletion
* variant creation
* document preview
* document saving, printing or sent by e-mail
* offer prices locked
* offer blocking
* offer ordering
* etc.

For each action, the first and last names of the user who has performed the event as well as when the event has been performed are indicated.

The ''Address'' column is filled in only for the actions related to the [[Description of the Menu Documents | generation of documents]]. Details about the company and the contact person for which a document has been generated are indicated in this column.

{{Note
| If the Smart Quotes user is logged into a child version as a Nomad user, the name of the gateway user appears in the ''User'' column.
}}

== Close ==

The ''Close'' button allows the Smart Quotes user to close the current project. The button is active only at the project or offer level.