Panacea Applications Limited

Creating and sending quote requests from the Job Bag 

Users with access to the job bag can create quotes without going into the client interface. 

• In the job bag, click the +Cost button to create a new cost. 
• Select the Stage option, then select the Bespoke Quote Request option, and then choose the quote type in the drop down menu. 
• Fill in the details for your quote request, including any notes for the client and / or supplier. 
• By default, all available suppliers will populate the Selected Supplier box. If required, you can remove particular suppliers using the arrows. The software will allow you to add more suppliers at a later date, if required. 
• Click Add and Close.
• In the 'Costs' tab, click Request Quotation to send the details to your suppliers. 
• Here, you can add any additional notes for your suppliers, specify a deadline, and attach documents from the job bag. Once done, click Send Quote. N.B. the supplier will be sent a link to log in to Panacea, where they will be able to access the attached documents, etc. (they are not accessible in the email itself - they must log in).
• The Project Manager of the job will be notified when the deadline of the quotation has expired. At this point the PM can go into the cost and select the successful quote
  • The software can be configured so that when each supplier's price is submitted, a notification is triggered to the PM of the job - please note, that to switch this on would mean every-time a price is submitted in a quote request by a supplier, the PM will be notified.  

IMPORTANT - Re-opening Quotes with Files Attached: 

If reopening a Quote Request with attachments any new documents along with the previously sent documents must be attached before completing the updated request. Any documents not re-attached will not be visible to the suppliers when submitting their quotes.

NB - If a supplier's quote has been successful, they will have a green tick to confirm they've been selected pending approval. If they have not been successful, they will have a red cross to indicate they have not been selected. This will only apply for suppliers that have submitted a quote.

Accepting and sending quotes 

Quote requests from clients will come through to the New Orders to be processed screen. 

• Accept the order as normal by clicking on the entry, selecting the project and clicking Accept. 
• Click on the entry to view details of the quote, in order to make amendments, or add any notes.
• You can add suppliers here at the bottom of the page, using the arrows to select the suppliers you wish to send quotes to, then click Update and Close to go back to the Costs tab.
• Click on Request Quotation to send the quote to your suppliers. 

Re-opening an expired or closed quote