Applies to: RollMaster (RM) Core
Use this article as a reference for the Property Management/Quick Order module, including processing for one or more orders on existing templates for existing Property Management customers, updated Customer Selection filtering by Property Manager, interactive Job Information, Select Lines, and Finalize tabs, and unique Company Control 4 configuration for default job status.
Does Not Cover: Retail Lead Management (RLM).
Menu Path: Sales Processing > Property Management/Quick Order
For other Sales Processing programs, refer to the Sales Processing module documentation.
Property Management / Quick Orders is a streamlined version of the Property Management/Builders Template full version that is designed to quickly process one or more orders on existing Templates for existing PM Customers. In addition to streamlining, the ability to move back-and-forth within the Template, rather than in the existing linear order process, is an added bonus that Users who process several orders in a day will certainly appreciate.
In conjunction with this new Quick Order programming, a change was made to the Customer Selection box that pops up upon entry—this change is also reflected everywhere the Customer Selection box is found within RollMaster. In the top left corner, the Property Managers option has been updated to allow for filtering of Customer Properties under each listed Property Manager. When you click on this option, the updated screen will appear as follows:
Highlight the Property Manager of the property you are placing the order for, click the Filter Customers button, and the system will display all associated properties in a Customer Selection Screen as follows:
Highlight the applicable property and click the Select button to continue. The Template Selection screen will automatically prompt next--you will need double-click on a Template in the list to select. Once a selection is made, a Convert Template screen will appear as follows:
Before proceeding, note the Credit Status (1) field at the top left. If a negative credit status condition exists, this field will display that data in red text to alert the User to halt processing until credit is reestablished. The E-docs button is also available from this screen and appears at the top left. The Template (2) button would allow you to switch to a different Template if applicable. You can click on the Notes (3) icon in the Customer box to add Customer Notes and the other Notes (4) icon is for Customer Address Notes. The default screen upon entry is the Job Information (5) tab screen. You can click over to the Select Lines tab screen right away--in the event you’re on the phone with a customer and needing to jump around this screen or the Select Lines screen--or you can remain here until all Job Information data has been inputted. All of the fields in the Job Information screen are editable, but only the fields with a green “*” are required. The Notes (6) box is tied to Job Notes and will stay with this Order as it moves through the order process.
To begin selecting lines for the Order, click on the Select Lines tab or click the Next button at the bottom right corner of the Job Information screen. Please Note: If lines are set to “Auto Select,” they will prompt as Selected in this module as well. The Select Lines screen will appear as follows:
All the Lines and Comment Lines from the selected Template will appear in the top portion of the Select Lines screen. As with the regular program, you can click in the Select (1) column to select Lines individually or unselect. Another great feature of this program is the ability to select individual Comment Lines for each Line. The regular program automatically selects all Comment Lines when a Line is selected. You can also adjust the Work Quantity column, which is currently not allowed in the regular program. Also note the Select All and UnSelect All buttons at the top right to use when applicable. You can right-click on a Line # to add a new Comment Line and double-click on a Comment Line to edit. Any edits to Comment Lines will only impact this Order. The system will not go back and change the original Template. The right-click option also prompts two additional functions: Select All Lines in Bundle and Unselect All Lines in Bundle. The Bundle Name will appear in the Bundle column next to the Ln# column.
In the bottom portion of this screen, you will see the last order placed for the unit (2). The job data displayed is the last order placed for this Template. This is beneficial for a couple of reasons. First, you can check to make sure you are not placing a duplicate order. Second, you can see if there are any errors, or if the material amount being ordered is more or less than previous. It’s a great tool for preventing mistakes. The Previous Jobs (3) button will prompt a list of every order placed for the unit, allowing you to quickly sort through and select any previous order for review.
Once all Lines and Comment Lines for the order have been selected, click the Next button or click on the Finalize tab to access a summary screen as follows:
The Job Information entered in the first tab will display at the top left of this screen. It can be updated in the screen above, or you can click back to the Job Information tab screen at any time to make changes. At the bottom left, material and labor line totals (1) will appear. Prior to completing the order, you can click back to the Select Lines tab screen to make additional adjustments. The Create Job/Order Maintenance (2) button will finalize the order and place you in the Order Entry/Maintenance module. The Create Job/Reset (3) button will send the order to Order Entry for later processing and place the cursor back at the Job Information tab screen so you can continue to process orders. This is beneficial to Property Management businesses that may take orders for several units, allowing them to create all orders and then complete the processing in Order Entry later. Many companies have personnel that only generate the orders for the units, and other personnel to take over the Order Entry side of the job processing. The Create Quote / Quote Maintenance (4) and Create Quote / Reset (5) buttons work similarly, but send to Quote Entry.
When you click on one of the Create Job buttons above to Finalize, the system will prompt a Job Created box and display the Job #. This will be followed by an Email Acknowledgement box for you to Email, if that functionality has been set up in your system. When you click on one of the Create Quote buttons, the system will prompt an Enter Quote #: Blank for Next Available box, followed by a Quote Created box and the Email Acknowledgement screen.
Important Note: There is a Company Control 4 option to set a default Job Status for these Property Management Quick Order jobs. It appears as follows: Default P/M Job Status. This control is only for the Property Management/Quick Order module. By setting this control, you can alleviate an additional step during the quick order process.