QUOTING - APRIL MASTERCLASS

Okay all right welcome everybody to April's master class on quoting today I we are having Wes from our deployment team go over quoting in Steelhead and he will go over a few updates and how you can benefit them so thank you Susie so hi everyone i'm I'm Wes Johnson a deployment leader here at Steelhead like Susie said we're we're giving the updates or a master class around the updates that we made to our coding feature recently excited to uh show you the different ins and outs of these features so what we're going to be covering in today's uh master class is how to create a quote with the new features and then how these new new changes uh convert over to sales orders then we're going to be touching on dynamic part pricing so how you can set up different prices uh multiple prices for one part number to drive different treatment selections and then touching in quoting insights so to see like your win and loss rates on your quotes and quotes by customer so to uh jump into today's demo uh jumping onto the steel home screen um you'll find quotes up in the top left corner if you ever want to find any feature on the steel at home screen you can always just type and that'll bring you right to that module now once you click into the quoting feature you'll see a new updated screen here with a new sidebar on the left side this organizes you from your quotes and your settings on the left this is where you can set up a variety of different inputs to match your quoting formulas along with setting up different quote stages and default product line items to show up on your quote on the right side here you'll see the table view the new table updated view uh where you'll see uh a variety of different columns displayed for your all your quotes on this table you can search by uh quote number to find the quote or RFQ number or you can filter using any of these filters on the top there is a couple more here if you click this plus three you'll see the other filters here now you'll notice on this table view we're only viewing one out of 50 if you ever want to view more than that you can always or less than that you can change that and then the max is 50 so you can just toggle over to view your other quotes you can also customize this view using this uh setting icon on the right side here so if you don't use the assigne category on your quote uh you don't have to have that on or if you want to organize where it shows up so if you want your status to be on the far left side for everyone to see you can move that over and then it's easily uh seen by everyone that opens up this screen now before we jump into creating a quote I just want to go through the stages so to set up your stages as you can see here one of them we have is draft and one is pricing approval and then we can actually have an active stage to set up these stages you can go to quote stages here and edit any of these stages and set up what works for your shop and business you can also set up uh default product line items this is any extra fees outside of your part prices maybe like a shipping fee or a setup fee that you want added to any quote that you create now you can always take this default product off of your quote uh but if the majority of the time you do tack on a shipping fee you can add it here this is done by clicking the add products you select your product you want to add and then it will default onto your quote now to jump back to the quote screen and actually get into creating a quote you'll click this new create quote button and you'll notice the name field here so this is where you can type in your customer's RFQ number if they have one or you can leave it blank and Steelhead will assign an ID for you also you can use this assigne category if you have a quoting team and you have like a supervisor and you want to assign it to someone on your team you can assign it and that can be shown up in a column for who is assigned to what the next step is to actually select your customer so for this example we're going to say 3M once you select your customer you'll see a variety of different options here in these options you can have these as default set up on the customer but if you want to change any of them if you had other addresses or other contacts you can select those here or you can create an address from here as well once you filled this in you'll also notice there's a valid until and follow update these as you can see here on the left side uh or on the right side here uh show when it is needs to be followed up on and when it expires this also can be presented back to your customer on your PDF that you send them now per quote you can change these so if you wanted on this specific quote to change the valid until date to be a little bit tighter or looser you could change it there and then there's also this category for order due if you had received an order against this quote it will use this order due date so if you're quoting a job and you know that's coming in soon and you know it's going to be due on a certain day you could fill that in here once you fill in the appropriate information click save and then you'll be brought to our new and improved quoting screen here on the left side you'll notice all that details that we filled in is showed up on the left and you also notice that we're in the draft stage now this goes off the stages that we set up in the screen in the past there and you'll see as we move it through these stages it'll move through you'll also notice this note category is up on the top now and this is where you can fill out either internal notes or external notes that you want to put on your quote and the PDF can be configured to have those notes if you want them on there you'll also notice a file section um along with custom inputs so if we had different custom inputs on our quote uh email history history of the different stages it went through and any related links so if you want to see any sales orders work orders and so on and so forth that are related to this you can click on it here now jumping to actually adding parts you'll notice on the left side here we have part number pricing and quote lines so this is the big change with this update is now you can you can quote your pricing for your parts but you can combine or edit what you actually present back to your customer um using the quote lines so the first things you're going to do is click this add parts to quote a part this is where you can add a part that you have already quoted before so we could add like this three 3M bracket and this will fill in all the information that was already set up on this part number now if you wanted to you could create a full new part number here so if we go 3M bracket 3 you can create a new part number from this screen as well so if we do create new this is where you can fill in the appropriate information for creating a part number like the description so we can say this is a uh 20 in bracket and then you can select the process here so you can start your setup when you're quoting this part number so you can select what process it goes through let's say it goes through the um batch powder coat process and you can also select you know optional steps of what it goes through so let's say it goes through blasting from here we can also select what treatment happens at that step so we say it goes through the 150 grit that blasting and then for powder it's going to go through this prime red the custom inputs can be configured based off of what you need to drive your formula so if you guys have Excel sheets or some sort of formula we can drive the inputs on the part number and on the quote and these can be customized to your formulas for this example we're going to take the parts total surface area in square inches so let's just say this part has a,000 square in of total surface area the transfer efficiency for powder coating for this part let's say it's a a completely square part so it's it's a high transfer efficiency of powder onto the part let's say it's a 100% transfer efficiency and the coating thickness so two mills from here we click save that information is now tied to the part number for when you order when you enter that order into the system and it's also going to be applied into the pricing here so now you'll also see based off of the treatments we went through a variety of different price builders here price builders are different extra fees that you tack on to build this part price they can be configured based off of different treatments you go through like blasting for example we're quoting how long it takes per part to go through blasting so let's say per part it takes two minutes so that 40 cents is going to be built into your overall part price and then we can go to powder and say it takes 5 minutes to coat each part and in this case we have different units hours 02 hours to pack and inspect each part now in this case I set up for this example our code in the background is also factoring a markup so we can say we're going to mark it up 20% and that's going to edit our part price this can be pretty flexible based off of what you guys need or what formulas you guys use for your uh form for your price you'll also notice if you have used steel had quoting before in the original screen when you created the quote you don't select unit or total price anymore this is just driven by this quantity box here if you leave this quantity box box blank it will be a unit price quote but if you type in a quantity it'll factor in that quantity to the total price now on this screen you can also copy this so if you know it you want to quote this for another quantity you could do that or quote it for a similar part number you could copy this line so let's do that in this case so let's copy this line and say we're going to quote the 3M bracket one so in this case uh we pull in that and then as far as the quote lines goes you can either keep this generate lines on and that'll autogenerate the quote lines for you or you can toggle it off and click save and it won't generate those lines but we can quickly generate those lines in the next screen here another thing to note here is for these formulas we can uh portray additional pricing information back to you to kind of show how this was calculated so in this case it was uh we can see the surface area transfer efficiency how much was actually used what equation was used what the uh total powder price was which is stolen off of the inventory item and the cost for powder now we can click save here and then we can jump over to the quote lines so since we didn't generate these lines automatically when you jump over to the quote lines you won't see those as quote lines yet from here you can see this shipping fee was auto added from our screen in the past to quickly autocreate those lines from the part price you can quickly click this autocreate button this is going to create those lines for you but then you can also quickly bulk price these lines so you could bulk price all these this bulk price feature and bulk price everything into one or you can merge these lines so anytime if you don't click save changes you can always revert back to your latest save changes and restart so if we auto create in this case and we want to merge lines say these two parts are on a kit of some sort or maybe a lot charge you can click this merge lines button merge these two lines here and say lot charge in this case now you can merge lines and save here or let's uh revert changes autoreate click save and then merge lines now you can see these are merged into one so you can see these are two two are tying into this overall price and this is what you're going to portray back on your quote or your PDF back to your customers you can also use this drag and drop feature on the left side so you can drag and and add more uh lines of this part number to the quote or you can drag and add it to um a line item underneath any of these charges so if you wanted to drag this in here and add it as another line item here into this lot charge you can quickly do that once again you can always click this revert changes to get back to your previously saved another thing here is you can quickly associate part numbers with a fee so let's say this shipping fee we want it shared between these two part numbers we can quickly associate these two part numbers with this shipping fee and when you convert this over to a sales order you'll get the status connected to that shipping fee you can also quickly add a product here so if you wanted to quickly add another line and you wanted to add a product for maybe an expedite fee these can be set up on the pricing screen on the home screen at Steelit but these prices can be generated per product so we could say we want to do this 3M expedite fee one day for $150 and that can quickly add that fee to this line once again you can tie this to an appropriate part number you can also use this command J to jump between lines uh that's a quick shortcut uh to jump in between different lines once you are satisfied with your quote and you click save now you can go back to your the top of your screen and open your PDF and this is where you can select your different templates that you have set up so in this case we're doing a total price quote so we can view this PDF and see we have different uh lines that you're trying back to your customers now if I was quickly to edit that and merge these lines into a lot chart let's go back to that example and click save you can see that now is shown on your PDF as a lot charge once you have your quote finalized here and you like your PDF you can email out your quote and this is where you can select your PDF here so you can select your PDF save and select the appropriate personnel from that company that you want to email that quote to from here you can also type in a message and if you want to autogenerate a message for different categories of steelhead quotes being one of them you can click this icon here and edit your email settings and edit these automated messages you can also request a signature here and this is will request a signature from your customer once you click send you'll notice that the status changed from draft to send if we're actually following this d these different stages as a uh quote creator you would want to move the stages as you create it so pricing approval and then someone else would come in and move it to active once they move it to active and you realize uh that you won the quote or lost the quote you can categorize that active variation right here whether you won or won or lost so let's say we won this quote this will change the status once again once you have this quote finalized and you actually receive these parts in you can easily create a sales order from this box up here by clicking this icon here you can fill in all your information for your PO so if you have a PO number 67 and you can fill in any other information that goes along with this PO once you click save here you'll notice this dialogue pops up and this is where you can edit your quantity that you actually receive so if you quoted for 100 but you actually received 80 you could edit it here and you could edit that in your line item as well so that you're only charging for the certain amount switch it back here you can also remove any fees so if you receive this order but it's not expedite anymore you could take that expedite fee off once you uh have finalized this you can click the save and add parts button and this will add the parts to your sales order so this is a familiar screen if you used steelhead before but this is where you can uh edit any of the information you can edit the quantity once again you can add instructions here uh but the main thing it when it comes to quoting is making sure that this quote is linked and that's auto linked if you go through the quote once you click save here you'll notice right here we'll have our BOM items and you'll see that direct there's $88 directed to this part number and 876 but what we're going to portray back to our customer when we invoice it for it is just this lot charge so although those are broken up per part number we're just going to show them the $1,684 you can also see since we linked back on the quoting screen the shipping charge to those two part numbers we can see one the status is tied here to the 200 parts in production and also up above you can see that it's shared between the two part numbers the next thing I want to cover here is dynamic part pricing so when it comes to pricing the part you can click into any of these part part numbers and you can set up different pricing for different scenarios here you can click this plus button and you could say in this scenario we want to use the color Satan black versus prime red so we could set up Satan black price for this part number and let's just type in a price here dollars save and then we could also set up a part price for prime red with these two part prices set up when you go to receive an order so if I was to create an order here against those two part parts let's try this again new sales order 3M save and add parts you can see we can select these two different options if you select the saint in black you can see that the treatment gets driven for this scenario and also the different price so for this order it would go through Satan black but if we had selected the prime red it would go through the prime red let's go back here so it's going through the prime red here once you click save you can see that that work order goes through prime red while if I added that bracket again and I did the Satan black that work order would be a different work order that goes through Satan black the last thing I wanted to cover is the reporting feature around quotes so if you jump into reporting and you go down to other here the native report we have for quoting is quoting win rates along with quotes by customer here you can view a nice chart these can be all configured uh using this configure dialogue here you can switch this to a different type of chart based off of what you want to see and then these tables down here can also be configured based off of what you want to see a good example might be you want to see all your quotes that are one so you can come down here and quickly say the status where it equals one and you can see all quotes that are one that might be coming into your shop soon that about wraps it up for the quoting overview um at this point I'm going to open it up for any questions can I ask we had a quick question so back when we were looking at sending the quotes uh you you said that you could customize like autogenerated messages uh is there any way you could show us like where that is where we can actually set those messages for the quotes specifically yes of course yeah so if I jump back in here and I open up that quote that we had just went through if you click on the email icon here and we click on this gear here it's going to take you to a new page and this is where you can enter a default message for quotes and you can also do this for all sorts of different things for purchase orders maybe for invoices um or shippers so if I go to shipping you'll notice you have different um ones that you can set up there as well okay sweet thank you thank you of course hello this is Ben with Twin City Plating can you hear us yes uh there was discussions about uh a possible uh AutoCAD or some sort of CAD reader if customers give us CAD documents um that eventually maybe AutoCAD system could like take surface area or weight from that CAD drawing and uh help with the power tools of of quoting is there any discussions or any any movement on that i'm not sure on the movement of it exactly but I know there is discussion of that eventually coming i don't know the exact timeline but I could uh check with my team and get back to you you said you're Ben Minger from where at from Twin City Plating okay uh and then a second question was um when you toggled the treatment and then there was a bar where you were adjusting powder uh and a couple other parameters and and blasting uh how are those created okay yeah so that was created on the process tree so when you're setting up your process trees on a certain step you can set up a treatment group let's just go to that batch powder coat process for this sample so on like the powder and process step you tied a treatment group to that process yeah we know we know about treatments but then how do you add pricing to it now okay so you can add either pricing to the treatment or treatment group directly you can either go to the pricing category here and go to treatment prices and add them from here so you can either select the treatment group you want to tie this pricing to or the specific treatment or you can go to the treatments themselves so if I pull up treatments here you can click on either the specific treatment group or treatment let's just go to this powder for example and you can add the pricing here gotcha okay cool very now in the case where you don't want it to show up as a as a price builder but we actually want to factor that into our formula in the background that would be discussed with your deployment leader or support team if you wanted something like that configured we can hide that from the quote price builder but that price can still be factored into your equation okay thank you yep no problem all right thank you Wes and thank you all for joining today i wanted to give a few updates um within Steelhead um upcoming next week there's the women in finishing conference and if any of you will be attending Kelsey Ellie and I will be there and we look forward to seeing you and then we have revenue riptide coming up this year and we are just weeks away from officially announcing the date so we are excited to share that with you and finally next month's master class is going to be on outsourcing and purchasing and we will send out an update on the date for that as well and we will stay on for a few extra minutes if anyone has any questions but if not have a good rest of your day thank you