This article is intended to help guide you through updating and/or resubmitting a Proposal. Depending on the scenario, you may need to update your proposal due to incorrect information inputted, or you may need to update and resubmit the proposal if your customer has rejected your initial proposal submittal. In either case, you will follow the same steps.
1. The first step will be to locate the proposal that you need to Update and/or Resubmit. If this is your first time navigating the Proposal module, please use the following article for guidance:
2. Once you have located the invoice that you wish to update and/or resubmit, you will click on the Proposal ID to open the Proposal Details.
3. From here, locate the Edit button in the top right corner of the page. It will be the button with the pencil image within it.
4. Now that you have clicked the Edit button, the proposal will be open to edit. Make any and all required changes, including uploading a new proposal attachment (if required) and, once complete, click the Save button at the bottom of the page. Once clicked, the Proposal will be re-sent out for approval.
Proposal Title
SP Proposal ID
Labor Charge (amount entered will pull the Service Level Agreement from the Rates and Terms tab)
Travel Charge (amount entered will pull the Service Level Agreement from the Rates and Terms tab)
Material
Freight
Tax
Other
Incurred Cost (Incurred Costs are not calculated into the total and should be added to the correct cost fields)
Completion Time and Unit
Description
Note:
1. Completing a Work Order When Proposal is Pending Approval
Scenario: Service Provider creates a proposal on an open work order, and the proposal is in "Pending Approval" status. The work order is then completed.
What Happens:
Pop-Up Notification: When attempting to complete the work order, a pop-up will alert the user, stating, “There is an open Proposal on the Work Order. Completing a Work Order will Close the Proposal.”
If the user proceeds to complete the work order:
The Work Order will move to the Completed status.
The Proposal in the "Pending Approval" status will automatically be moved to the Closed status.
Users assigned to the proposal will no longer see the "Approve/Reject" actions for that proposal.
The Service Provider can only view the "Resubmit" button on the proposal.
Once the work order is completed, the service provider or customer can proceed to submit an invoice, as the proposal is now closed.
2. Resubmitting a Proposal on a Completed Work Order
Scenario: The work order has been completed, and the proposal is in a closed status. The service provider now wants to resubmit the proposal.
What Happens:
If the proposal is in a Closed status after the work order has been completed, the service provider can use the Resubmit button available on the proposal.
After resubmitting the proposal:
The Work Order remains in Completed status.
The proposal status change (such as resubmission or approval) will not affect the work order status.
Once the proposal is approved:
The NTE (Not to Exceed) value will be updated on the completed work order.
Both the customer and service provider can proceed with submitting the invoice.
3. Creating an Invoice on a Completed Work Order with Proposal Pending Approval
Scenario: The work order is completed, and the proposal is still in "Pending Approval" status. A customer or service provider attempts to create an invoice.
What Happens:
A pop-up will appear with the message: “There is an open Proposal on the Work Order. Adding an Invoice will Close the Proposal.”
If the user proceeds to create the invoice:
The Work Order remains in Completed status.
The Proposal will be automatically moved to the Closed status.
Users assigned to the proposal will no longer be able to approve or reject the proposal.
The Service Provider will no longer be able to view the "Resubmit" button on the proposal.