Introduction
This document is prepared to make users understand the Price Assessment form, its functionality, and how it will boost up the process of creating Sales Quotations and Field Service Requests. This document is to be very simplified with examples and print screenshots.
Overview
A Price Assessment Form is a dynamic, step-by-step form wizard designed to help users systematically assess, evaluate, and determine the pricing for services and spare parts associated with a specific field service request.
This form facilitates the creation of detailed sales quotations based on defined pricing rules and components. Once the sales quotation is finalized, the form also allows the seamless generation of a field service request, ensuring that all relevant service details are captured and processed efficiently.
Navigation – Menu > Fleed.ai > Transaction > Price Assessment Form
Sections of the Price Assessment Form
The Price assessment form is divided into three sections:
Parameters
Task and Pricing
Actions buttons
Parameter Section
There are total of 5 parameters available in the section 1 of the price assessment form.
Organization
Sales Quotation
Customer Name
Assets
Price List
Organization
The organization is marked as a mandatory parameter on the Price Assessment Form, meaning it is required to select the relevant organization before proceeding. This ensures that all pricing, taxes, and service details are aligned with the specific organization's policies.
It also determines that the data in subsequent fields, such as customer, asset and price list, is filtered based on the selected organization. This ensures that users only see relevant data tied to the specific organization, improving accuracy and consistency in pricing, service selection throughout the process.
👉 By default, Login organization will appear in the organization parameter.
Sales Quotation
The Sales Quotation parameter in the Price Assessment Form offers two key functionalities:
View recently generated Sales Quotation number
After generating the sales quotation, users can view the Document number of a sales quotation in this parameter.
Search Sales Quotation by Document Number
Users can search for a specific sales quotation by entering its document number. The form will then retrieve and display all relevant details of the sales quotation, populating the form with the associated data for review or further action.
These functionalities enhance the user’s ability to manage and access sales quotations efficiently.
Customer Name
The Customer parameter in the Price Assessment Form have a list of all customers associated with the selected organization. This ensures that users can choose the correct customer against whom the sales quotation and field service request need to be generated.
Assets
The Asset parameter on the Price Assessment Form is a non-mandatory field, i.e., users can generate a sales quotation and create a field service request without selecting an asset. This allows flexibility in scenarios where the service or quotation is not tied to a specific asset, enabling users to proceed with the process even when asset details are not required or applicable.
The Asset parameter displays a list of assets for which the user wants to generate a sales quotation and create a field service request.
Asset selection is critical, as the task group and task data will only be visible if the selected asset is designated as a serviceable product on the task group screen. This ensures that only relevant tasks linked to the chosen asset are available for selection, this ensures accurate service configuration.
Price list
The Price List parameter is a mandatory field that is auto populated based on the selected organization and customer, provided that the price list is bind to the customer on the customer master screen.
Upon selecting the relevant price list, the prices for tasks and spare parts in Section 2 (the task details section) are automatically fetched, but only if their prices are linked in the selected price list. This ensures that users have access to accurate pricing information necessary for generating sales quotations and field service requests.
👉 Users can also alter or change the prices for tasks and spare parts in the task details section. This flexibility allows users to adjust pricing as needed to reflect specific customer agreements, discounts, or other considerations while generating sales quotations and field service requests.
Task and Pricing Details
The middle section of the form indicates the Task and Pricing Details Section, where users can view detailed information about the tasks, spare parts, charges, their associated prices, and applicable taxes.
In this section, users have the following functionalities:
View Task Details
Users can see the names of the tasks, spare parts, and charges along with their respective prices and applicable taxes.
Edit Pricing and Tax
Users can modify the prices and applicable taxes for tasks, spare parts, and charges as needed.
Add or Delete Items
Users can easily add new tasks, spare parts, or charges to the list or remove existing ones, providing flexibility in managing the service offerings.
This section is crucial for ensuring that all details are accurately captured and tailored to meet the specific requirements of the sales quotation and field service request.
Action Buttons
The actions buttons in Section 3 are designed to perform actions based on the selected parameters, tasks, and spare parts. The available action buttons include:
Save as a Quotation
This button enables users to save the current configuration of tasks and spare parts, allowing them to generate a formal sales quotation based on the selected parameters.
Create Service Request
Clicking this button enables users to generate a field service request based on the selected parameters, tasks, and spare parts from the quotation.
Clear
This button resets the selections and entries in the section, allowing users to start a new fresh transaction if needed.
Download
Users can use this button to download the current details, such as the sales quotation or task information, in a chosen format (e.g., PDF, Excel).
Email Assessments
This button allows users to send the details of the current quotation or service request via email to any other person.
These action buttons enhance the functionality of Section 3 by providing users with efficient ways to manage their selections and streamline the process of creating quotations and service requests.
Generation of Sales Quotation
Steps for generating the Sales Quotation using the Price Assessment Form.
After selecting the required parameters in section 1, the user need click the Add Task button located at the top middle of the form to choose the task group and then the specific tasks.
This action will prompt the user to navigate through the available task groups and select the appropriate tasks for the sales quotation and field service request.
After clicking on the Add Task button, a new pop-up screen will appear on the form, allowing users to select the appropriate task group and corresponding tasks.
Now, click on the task group drop-down button to display a list of available task groups. This drop-down menu will show all the task groups associated with the selected organization and asset, allowing users to choose the appropriate task group.
Now select the task group from the drop-down list that user wish to use for selecting tasks and creating the sales quotation and field service request.
After selecting the task group, a pop-up will display list of all the tasks within that group, along with their price details. Users can choose to add all tasks at once by marking the checkbox in the header section or can select individual tasks by checking the checkbox next to each task name. This flexibility allows users to customize their selection based on specific requirements.
After selecting the tasks, click on the Add Task button in the pop-up to add the selected tasks to the form. This action will populate the task details section with the chosen tasks, including their prices and other relevant information, allowing user to proceed with creating the sales quotation and field service request
In the Task Details Section, as shown in the image, the user can view the following information:
Task Name: A list of selected tasks.
Quantity: The quantity of tasks, spare parts, or charges.
Price: The price of each task and spare part.
Tax: The applicable tax rate (e.g., GST 18%, GST 5%) for each task and spare part.
Tax Amount: The calculated tax amount for each task and spare part based on the tax rate.
Total Amount: The sum of the task/spare-part price and the tax amount.
Action: Options to add additional spare-parts or charge (via the "+"
icon) or delete a task or spare part or charge (via the trash 
icon).
👉 Spare parts to be consumed from the Warehouse which is selected at the organization level and from the locator which is marked as default.
Additionally, the Grand Total is displayed at the top right, reflecting the total cost including taxes.
Now the user needs to click on the "Save as a Quotation" button from the action buttons section to generate the sales quotation.
After clicking the "Save as a Quotation" button, a new pop-up screen appears, , the user needs to fill in the following details:
Document Type - The user can select the document type for the Sales Quotation from the drop-down list provided in the Sales Quotation section. This allows the user to choose the appropriate type of document depending on the requirements of the sales process. (The type of document, defaulted to "Sales Quotation.")
Order Reference - A reference field where the user can enter a relevant order reference number.
Valid Upto Date - The expiration date for the quotation.
Description - A field where the user can enter additional details or notes related to the quotation.
Once all the necessary information is entered, the user needs to click the Save button to finalize and generate the sales quotation. This will save the current configuration of tasks, spare parts, and charges, along with their prices and tax details, and create a sales quotation successfully.
The system will display a pop-up message confirming that the Sales Quotation has been created successfully.
The Sales Quotation document number will be automatically updated in the Sales Quotation parameter field at paramenter section.
Additionally, Under the parameter section, two messages will be displayed.
– A message confirming that the Sales Quotation has been generated successfully along with the corresponding document number.
– A notification stating that the Field Service Request is yet to be created for this Sales Quotation, indicating the next step for users to proceed with the service request generation.
Generation of Field Service Request
Steps to create field service request through the Price Assessment form.
After creating the Sales Quotation, user need to click on the ‘Create Service Request’ button on the action buttons.
A new pop-up screen will open asking the user to fill in the necessary details to create the Field Service Request. The fields include:
Document Type - Choose the type of service request (e.g., repair, maintenance).
Priority - Select the urgency or priority of the request (e.g., Critical, high, medium, low).
Problem - Specify the issue or problem that requires service from the drop-down options.
Expected Date - Set the expected date for the field service.
Description - User can add any additional details or instructions regarding the service request
👉 While creating field service request, those document type will be visible whose document base type is Field service Request.
After filling the details in these fields, click on the Save button to create the Field Service Request. System will give a pop-up message that the Field Service Request Created Successfully.
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After the Field Service Request is created, a message will appear on the left-hand side of the form, under the parameter section, confirming that the Field Service Request has been created successfully, along with the associated document number. This provides a quick reference for users to track the newly created field service request.
The Price Assessment Form will display all details, including customer info, tasks, spare parts, prices, taxes, and document numbers for the Sales Quotation and Field Service Request, providing a clear summary after their creation of request and quotation.
👉 Through the Price Assessment Form, Field Service Request will be created in “Quotation Generated” status.
Once the Field service Request is created, user can check the Field service Request on the web.For this, Navigate to Field Service Request Screen.
Menu > Feeld.ai > Transaction > Field Service Request
Search for the field service request document number.
Other Functionality of Price Assessment Form
Download Sales Quotation
After creating the Sales Quotation and Field Service Request, the user can download the details in a PDF file by simply clicking on the Download button located in the action buttons section. This allows the user to save or share the document for further use.
Share Quotation via Email
The user can also share the generated PDF file as an email attachment using the Email Assessments functionality. To do this, the user needs to click on the Email Assessment button located in the action buttons section, which will allow them to send the file directly to the recipient via email. This feature streamlines communication by sharing the field service request details with the customer.
After clicking the Email Assessment button, a new window will open, prompting the user to enter the email ID of the person to whom they want to send the document to or share it with.
In the email window, the user can enter the subject and compose the body of the email as per their requirement. Once the details are filled in, the user needs to click on the send icon to send the email with the assessment document attached. This allows for a personalized message to accompany the shared document.
The user can also retrieve details of the Sales Quotation and Field Service Request on the Price Assessment Form by following these steps.
First, select the relevant Organization.
Next, choose the appropriate Customer.
Finally, enter the document number in the Sales Quotation parameter field.
The system will automatically fetch and display all associated details of the Sales Quotation and Field Service Request based on the selected inputs.
