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5.05 Generate Offer

Generating New Offers

After the planning phase is completed, you can create an offer-header by using the action...

... “Generate new offer”.

This offer-header can be completed and then saved.

Including Positions

Afterwards each item of the offer can be added. At first the working capacities will be included (in terms of jobs). By activating the action “Include jobs“...

... every job for the project (including every sub-project) will be listed. By marking the appropriate items and by activating the action “Include jobs”, selected jobs will be generated as offer positions in the offer. In the example, first all jobs are selected with the function “Toggle select” ...

... and then one job will be unselected. In the example below three jobs are included as positions in the offer.

Next the planning data of the budget administration can also be included in the offer. The planed time/effort of the budget administration builds the basis of the offer preparation and can be displayed through the action “Include budget items”.

The system lists all the budget items for this project, including the sub-projects. By marking the appropriate items and by activating the action “Include budget items”, selected budget items will be generated as offer positions in the offer. In the example below three budgets are included...

... as positions in the offer.

All positions of the offer can be changed or adjusted manually. This happens when you change the amount field or the external amount field. The associated hourly rate of the relevant job is known by the system and the sum will be updated automatically.

In the example below the first job will be changed.

After saving the offer, the different positions will be updated in the template. The system changes automatically the external amounts by using the cost index of the project and calculates the actual total amount.

Printing Offers

The offer can be shown and printed with a standard word processing program. For this activate the action “print offer (grouping dialogue)”.

The print can be controlled in the intermediate dialogue. You can choose between printing according to a process, according to employees, according to sub-projects (display 1st level), according to an occupation or in one line with the total sum on the project level.

The system then generates an RTF-file, which can be opened and saved in the following dialogue.

The “open” option opens the generated offer in a configured browser or in a word processing program.

Including Offers

After the offer preparation is completed, the offer must be included using the appropriate action.

The offer status will then be changed to “offer included” and the offer is write-protected (read-only).

In the project the status of the project changes from passive into an open offer.

On the budget tab the subtotal of the offer is also transfered into the element offer value. At the same time the system also updates the invoice amount in the invoice.

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When modifying the offer, it must be cancelled first. Afterwards a new offer can be generated, which will contain the previous version of the offer. (You can find more information in section 4.4.1).