S.Q.O. (Specification, Quotation & Ordering System) FAQs Page 2

E) On the Open Existing Document Page, single click Quotation and select the Open button at the bottom. Select the file name and choose OK.

F) You should be at the Home page now. At the top and bottom of the screen is a row of icons that can be selected from. (Your quotation is open and waiting for you to either add headers, titles or figure numbers.

G) Select the Headers icon. The page should be open to Customer & Job Information For: Quotation Document: (the file name you chose).

H) Enter all information necessary on this page. When you have finished entering the information, make sure you select the Update icon with the red flag. This saves the information to the document. The flag should turn gray after this procedure.

I) Select the Titles icon. The gray bar at the top should show, Enter, Edit Titles, Notes & Comments For: (the file name you chose). Titles and notes are used to organize information on Specifications, Quotations and Orders. Titles are shown first with Notes following. Titles and Notes appear within the figure numbers. (Titles and Notes cannot be added or edited on Order Documents.) Comments appear at the end of the Document.

J) For titles, select the Titles icon. From the drop down menu select New. A small window will pop up entitled, Add Title. Enter the title name and select OK. At this point if you made a mistake in the title name, select the Titles icon and edit or delete the name. You can also double click on the Title itself and perform the same function. (Titles can be used to organize your figure numbers on the quote and are displayed above Notes.)

K) For notes, select the Notes icon. From the drop down menu select New. A small window will pop up entitled, Add Note. Enter the note and select OK. At this point if you made a mistake in the notes section, select the Notes icon and edit or delete the name. You can also double click on the Title itself and perform the same function. (Notes can be used to narrow the organization down to a lower level and are displayed below the Titles.)

L) For comments, select the comments icon. At this point, when you type the information it is placed directly in the comments section of the screen. (Comments are displayed at the bottom of the quote and typical refer to the entire document.)

M) After all titles, notes and comments are entered, select the Update Database icon with the Red Flag.

N) To add figures to the Quotation, select the Figures icon.

O) From the figure numbers on the left side of the screen, click the category of the product for the quote. Scroll down until you find the figure number needed. Single click the figure number to bring up Variations/Options.

P) On the right side of the screen under Variations/Options select the components necessary to compose the product. The first tab entitled Variations is where you will start. For each category listed, make sure you choose one of the items from each category under variation, then move on to options.

For example, a 1010 will need an outlet type and outlet size.

P-1) After each component is selected, a default screen will appear stating that "The particular Variation(s) Selected Is Incomplete And Will Note Generate A Valid Smith Figure Number" This is a safety feature and will appear each time a component is selected until a valid Smith number has been created. If you know the product well and do not wish to see this screen each time you select a variation, you can turn this feature off by selecting the Options icon and selecting "suppress Invalid/Incomplete Variation/Option Message." Click on the Apply icon at the bottom of this screen.

Q) On the Variations/Options section there will be additional tabs entitled Multi-Part, Single Part and Single Options. These tabs will allow for the addition of various other components for the figure number. (If disabled, there are no options to add.)

Q-1) If a figure number has a component that needs to have a variation as an add on, click on the Add for Item icon on the tool bar and select the components from the Variations/Options sections. The variations that are chosen will appear in the green box under the Variations/Options section. If a mistake is made and the wrong variation is selected, double click directly on the line in the green box. This action will delete the selected component.

R) Choose the quantity for the figure number in the Quantity box located near the bottom of the left side of the screen. The number can be typed directly in or increased from one with the up and down arrow keys.

S) After each figure number and quantity have been entered, make sure to select the Add to Document icon.

T.) If for some reason you need to change the default description of a product, select the Edit Details icon. Change the description as you would in a regular word processor and single click the Apply button. This is the description that will show on the document. On this screen you can also add "Figure Location" and "Figure Notes" for each line item.

U) To view the sequence of the products that have been added to the document, select the Organize Selected Figures icon from the tool bar.

V) If the order of products selected or Title/Notes needs to be changed, hold the left mouse button down and drag the product lines and/or Title Notes down to the Desired Document Element Order section. If a mistake is made here, simply select the Refresh Contents icon. The product line items will be moved back in the original order at the top section. If a product line needs to be deleted, while the product is still in the upper section, click the Remove Selected icon.

V-1) While on this same screen, the figure selection, figure location and figure notes can be edited by double clicking on the figure number. The figure selection can also be edited on this screen by double clicking. If you double click at this point, you will be taken back to the Figure Selection screen to modify your product selection. If you change the Figure Selection here, make sure you click on the Update Document icon. After clicking on the Update Document icon, the system will automatically return to the Organize Selected Figures screen.

W) When the order of the products is correct, select the Update Document icon.

X) To view the quote, click the Print icon on the top tool bar. The system will automatically go to the Format & Print Quotation Document screen.

Y) To print the quote, click the Print icon on the top tool bar. This will take you to the Format & Print Quotation Document screen. Click on the Print icon at either the top tool bar or on the tool bar directly under Format & Print Quotation Document header.

Z) There are several options on the Format & Print Quotation Document screen. To change the format, click the Format icon and select Format Options. Choose one of the layouts and click the Apply icon. The system automatically returns to the Format & Print Quotation Document screen to view the Quotation.

Z-1) Under Format Options there are 17 preset options to layout the Quotation. The first two options are the standard Representative and Wholesaler Quotation and are in landscape format. They cannot be formatted. If a change is made from the default Quotation, make sure to click on the Apply icon.

Z-2) The remaining choices can be formatted and offer a variety of options and are in portrait format. Make sure to click on the Apply icon after the format has been selected.

Z-3) There is an option to create a new format. Select the New icon on the bottom tool bar. A Create New Format window pops up and request a name. After giving the new format a name, select a Base format to work from and click on Apply. Next, click on Modify from either the tab on the top of the SQO Output Format Tab or on the bottom tool bar. Many options are available including font size and the ability to add page numbers to the documents. At the bottom of this page are six tabs to choose from for modifications: Titles & Notes, Figures & Descriptions, Quotation Details, Variations & Options and Print Options. Make sure to click on Apply after choosing the modifications. The system will automatically return to the Format & Print Quotation Document screen to view the new format.