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Introduction to Projects
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Last modified on 5/18/2017 3:26 PM by User.

Introduction to Projects

The Projects system in OASIS allows you to: 

  • Keep related jobs/phases together under one “folder”  
  • Register and track projects from the beginning 
  • Capture conversations and project details for follow-up and reporting 
  • Create and identify each bid's bill of material, keeping old revisions 
  • Add all specifiers related to the job 
  • Add distributors to each job allowing you track counts to the contractor level 
  • Track count differences by contractor
  • Electronically attach reminders, emails, faxes, and other electronic documents.

Creating a Project 

A new project can be started from the Home screen or from the Projects application. On the Home screen, click on the “Create New Project” button on the toolbar or go to the Projects application and click the New Project button on the toolbar or go to File then New Project. 

 

From the Home screen: 

 

From the Projects application:

A new project will open in the Overview tab. This allows you to look at all the phases/bids within the project. The active phases/bids will have tabs to the right of the Overview tab.

 

 

All the phases/bids will be listed below, whether active or Inactive. By default, it creates a phase called “Initial Phase”. As more phases/bids are created in the project, more tabs will appear. However, no more than three active phases will be shown. The rest will be shown in the list on the Overview tab. Once there are four phases, all phases will be listed on the Overview tab and not in tabs to the right of the Overview tab. (This is purely for performance reasons. For extensive projects, it can be resource intensive to pre-load all this information.)

 

 By default: 

  • The project is called “New Project”. Please take the time to give it a name even if you change the name later on. This will avoid confusion. 
  • The “Initial Phase” (or the default first job phase) is listed  
  • By default the phase is active – to inactivate the phase, uncheck the Active button on the General tab. 
  • The Alias button allows you to give alias names to the project in case it is called by several names in the system. For example, one person may know it as “Moss Building” another may know it by “123 Main St”. Giving it these other names will allow search for any (or any part) of these name.

 

Note: These alias names can be added at any time and will also prevent users from entering the job in twice if it has a similar name. 

 

All the phases/bids will be listed in the Overview tab whether active or not. A check in the Active column indicates the Job/Phase is active. You can have as many phases and bids in OASIS as necessary within each project. 

 

Note: A project can be as simple as a single line item quote or as large as a college campus with several different jobs going on simultaneously, or a job here and there over the course of several years.

 

Notice the Project Notes area at the bottom of the page. These are "internal” notes that are only for your use to keep track of information relevant to the entire project. Once entered, any time a person opens this job a window will appear displaying the notes. 

 

 

Here is an example of how the internal notes appear when a project is first opened:

 

 

Once you have given the project a name, click on the “Initial Phase” tab. This begins the first job within the project.  

 

For details on other tabs, skip to the next section. Otherwise continue for information on entering a quote quickly. 

 

To create a quick, simple quote: 

  • Create a new project, give it a project name
  • Go to the “Initial Phase” tab. Give it a name if needed. (not required) 
  • Go to the “Initial Bid” tab. Give it a name if needed. (not required) 
  • Go to the Items tab to enter the line items.

Note: BQty, Type, MFG, Part, Description, Sell Price, and Sell Comm are some of the most used columns.

 

 

Note: A detailed explanation of each column is in the next section – this is just a quick entry.

 

Columns 

Description 

BQty 

Base Quantity for this line  

Type 

Part Type 

MFG 

Manufacturer (required) 

Part 

Part or Catalog Number 

Description 

Part description if needed 

Sell Price 

Price quoted to customer 

Sell Commission 

Commission percentage

Next, enter the customer for this bid. (This is typically the distributor unless you are quoting a contractor direct.) Go to the Customers tab and click on the Add Customer button. 

 

 

Select the customer from the list and click OK.

 

 

The customer now appears with a few options for quoting. By default they are quoted at the sell price.

 

 

Once these basic pieces of information are entered, you can select Print to generate either a printed quote, a PDF file, Excel spreadsheet, or an email.

 

 

The customer now appears with a few options for quoting. By default they are quoted at the sell price.

 

Initial Phase – General tab 

 

Many of the items can be added at anytime during the job when known. Entering as much information as possible will allow you to create very detailed and useful reports.

 

 

 

Field Description
Phase Name Job/Phase Name within the Project. If it is a simple project, users can leave this as "Initial Phase" The name will not print on any of the quotes. 

Location & State/Prov.

Location of this job. This information will affect some reports. 

Owner 

Owners name, if needed or known. 

Won By

This feature can be used to track your competition. You can enter your competition in OASIS and if they were to get the job and not you group, then you can select them as the winner and because you are tracking specifiers, distributors, and contractors you can create some powerful reports. 

Quoter 

By default if you are a quoter in OASIS, your name will be here. However, you can quote a job for another person at your agency. 

CSR The project manager responsible for this job. 

Specified Project 

Check this box if your lighting line is listed on the specification. OASIS will track & report on these jobs (optional) 

Locked This feature "locks" the phase meaning no one other than the person who locked it or an administrator and open and view the phase.  

Active 

By default, the job is active. If the job is won by another agency, lost, or abandoned, then you may want to make the job inactive. It remains in the system for reference or reactivation at a later date. 

Show on Bid Board 

Check if you want this project to show on the Bid Board   You can also create a Bid Board view or report of all jobs bidding as well. Bid Board can also appear on the Home screen to remind your of jobs bidding. 

For ‘Spec Registration’ 

Check here if the job is for Spec registration with the Mfg. This will allow you to print a Specification Registration form to send to the manufacturer. See the first print screen to select the Specification Registration print. 

% Specified 

Percent of the job your products were specified on. This field is now deprecated.

% Approved 

Percent of the job your bill of material that was approved. This field is now deprecated.

NOTE: these can be set up to auto-fill if using the “Alt Mfg” and “Alt Part” in the quote. 

Architect, Engineer, Contractor, etc 

Add all specifiers to this job as needed. This section is configurable to add other specifiers such as Lighting Designers, Landscape Architects, etc. OASIS can track and report on these specifiers throughout the job from quoting to reconciling invoices. Also, the salesperson at your agency will be or can be associated with this specifier in the right-most drop down box. Other specifers may be added by clicking the “add” button.  Any specifier listed will print on the quote. Quoted customers are added to the customer screen in bids s0in 0pt"> Percent of the job your bill of material that was approved 

 

NOTE: these can be set up to auto-fill if using the “Alt Mfg” and “Alt Part” in the quote. 

Current Bid Date

This bid date will show the date on the bid tab. Changing the date in either field (phase tab or bid tab) will update the other. Bid time is optional.
External Code Some companies use building service websites to access information and plans on their jobs. This field allows users to store the ID code associated with the job on the website. 

Completion Date 

Estimated completion date of the job. 

Start Date 

Estimated start date of the job. 

Valuation 

Dollar value of the job. This is just a figure to sort by. It is not associated with the money on the quote. You could say this is a $10,000 job yet by the time the job is won it could be $9,700. But to your group this is a $10,000 job. This field allows for reporting options. 

Resell company Allows users to select a resell company for the orders at the quote level. This really only applies to those clients who manage more than one resell entity. 

File Code 

Free form area to associate a job with a paper job folder in storage. Example “Box 34”, when entered, will show as dated and tracked on the General tab.

Commission Accounts 

Internal – who (salesperson) or what person/group gets credit for this job. You can have multiple entries but the split must equal 100%. 

Search Tags 

If you have created Search Tags for projects they may show on the General tab above the Specifiers area. See the help sheet on creating Search Tags 

 

Follow ups tab 

 

The follow-ups tab is used for adding notes to the job, phone conversations and any information about the job. These notes may be customer specific or general notes about the job. 

 

Adding Customer specific notes to the Phase / Job 

All specifiers, distributors, etc that you have associated with this job from the general or customers tab should already be listed here (on the left). 

 

There are many ways to keep track of notes, visits, documents, etc in OASIS. One way is through the Follow ups tab. You can create notes that are associated to a customer/specifier specifically or create “general” notes associated with the job

 

By Date side tab

 

Type generic job related notes in the field at the bottom of the screen and click "Add." The note will appear in chronological order on the screen in black text. 

 

Customer Tips side tab

 

To add a Customer specific note (above example): 

  • Click on the "Add Notes" link associated with that customer.  
  • OASIS will pop up a dialog box.  Type the comments in the available space and select or add the contact at the customer.  

  • NOTE: If you are adding these notes for another person, click on the "Comments reported by" drop down and select the person 
  • Click “OK” 
  • In the window that appears, select the company and person if needed 
  • The notes will appear under the customer entry in the Customer Tips tab. 

Field Description
Committed Is this specifier committed to using your product or supporting your company getting the job
Followed By Used to assign tasks to salespeople or quoters. Tasks entered into this screen appear on the assignee's home screen under the followed jobs tab. They will remain on that person's home screen until the project is opened and the blue "X" is used to remove.  It is recommended that a note be manually added to that customer indicating the task is complete. OASIS does not automatically add a note for the removal of a task
Submitted When submittals are generated in OASIS, it will automatically fill in the date and submittal contact's name as chosen by the user for all specifiers who receive separately generated submittal sets. These fields can be manually filled in as well. The submittal return date is always manually entered. OASIS has no method for determining that a submittal set was returned by a customer.  
Follow All/Follow none This link at the bottom of the screen allows users to ask all assigned sales people to followup with their customer. Again, this will create a followed by task as described previously.

Print

Print out all customer notes in any of the OASIS standard formats. 

Note: When running the Project Status and Customer Followup reports, these notes will be included as well.

Attachments tab

 

The Attachments tab becomes very useful in tracking all information relating to this job. Along with tracking all documents created in OASIS, you may also attach many other types of files such as Word documents, drawings, schedules, emails, etc. It becomes your electronic job file and contains all documents created or added to OASIS for this job. Keep in mind any transaction created in OASIS for this job will automatically attach a copy here. The attachments tab has several views and there is a complete article on attachments that will provide more detail.

 

Here is an example of how to attach: 

 

The Edit Attachment window will appear. From here you can add details about this attachment, categorize it, color code it, etc.

The attachment will appear in your Attachments tab.

Initial Bid tab – first quote for this job / phase 

 

OASIS quoting can be as simple as a single line item quote or as large as 100 or more lines with lamps, assemblies, subtotals, notes, options, and more. This will be a high level tour of the bid portion of OASIS. There are other help sheets to cover specific topics. 

 

Items tab 

Click on the Initial Bid tab, then click on the Items tab.

 

 

Field Description

Bid Name 

Name of this bid if needed. Example – Budget Bid, VE-1, VE-2 

Quote Status 

By default the status of the bid will change as it moves through the process. Statuses are configurable and can be changed to suit your specific process. OASIS allows you to have as many bids on a job as needed, but only one may be active at a time. This will be clearly indicated – the active bid will have a grey tab and all others will have a red tabs. 

RA Date 

Request for Approval – allows you to keep track of “request for approval” dates for each individual quote 

Bid Date 

Bid Date of the quote/bid. (Time is optional.)

Exp Date 

Expiration Date of the quote/bid. Default is 30 days but may be adjusted as needed here. 

 

In the header area OASIS keeps track of basic information of the quote including totals, price levels, and the ability to track Base counts, any counts quoted to other customers, contractor counts that may differ from the base counts, etc. You click on the quote number or just above the quote number and view other counts as well. 

Quote number is sequential and is generated by OASIS. In the example above: 

  • “TRTY” = Abbreviated company name from the quote's workgroup. You can choose your own prefix (needs to be done before going live with OASIS) 
  • “15” = the year. OASIS will automatically change the year as needed 
  • “41” = the sequence number of quote from this agency. This will automatically increment to the next number when a new quote is created. 

OASIS keeps track of the quote totals as well. For Base, Sell, Level 1 or other columns you may be using to quote a customer. The price, commission, overage, margin, earn (comm  + overage + markup), Rate may be shown. To adjust what pricing levels are shown, go File, then Preferences view the "Other" tab

 

 

 - Check the boxes for what you want to see in the header area. 

 
Columns 

Here is a quick overview of the columns most used in OASIS. There are many columns available for you to use, some of them are not necessary to quote a job, but maybe very helpful.

 

Note: A project/quote can be a single line item or as many items as necessary. Columns such as the OBase allow you to manipulate the job, adding overage to make the most profit while creating the quote. If using the OBase column, when the job is ready to order all the overages are in place. You can also use an “Overage” line as well and wait to figure the overage at order entry time. Please refer to the help sheet on column explanations.

 

 

Field Description
Code Used to create Note, Internal Notes lines, associated Lamp or Accessory lines, create a Subtotal, Overage, Lot line. Create a Kit (Assembly) and Component lines, Options/Alternates, CQ (courtesy Quote), No Quote. See the Code column explanation help sheet 
BQty Base Quantity of this line item 
Type Item type code
MFG Manufacturer/vendor who makes the fixture
Part Part or Catalog Number
Description Description of the part. This can be manually keyed in. If a price list is used to select parts and the part has a description then it will add the information from the price list in this field automatically
Note Line item note, always associated with this line and will follow to the submittal and order. 
Book             (Reference)
  • Distributor net price, street price, called several different things. Many agencies use it as a reference price for the “going” price in the market 
  • Entering a price here will flow into the Sell price column as well if the “=” sign appears in the formula column  
  • It is for reference only, but may be used to adjust other columns by percentage by using the Math Functions button on the Toolbar (see the help sheet on the Math Function tool).
OBase           (Reference)
  • The price at which the factory starts paying overage and the associated commission OASIS uses once the Sell Price (or Level 1, 2, 3) has exceeded the price in the OBase column.
  • This column is very helpful. it allows you to work your overages on screen. Being able to move money around in getting the best overage split from various manufacturers on the quote. Many agencies find this saves a step because the overage is already spread at the time of the quote, then when the order is created the overage is in place. 
  • If a price list exists in OASIS for this manufacturer, you can set any price column to be the “Overageable” price for that part and that price will automatically appear into the OBase column when you select a part. To do this you must return to the price sheet in the Pricing section. 
  • It is reference, but may be used to adjust other columns by percentage by using the Math Functions button on the Toolbar (see the help sheet on the Math Function tool)
OBase Commission         (Reference) Commission of the overageable price.

%Overage    (Reference)

Percentage of the overage the company is keeping
Base              (Reference)
  • This is the first price that OASIS pulls from the price list based on the Quote Path.
  • Most agencies use the Base column for lowest price, least or walk away price 
  • It is reference only, but may be used to adjust other columns by percentage by using the Math Functions button on the Toolbar (see the help sheet on the Math Function tool).
Base Commission (Reference) Commission level of the base price. 
Sell #%  (Formula) The Sell formula column is always associated with the Sell Price column and may be used to adjust the Sell Price by a percentage up or down from the Base column. To raise the price 10% (long math); just enter “10” in the formula column. To reduce 10% just enter “.90” in the formula column. This protects you in case you have to reduce the price 10%, and keep you above the original price.
Sell          (Quotable)
  • The Sell Price column is the focus of OASIS Quotes; it is most commonly used to quote the customer. Level 1, 2, 3 columns may also be used, see below. 
  • The dollar amount in this column may be entered manually, but can be filled automatically, if you have a price list in OASIS you may also use the Math Function tool
  • The Sell Price and Sell Commission columns may be overwritten at any time. 
Sell Commission Commission amount associated with the sell price
L1 #%, L2#%, L3#% (Formula) Formula columns associated with their price columns  The markups take the column of pricing ahead of it and mark it up or down based upon the user's needs. The hierarchy works like this: Base > Sell > L1 > L2 > L3.  If users need to mark up from base to L3, for example, the user will need to use the Math Function tool. 
L1, L2, L3  (Quotable) Other pricing columns
L1 Comm, L2 Comm, L3 Comm

Other commission columns associated with their pricing columns. 

  • These columns can be used instead of the “Sell” column to quote a customer. 
  • Example – you have $10 in the Sell Price column and you may want to take that price, raise it 10% and put that number in the Level 1 column and use that to quote a customer.  
  • The Math Functions button is a good way manipulate the Price columns
  • The Level formula column is always associated with the Level 1, 2, 3 Price columns and may be used to adjust the Level 1, 2, 3 Price by a percentage up or down. To raise the price 10% (long math); just enter “10” in the formula column. To reduce 10% just enter “.90” in the formula column. 
  • These columns may be used to quote a customer by going to the Customers tab, selecting the customer and selecting the price level from the drop down menu. 
  • NOTE: You can quote any customer any price level – even if quoting multiple customers on the same quote 

Reference Only Columns – cannot used to quote a customer 

These columns may be shown or not. By preference you can show/use any columns as needed. To remove columns, go to File, then Preferences and move the unneeded columns from the Show side to the Available side. 

 

In order for OASIS to calculate overage on a line by line basis, OASIS must know 3 things 

  1. The price at which the manufacturer starts paying overage (OBase column) 
  2. The commission the agency gets paid at the overageable price (Obase Commission) 
  3. How much (what percent) of each overageable dollar does the agency get (%Overage) 

Customers pricing only columns – These columns are the ONLY columns used to quote a customer 

  • Sell
  • Level 1
  • Level 2
  • Level 3

Other useful columns 

  • Resell check box – used for an item that is resale – check the box and enter a cost in the Cost column. This starts the resale process.  

NOTE: The manufacturer and customer must both be set up to allow resale before the resell check box and cost columns will work. 

  • Cost – when item is checked for Resell, then you must enter the cost here. OASIS will then recognize this line item as a resell item. When the quote is converted to an order, OASIS will create the order to the manufacturer from the resale company (agency) and create the outbound invoice(s) to the end customer. 
  • MFG Quote – placeholder for the manufacturers quote number. The column is free form so you can enter as many quote numbers as needed. This number will follow the quote to the order, invoice, and payment.
  • MFG Target – useful when doing a quote request to a manufacturer. If there is a target price you want the manufacturer to be aware of, enter an amount in the MFG Target column. If no target price is needed, leave the MFG Target column blank.

Customers tab 

 

In the Initial bid, once you have entered your Bill of Materials, you are ready to select the customer you are quoting to. Go to the Customers tab. Select the customer by clicking the "Add Customer" (or "Add Contractor") button. 

 

 

Or, if you are quoting a person specifically, click the "show contacts" link and the contacts will also appear. Select the specific person, click OK, and their name will appear in contacts section. 

 

 

 

  • Add contractors by highlighting the distributor and clicking the "Add Contractor" button. Follow the same process as above.
  • Choose to include lamps or not in the total for quote
  • Change the price level associated with this customer
  • Create a manual markup or type in a lot price (These have to be resolved before creating orders.)
  • Add customer specific external (appear on the quote) or internal notes.

 

OASIS allows you to quote multiple distributors, quote a contractor for a distributor or quote contractor directly while at the same time keeping track of any differences in counts they may have. See the help sheet on Quoting Multiple Customers and Counts.

 

Manufacturers tab 

This tab shows you a breakdown of each manufacturer’s totals, earnings, etc. Plus the fluid filled bars in the $Freight Allowance column will show you where you are towards getting Freight Allowance. 

 

Notes tab 

 

The Notes tab allows you to insert both internal and external notes in the quote.  

 

External Notes 

Notes entered in the Remarks area will appear above the BOM. External notes will appear below the BOM in a quote

 

Internal Notes

 

These notes will only appear in the “Office Copy”. They will never show on a document going to a customer. 

 

 

If there are internal notes entered here, when the job/phase is opened by anyone, these internal notes will appear in a window similar to one below 

 

 

 

Printing a Quote 

Once your BOM looks correct and you have added the customers you wish to quote, click Print at the bottom of the screen or choose File > Print, or use the Print button on the toolbar. 

Select the desired print option:

 

 

Select the type of print: 

 

Option Description

Customer Copy 

Print a quote to a customer 

MFG Breakout 

Print a breakout by manufacturer. Each manufacturer on the quote has a separate page plus there will be a Summary page for all manufacturers.  

Request for Quote 

Print a request for pricing to a manufacturer 

Office Copy 

Office print with all pricing levels quoted to various customers 

Bill of Material 

Prints a Bill of Material with no prices 

Specification Registration  If you have checked the “For Specification Registration” box on the General tab on the Phase/Job, then the option to print a Specification Registration will show here. 

For this example, push “Customer Copy” button. In this window, select the customer(s) and contacts(s) you want to quote. The details of quoting each customer will be listed on the screen in blue links. 

 

 

NOTE: you also have the option to “Manually key contact information” at the top of the screen. This allows manual entry of a customer and contact person who may not be in OASIS. Or a user can simply create a blank quote. Checking the box will skip this screen. 

 

Click Next. In the Print Options window, select the print output and options needed.

 

 

Option Description

Unit Price 

Will print unit prices if there are no Lot or Overage lines on the quote Bill of materials 

Extended Price 

Will print extended prices if there are no Lot or Overage lines on the quote Bill of materials 

Quote 2nd Column 

At times users may want to display another price column such as a distributor price and contractor price, this feature allows you to choose that price to see. 

Hide Quantities If checked, will not print quantities
Hide Line Notes If checked, will not print notes from the Notes column on each line

Hide Description 

If checked will hide the Part Description 

Hide Part Numbers 

Will hide the Part Number 

Hide Manufacturer IDs 

Will hide the Manufacturer ID 

No Parts 

Will show no part / cat numbers 

Suppress zero quantity rows Checking this will cause any rows on the quote with a zero “0” quantity to NOT show on the quote 
Show Grand Total (Lot Net)  If checked, will show a Grand Total including lots and all subtotals 
Show Subtotals and Options  If checked, will show all Subtotal lines and Option groups 
Show Components lamps and accessories Check this if you want the parts to a Kit/Assembly or Lamp/Acc line to show on the quote. If un-checked it will roll the prices into the price of the fixture 
Show Component Prices

Check this if you want the Kit/Assembly or Lamp/Acc prices to be broken out and shown on the quote 

Unchecked will list the Kit parts or lamps but will include the price into the price of the fixture showing “included” in the Unit Price column 

Show Manufacturer Terms 

If checked, will show the manufacturer terms if entered in the Terms tab under the Manufacturer entry. Users can select which manufacturer’s terms to print by clicking the Limit Manufacturers button and selecting the manufacturers as needed. See explanation below. It will show if the quote met freight and any text the user enters into the manufacturer entry such as the freight allowance value or other notes.  

Show Totals 

Show manufacturer total value on quote

Show Bid Name If checked, will show the Bid Name as a part of the Project/Job Name on the printed quote.

Show lamp takeoff separate from fixtures 

Checking this box will group all lamps at the bottom of the quote and group the like lamps together on one line. 

Estimate Total Tax Used with Subtotal Tax Estimate to subtotal the quote and add tax estimate and new quote total including tax 
Subtotal Tax Estimate Used with Estimate Total Tax to subtotal the quote and add tax estimate and new quote total including tax 

Show Lot lines 

By default OASIS will hide lot lines and only show a grand total. Checking this box will cause the Lot lines to appear on the quote print. 

Landscape 

Will show in Landscape view or print 

Limit Manufacturers 

By clicking the box, users can select certain manufacturers to show on the quote. 

Draft Only 

If checked, will show as a draft copy with a watermark and a “draft” instead of a quote number. 

 

Click print once the desired print options are selected. 

 

 

If the output is not what you expect, please give us a call to review. 

 

Multiple bids for the same job 

Many times you do not receive orders on the first bid. Sometimes you have to bid a job several times before it is done. OASIS allows you to create a “New Bid Like” that will copy the Bill of Material into a new bid. This allows you to keep the original bid intact and make necessary changes on the copy and re-submit.  Choosing "New Bid"  will create a clean new bid. 

 

To create a “New Bid Like”, click on the File menu, select New, then New Bid Like.

 

This creates a copied bid with the same BOM. Since you can have only one active bid at a time, the bids that are “inactive will be light red color. In the copied bid you make any changes necessary. 

 

Example - The “Initial” bid is our original bid. The “Copied Bid” is the same BOM as the Budget bid; however, you can make as many changes as necessary and re-quote to your my customers as needed. The Budget bid stays intact for reference or re-quoting at a later date and may be re-activated  Please note that all new bids will created with the next available quote number in OASIS.

 

 

You can have as many bids as needed. They will each have their own tab with all related information, customers quoted, etc.

 

See other help sheets for additional information on specific items within the Project/Quote system.