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Service Agreement Quoting - Creating a Simple Quote for Multiple Units

In This Article

Introduction

This manual provides step-by-step instructions for creating a Customer Value Agreement (CVA) quote in Service Agreement Quoter (SAQ) when quoting multiple units for a single customer.

Procedure

Step 1: Access the Quote Creation Screen

  1. Log into SAQ
  2. You will land on the main page displaying a list of existing quotes
  3. Click the plus sign (+) in the top right corner to create a new quote

Step 2: Complete the Quote Header Information

Complete the following fields on the quote form. Note that some fields may be custom-configured by your dealership using the admin function within SAQ.

Dealer-Specific Fields (if applicable)

  • Payment Type — Select from available options: 
    • Pay Per Service
    • Prepaid Included in Deal
    • Prepaid Invoice Upfront
    • TM&R
  • Contract Status — Select: 
    • New
    • Renewal

Standard Quote Fields

Field

Description

Action

Contract Type

Defines the type of agreement (Earth Moving, Power Systems, etc.)

Select from the dropdown list

Cost Per Year Index

Percentage increase over the contract term

Enter the annual escalation percentage

Branch

Dealership branch location

Select from dropdown

Cost Center

Cost center for the quote

Select from dropdown

Description

Brief description of the quote

Enter descriptive text (e.g., "Full CVA Quote")

Step 3: Configure Travel Settings

Field

Description

Action

Travel Included

When checked, travel costs are rolled into each PM event and hidden from the customer

Check if you want travel costs embedded in event pricing

Travel Charge Code

The charge code for travel (mileage or zone)

Select appropriate code

Travel Distance/Quantity

Miles or zone quantity per event

Enter value (e.g., "50" for 50 miles, or "1" for zone charges)

Tip: If using zone charges, enter "1" as the quantity since you want one zone charge per event.

Step 4: Select the Customer

    1. Click in the Customer Name field a separate dialog box will appear in which you can search
    2. Type a portion of the customer name to search
    3. Review the search results, which display: 
      • Customer Number
      • Customer Name
      • Equipment Count (number of CAT and non-CAT units on file)
      • Phone
      • Address
      • City
    4. Click to select the appropriate customer
    5. Customer information will auto-populate based on system records

    Step 5: Add Contact/Influencer Information

    1. Under Contact Type, select the role of the contact: 
      • Location
      • Invoicing
      • Hours
    2. To add additional contacts, click the three dots (...) to the right and select Add Contact

    Step 6: Assign the Sales Team

    1. Click the Sales Team dropdown
    2. Search for and select the account owner/sales representative
    3. The representative's phone, mobile, and email will populate after saving

    Step 7: Configure Equipment Defaults

    Field

    Description

    Action

    Package

    Contains PM events and occurrence counts

    Select the appropriate package

    Charge Code 1 & 2

    Header charge codes

    Select if applicable

    Expires By

    How the contract expires

    Select: Date, Hours, or Both

    Contract Length SMU

    Service Meter Units for contract duration

    Enter hours (e.g., 2000)

    Contract Start Date

    When the contract begins

    Select date

    Contract Length (Months)

    Duration in months

    Enter number (e.g., 24 for 2 years)

    Marketing Type

    Classification for CVA team

    Leave for CVA team to complete

    Contract Group

    Grouping for CVA team

    Leave for CVA team to complete

    Note: The end date calculates automatically based on start date and contract length.

    Step 8: Save the Quote Header

    1. Scroll to the top of the form
    2. Click Save
    3. A "Success" message will appear
    4. The screen will refresh and switch to another screen to Adde Equipment and will display a Submit for Approval button in the top right corner

    Step 9: Add Equipment to the Quote

    Adding Multiple Units from Customer's Fleet

    1. Click Add Multiple Equipment
    2. A list of all units on the customer's account will display
    3. The list can be sorted by: 
      • Customer Number
      • Name
      • Serial Number
      • Make
      • Model
      • Stock Number
      • Equipment Number
      • SMU
    4. Select individual units by checking their boxes, OR click the checkbox at the top to select all units
    5. Click OK

    Adding Equipment Not in System

    If a customer has equipment not yet in the system:

    1. Click Add Empty Equipment
    2. Enter Serial Number then click OK
    3. Manually enter the equipment details
    4. Click Save

    Step 10: Save and Process Equipment

    1. Click Save immediately after adding equipment
    2. The system will: 
      • Process each serial number against the package's PM events
      • Match SMCS codes to standard jobs in the ERP/DBS system
      • Calculate pricing for each unit
    3. Wait for the save process to complete (this may take a moment)

    Step 11: Review Equipment and Resolve Errors

    1. Click the collapse arrow twice to collapse all serial numbers for an overview
    2. Review the Total Amount and Cost Per Hour columns for each unit
    3. Units highlighted in red indicate missing standard jobs for those serial numbers

    Resolving Red-Highlighted Units

    1. Note the serial numbers highlighted in red as those indicate that the Standard Job Events contained in the applied Package (on the quote header) were not found for that serial number).

      NOTE:  if you believe that the standard job should exist as you see it in ServiceLink or PSQ you will need to verify the SMCS code combination for that Event is the same in SAQ as it is in SVL/PSQ.  Ensure ALL of the codes are the same (job, comp, business group, shop/field, etc).
    2. Send this information to your Standard Jobs team
    3. Request standard jobs be created for those serial numbers
    4. Once created, return to the quote—the pricing will populate
    5. Alternatively, delete units without standard jobs by clicking the Delete button next to them

    Step 12: Final Save

    1. After resolving any errors or removing incomplete units, click Save again
    2. The quote is now ready for approval

    Step 13: Submit for Approval

    1. Click Submit for Approval in the top right corner
    2. The appropriate approver(s) will be notified based on SAQ workflow configuration
    3. Approvers (Sales Manager, CVA Administrator, etc.) will review and either: 
      • Modify the quote as needed
      • Click Approve
    4. Once approved, the button changes to One W (indicating ready for contract creation)

    Step 14: Generate the Quote Document

    1. In the left menu, click Revision 1
    2. Click on Word Document
    3. Click Create PDF

    PDF Contents

    The generated PDF includes:

    • Customer information header
    • Contact information
    • Summary of all quoted units
    • Detailed breakdown for each unit: 
      • Serial number and model
      • Unit number (if applicable)
      • CVA start dates and start SMUs
      • List of included PM events with quantities
      • Cost per service
    • Terms and conditions
    • Signature line

    NOTE:  There is no current functionality to email a quote directly from SAQ.  The user will need to download a PDF then either print out and review with the customer or attach it to an email.

    Step 15: Obtain Customer Signature

    Important: SAQ does not include DocuSign functionality or the ability to email PDFs directly from the system.

    To obtain signature:

    1. Print the PDF and present to customer in person, OR
    2. Save the PDF and send via email outside of SAQ
    3. Obtain customer signature on the document

    Step 16: Finalize the Contract

    1. Once the signed document is received, return to SAQ
    2. Open the approved quote
    3. Click the WON button to initiate contract creation

    Quick Reference Checklist

    • [ ] Create new quote (+)
    • [ ] Complete header fields (payment type, contract status, contract type, etc.)
    • [ ] Configure travel settings
    • [ ] Select customer
    • [ ] Add contacts/influencers
    • [ ] Assign sales team
    • [ ] Select package and equipment defaults
    • [ ] Save header
    • [ ] Add equipment (multiple or empty)
    • [ ] Save and process equipment
    • [ ] Resolve any red-highlighted units
    • [ ] Save final quote
    • [ ] Submit for approval
    • [ ] Generate PDF after approval
    • [ ] Obtain customer signature
    • [ ] Complete contract creation (One W)

    Troubleshooting

    Issue

    Cause

    Solution

    Units highlighted in red

    No standard jobs for serial number

    Contact Standard Jobs team to create jobs for those serial numbers

    Long save times

    System processing against ERP

    Wait for completion; training environments may be slower

    Missing sales rep contact info

    Data populates after save

    Save the quote to populate phone, mobile, and email

    For information on modifying quotes from standard packages per individual serial numbers, see "Modifying a Quote Beyond Standard Jobs".