Using Proposals

The TAC system supports a flexible proposal generator.  You can enter and print a proposal and when the customer approves the offer, you can electronically convert it into open line-item charges that you can edit and then generate into a final invoice.

 Steps to implement and use proposals are as follows:

 1. Enter rate codes into Reference File 15.  These can be codes for proposals as well as your regular charge codes. Some examples could be:

• PROPTC – Proposal Terms and Conditions. In the note field enter your terms and conditions.

• RENT - Charge code for rental that will be used to generate line items on an invoice

 2. To create a proposal, go to the site and click on the Financial tab, then right-click on the grid to add a line-item charge.  Enter the fist line-item, for example, “PROPTC”. Tab across and click Save.

 3. Add the first chargeable item. Fill in all fields for a normal line item charge.  Then click Save to add the line item.

4. Repeat for all the line items on the proposal.

5. In the grid below, where the line-items have been accumulating, right click and generate an invoice with line items. Select the check box to “Create Proposal”.  This will generate an invoice and tag all associated line items with the keyword “Proposal”. This is displayed in all invoices and line item charge grids so you can easily identify which are proposals and which are actual invoices. 

 6. When the customer accepts the proposal, go to the site and click on the Financial Tab.  Right-click on any of the line-items that made up the proposal. Select the action menu option to “Convert proposal to invoice”. This will convert all line-items from the proposal into open line-item charges.  All information is transferred from the proposal line-items to the open charge line-items.

7. Edit the created open charges, if necessary, and then generate the invoice.

 Both the proposal and the invoice have unique numbers and are permanent parts of the customer’s historical records.