Transcript Document

Quote To Order
Encore Training
Ima Trayner
[email protected]
Icebreaker Question
• If the error rate for an experienced typist
per keystroke is 1%*, how many errors
would we have in an manually keyed order
with 15 cabinets?
a) 1 error per order
b) ~ 2 errors per order
c) 15 errors per order
* Jonathan Grudin, researcher at Microsoft 1983
Icebreaker Answer
• If the error rate for an experienced typist per
keystroke is 1%, how many errors would we
have in an manually keyed order with 15
cabinets?
a) 1 error per order
b) ~ 2 errors per order
c) 15 errors per order
1.8 errors/order =
(1% errors/character) x (15 cabinets/order) x (12 characters/Description field)
Icebreaker Answer
• Data entry is HARD work!
Review Agenda
1.
2.
3.
4.
5.
6.
7.
8.
Quote to Order overview
20-20 Design overview
Quest overview
Encore overview
Maestro overview
OBS overview
Encore processes in depth
Hands-on
Set Expectations
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Focus on training and learning
Learn the why as well as the what and who
Have fun
Get out on time
Earn a Gold Record!
QUOTE TO ORDER OVERVIEW
Quote to Order Overview
• Quote to Order streamlines the
process of
– getting from the Customer’s quote
– to the order that will become
instructions for our manufacturing
floor
Quote to Order Overview
• Quotes often start with a 20-20
Design
Quote to Order Overview
• The 20-20 Design can be
imported into Quest III and then
linked to our pricing database to
create a Quote
Quote to Order Overview
• The Quote file can then be
pulled into Encore and linked to
a Lot within Maestro for parts,
labor, and other order-related
items
Quote to Order Overview
• Encore sends the order data to
Maestro so that the Primary and
Secondary Orders can be
created in OBS
Quote to Order Overview
• OBS validates the orders and
saves them as Live, making all
the order information available
to manufacturing
Quote to Order Overview
• The Quote to Order process
automates the transfer of data
from system to system
This quiz is open book and open teammate.
Feel free to ask for help if you need it.
Answer this question correctly to earn a single star rating.
QUIZ #1
Quiz #1
Question #1:
• An error in 20-20 Design could possibly:
a)
b)
c)
d)
e)
Cause an error in Quest III
Cause an error in Encore
Cause an error in Maestro
Cause an error in OBS
Cause an error in the data sent to
manufacturing
f) All of the above
Quiz #1
Answer #1:
• An error in 20-20 Design could possibly:
a)
b)
c)
d)
e)
Cause an error in Quest III
Cause an error in Encore
Cause an error in Maestro
Cause an error in OBS
Cause an error in the data sent to
manufacturing
f) All of the above
Quiz #1
Answer #1:
• Why is this important?
– Understanding the overall flow of information
will help you avoid passing on problems to the
next person
– Understanding the overall flow will help you
communicate better with the people who pass
information to you
20-20 DESIGN OVERVIEW
20-20 Design Overview
• 20-20 Design often starts the Quote to
Order process
20-20 Design Overview
• 3 tricky things can improve the import:
– Quantity of Parts and Accessories
• Use the Accessories and Extra Costs tool
http://help.timberlake.com/QuestIII/Tutorials/2020_Parts_and_Accessories.htm
– XML export
• Use the Application Integration tool
http://help.timberlake.com/QuestIII/Tutorials/2020_xml_Export.htm
– Multiple catalogs allow multiple styles
• Instructions in the Quest III FAQ topic
http://help.timberlake.com/QuestIII/Help/Quest_Online_Help.htm#FAQs/Duplicate_2020_Catalogs.htm
This quiz is open book and open teammate.
Feel free to ask for help if you need it.
Answer this question correctly to earn a two star rating.
QUIZ #2
Quiz #2
Question #2:
• 20-20 Design is a good starting place because:
a)
b)
c)
d)
e)
20-20 DesignTM is the leading kitchen and bath planning
software in the interior design industry
We can import from directly into Quest III, TOM, and WOO
without having to rekey items
We can have more than one style if we create more than one
catalog
We can have the correct quantity of parts and accessories if
we use the Accessories and Extra Costs tool
All of the above
Quiz #2
Answer #2:
• 20-20 Design is a good starting place because:
a)
b)
c)
d)
e)
20-20 DesignTM is the leading kitchen and bath planning
software in the interior design industry
We can import from directly into Quest III, TOM, and WOO
without having to rekey items
We can have more than one style if we create more than one
catalog
We can have the correct quantity of parts and accessories if
we use the Accessories and Extra Costs tool
All of the above
Quiz #2
Answer #2:
• Why is this important?
– FS, OA, and OP team members can talk
intelligently with Designers about how to
correct issues and improve the flow of
information in the Quote to Order process
QUEST OVERVIEW
What is QUEST III?
• The Quest III Quoting and Estimation Tool
(Quest III) program gives you powerful tools
for making and updating price quotes and
sending them to your customers. Quest III is
used by our Service Centers to pull together
pricing data, package it as a quote, and share
these quotes with our customers.
What is QUEST III?
• The information in Quest III
directly feeds the information
found in Encore.
Where does the information in
Quest III come from?
• Quest III is fed from the 20-20 Program the
Design/Estimators use to create the master
layouts for each plan.
• The Designer reads the blueprint from the builder
and creates a layout in 20-20 to match the
predetermined Specs.
• Once the layout is created, the cabinets and parts
are exported to an XML file which will be used by
Quest III and be priced.
The Designer reads the blueprint from the builder and creates
a layout to match the predetermined Specs in 20-20.
The Designer verifies the cabinets & parts
and adds any additional parts manually
Once the Layout is created, the cabinets and parts
are exported to an XML file which will be used by
Quest III to be priced.
Next, the designer will go into Quest III and
create individual rooms to match what is
available in the plan.
It’s time to fire up Quest III!
Open up Quest III. It’s awesome!
Look at a Quote, a Room, an Option, a cabinet within a Room, and
a Style.
What information from Quest III will I
see in Encore?
•ALL OF IT!!
• The Rooms, Cabinets and Parts, Quoted
Options, Door Styles Selected, as well as the
pricing are all used in Encore.
It’s time to fire up Encore!
Open up Encore. It’s awesome, too!
Look at an order in process that uses the Quote you’re looking at in
Quest III.
The Rooms and Types set by the designer
determine which Rooms are available for
selection in Encore
The Rooms and Types set by the designer
determine which Rooms are available for
selection in Encore
The Rooms and Types set by the designer
determine which Rooms are available for
selection in Encore
The Rooms and Types set by the designer
determine which Rooms are available for
selection in Encore
The Door Styles and Levels set by the designer
determine which Door Styles are available for
selection in Encore
The Door Styles and Levels set by the designer
determine which Door Styles are available for
selection in Encore
The Door Styles and Levels set by the designer
determine which Door Styles are available for
selection in Encore
What are Quoted Options?
Quoted Options are either INCLUDED
or OPTIONAL features typically
offered to a specific builder
What’s the difference between an
INCLUDED and OPTIONAL Quoted Option?
Quest III
Encore
An INCLUDED Option is ALWAYS
included in the pricing. For example;
Installation
INCLUDED Options are already Preselected in Encore and cannot be UnSelected
What’s the difference between an INCLUDED
and OPTIONAL Quoted Option? (cont)
Quest III
Encore
An OPTIONAL Option may or may not be
selected by the customer.
Ex: Over Refrigerator Cabinets
OPTIONAL quoted options must be
manually selected in Encore to capture the
pricing and/or parts for the quoted option.
Quoted Options Include Parts?
• Sometimes. If the parts
required are known at the
time of creating the quote.
• An example of this would be
Crown Molding. Depending
on the type determined by
the option, the designer can
input the parts and quantity.
How Does it Work?
Quest III
The Designer knows that the Angled
Crown Option includes ACM8 and HWC
1X2X96 as a Build up. The Designer
calculates the kitchen would require 3
pieces of each material.
Encore
The parts and quantities entered by the
Designer are available for selection in
Encore by clicking Add Option Parts to
Order.
These parts are now added to the order.
What are STYLE EXCLUSIONS and how do
they affect Quoted Options in an order?
• STYLE EXCLUSIONS are when a Designer excludes
specific Door Styles from a quoted option,
making it UNAVAILABLE in those Door Styles.
• This is most commonly used for Upgrade
Hardware Options (some are only available for
Full or Standard Overlay Door Styles) and Glaze
Skins for Glaze styles only.
• By setting these exclusions, ONLY the options
available for the selected Door Style will be
shown in Encore.
How Quoted Options with Style Exclusions show
in Encore
Quest III
Encore
The Designer Excluded INCLUDED
HARDWARE (Full Overlay) from being
available on Standard Overlay Door
Styles
The SOL door does not show the
Hardware Option but the FOL door does
show the Hardware Option
What other items could be included in Quest III?
• In Quest III, we could have
– A la Carte
• Per House charges
– Addendum
– Printed Quotes
We will look at each of these now
What is an A la Carte and how do I use it?
• An A la Carte is a collection of Options (at a
set price across all styles) that are offered to a
specific Builder
What is a Per House charge and how do I use it?
• Per House charges
could include
anything that is
not applied to a
specific Room.
• These charges
should be included
in an A la Carte
and will appear in
Encore under the
Per-House tab.
What is an Addendum and how do I use it?
• Use an Addendum to quote Options that
change in price across Styles
What is shown in
the Printed Quote?
• Prices by Room
• Prices by Style
group
• Options below
Rooms
• Can be pdf,
paper, or Excel
Ordering Cabinets & Parts
• The Designer will include all cabinets and
parts required in each room based on the
master plan imported from 20-20.
• These cabinets and parts (as well as quantities
and types) are EXACTLY what is seen in
Encore.
• This makes it important for any Master Plan
revisions to be addressed in Quest III so
Encore is always accurate.
Quest III
Encore
This quiz is open book and open teammate.
Feel free to ask for help if you need it.
Answer this question correctly to earn a three star rating.
QUIZ #3
Quiz #3
Question #3:
• Which of the following Quest III items are not seen in Encore?
a)
b)
c)
d)
e)
f)
g)
h)
Rooms
Cabinets and Parts
Quoted Options
Door Styles Selected
A La Carte options
Addendums
Pricing
None of the above. All are processed in Encore from the Quote.
• Why is this important?
Quiz #3
Answer #3:
• Which of the following Quest III items are not seen in Encore?
a)
b)
c)
d)
e)
f)
g)
h)
Rooms
Cabinets and Parts
Quoted Options
Door Styles Selected
A La Carte options
Addendums
Pricing
None of the above. All are processed in Encore from the Quote.
Quiz #3
Answer #3:
• Why is this important?
– Simple, concise, clear, elegant Quotes in Quest III will
become simple, concise, clear, elegant orders to process in
Encore.
– The Quest III Quote tells Encore
• The Parts (cabinets and parts for Rooms and Options)
• The Money (what we charge for Rooms and Options)
Intermission
10
minutes
9
minutes
8
minutes
7
minutes
6
minutes
5
minutes
4
minutes
3
minutes
21 minutes
minute
OVERVIEW ENCORE PROCESSES
FS/OP
What is Encore?
• Encore is an application used to order all the
cabinets and parts to be shipped to a Lot.
• Encore receives information from Quest III
(Quotes, A la Carte Sheets, Addendum and
Labor Analysis files) and Maestro documents
(layouts, printed quotes, etc.). Encore creates
the information used to order the product in the
Order Billing System (OBS).
Navigating in Encore
• The Order Processor and
Order Analyst navigate through
Encore using a Wizard to track
the Steps completed.
• For each order, the main steps
are Start, Room Selection,
Rooms, Per-House, PO
Compare, Labor Analysis,
Vendor Items and Order Cover.
Start
• Maestro data is displayed here.
• Enter the Install date. The Requested Delivery
date is not required.
Room Selection
• Review the
Purchase Order /
Selections from the
Builder.
• Check the box next to each room to be included in
this order for the lot.
Rooms
• There are five steps to process for each room:
 Style Selection
 Quoted Options
 A La Carte
 Addendum
 Parts
• The Room Summary displays the steps and the
progress made on each.
Style Selection
• Only door styles quoted in Quest III will be
available for selection.
• Select the door style for the room.
• The quoted amount
for the room in the
selected door style is
displayed.
Quoted Options
• Included Options will be selected and can’t be
removed.
• Optional Options can be selected and the
quantities may be changed.
• Options that were both included and optional
can be removed.
A la Carte
• An A la Carte sheet may be added to the Encore
file.
• Items in an A la Carte are quoted to the builder
and available to most plans.
• Prices are per item and are the same for all door
styles.
Addendums
• An Addendum file may be added to the Encore
file.
• Items in an Addendum file are quoted to the
builder and available to most plans.
• Prices are per item and vary for all door styles.
• Quoted rooms of type “Kitchen Option” and
“Bath Option” are selected during the Addendum
step.
Parts
• The exact parts needed to be ordered are
confirmed in this step.
• Some options may or may not have parts
associated with them – the parts list will need to
be updated.
• Due to measuring, some parts may need to be
updated.
• The parts progress
displays which
ordered items may
require parts to be
updated.
Parts
• The parts list begins with ALL the parts quoted
for the Room, in the selected style, in Quest III.
Parts
• Process each Option, A la Carte and Addendum.
• If parts are included in the Quest III file, they will
be displayed. Add the parts by clicking “Add
Option Parts to Order”.
• Update any parts in the room to accommodate
the parts in the Option, A la Carte or Addendum.
Parts
• After editing, the parts and cabinets in this
section must be an exact match to the parts and
cabinets on the master layout in Maestro.
Parts
• Construction Options can be added to all parts in
the room.
Rooms
• After processing all five steps for each room, the
Room Selections Summary is displayed.
• Double-click a room to review the steps if
needed.
Per-House
• The Per House section allows the Order
Processor to add items not quoted to the Builder.
• The items are a per house charge and not
associated with specific room.
• A la Carte items with a type of “Per House” are
also displayed in the Per House step.
What is the importance of the Room Selection and
Per House Steps?
• The Encore process brings organization and
guidance in the ordering process.
• The parts list from Quest III is updated in
Encore.
• This reduces the amount of time needed for
keying the orders and also reduces keying
errors.
• All parts are selected and the invoicing amounts
are correct.
PO Compare
• PO compare is a blind check for the Order
Processor and Order Analyst.
• Key in the items from the Purchase Order (if no
Purchase Order, key in the items purchased and
amounts from the printed Quote).
PO Compare
• By comparing what was selected to the Builder
PO, we can ensure the product being ordered is
the product the builder is expecting to purchase.
PO Compare
• If the amounts do not match, research if the
selections were incorrect or the Purchase Order
was incorrect.
Labor Analysis
• The Labor Analysis is filled in to calculate the
amount we will pay the installer and the amount
we will charge the Builder.
Vendor Items
• Add Vendor Items to be ordered via OBS such
as counter tops.
• The amount we are charging the Builder for the
vendor items is also calculated.
Order Cover
• Add additional documents, as needed.
• Print the parts list for verification, as
needed.
Order Cover
• Send to Maestro and notify the Order
Analyst the file is ready for processing.
• All documents will be available in the
Encore Files tab.
OVERVIEW ENCORE PROCESSES
ORDER ANALYST
Order Analyst
• The Order Analyst processes the lot following
the same steps as the Order Processor (with the
exception of Parts).
• The Order Analyst uses the same documents
used by the Order Processor but does not see
the selections.
• The Blind Check is more accurate in finding
errors than visually checking the Order
Processors’ work.
Start
• The Order Analyst enters the Address for the
Lot.
• If the Requested Delivery date was not filled in
by the Order Processor, enter it.
• Then, the Order Analyst selects the correct
address.
Room Selection
• Room selection is the same for the Order
Analyst.
Style Selection
• Style Selection is the same for the Order
Analyst.
Quoted Options
• Quoted Options selection is the same for the
Order Analyst.
A la Carte
• A la Carte is the same for the Order Analyst.
Addendums
• An Addendum file may be added to the Encore
file.
• Items in an Addendum file are quoted to the
builder and available to most plans.
• Prices are per item and vary for all door styles.
• Quoted rooms of type “Kitchen Option” and
“Bath Option” are selected during the Addendum
step.
Room Construction Options
• The Order Analyst sees the Room
Construction Options – this is not a blind
check. The OA sees what the FS selected.
Room Selections Summary
• The summary page lists the selections
from the Order Processor and the Order
Analyst.
• Items that are not the same are
highlighted in Red.
Room Selections Summary
• The process cannot continue until all items
match.
• Either send the file to the Order Processor for
corrections or the Order Analyst corrects the
selections.
Per-House
• The Order Analyst sees the items on the Per House
charges but must enter the quantity.
• The Order Analyst can add items to the Per House.
• The Order Analyst entries will be saved to the Order
(over writing the Order Processor entries).
PO Compare
• The Order Analyst keys in the items from the
Purchase Order (if no Purchase Order, key in
the items purchased and amounts from the
printed Quote).
• If the Builder requires additional information on
the Invoice Addendum, the information is to be
keyed now.
Order Breakdown
• The Order Analyst selects the Order Breakdown.
Order Breakdown
• The total in the PO Compare selected (OA, FS
PO or As Ordered) becomes the forced total in
the Order.
• The items in the PO Compare selected are
printed in the Invoice Addendum.
• Select the best item based on the Total Amount
and Line items to be printed.
Labor Analysis
• The Order Analyst sees the items filled in by the
Order Processor in the Labor Analysis.
• The Order
Analyst entries
will be saved to
the Order (over
writing the
Order
Processor
entries).
Vendor Items
• The Order Processor vendor Items are displayed
for the Order Analyst and can be changed.
• The Order Analyst entries will be saved to the
Order (over writing the Order Processor entries).
Order Cover
• If the
Customer
PO is not
filled in,
enter it.
• The Order
Analyst
must print
the Order
Cover Sheet
and save
the file.
Order Cover
• Check the OA Approved Box and
communicate the order is ready for
processing in OBS.
MAESTRO & OBS PROCESSES
Encore Phase II - Process Encore Order
• Let’s begin where we left off
before the break
– OA performs OA Check in Encore
– Check the box
Create OBS WRK in Maestro
• Open up the Lot in
Maestro
• Double-click
Process Order on
the Tasks tab
Create OBS ControlID in Maestro
• A box is displayed in
Maestro with the OBS
ControlID
– If a Secondary Order is
included, the box will
display both ControlIDs.
– Keyer will fill in the “Ship
From” on the Secondary
Order in OBS after the
Primary Order is validated.
Create OBS WRK in Maestro
• The new ControlID is
listed next to the
Primary Order Task in
the Milestone
• Open the Primary
Install Task
Link to the Order in Maestro
• The Orders to Link on the Primary Install Task contains the ControlID
• The Keyer will ensure that the ControlID of the Primary Order is linked to
the Primary Install task.
• The Keyer will ensure that the ControlID of the Secondary Order is linked
to the Install task for the Secondary Order.
Encore KeyingList files are in Maestro
• Open up the Lot in Maestro
• All documents created in Encore will be on the Encore
Files tab
Ready for OBS
• The order has now been processed
in 20-20, Quest III, Encore, and
Maestro
• The Order is now ready to become
a Live Order in OBS
What could possibly go wrong?
• Error messages
The OA has not yet
completed the work
required to process the
order
The Order is not able to be
created in OBS
The Primary Order is
created without failing but
the Secondary Order is not
able to be created in OBS
The Secondary Order will
need to be keyed manually
Keyer/OA Checks and Validates Order in OBS
• The Keyer or OA opens the WRK in OBS,
makes applicable changes, confirms pricing
and spread, validates, and saves the Order as
LIVE.
• Any changes to the Order in OBS must first be
approved by the OP who processed the Order
in Encore.
Follow Up Tasks
• After the Order is Live in OBS
– Create/fill out task for the Secondary Order in
Maestro (under review as to who will do this)
– Create/fill out task for the Vendor Order in
Maestro
This quiz is open book and open teammate.
Feel free to ask for help if you need it.
Answer this question correctly to earn a seven star rating.
QUIZ #4
Quiz #4
Question #4:
• Which of these is true?
a. Maestro will link the ControlID to the Primary Install task.
b. The Keyer links the ControlID to connect the Primary
Order in OBS to the Primary Install task in Maestro if the
ControlID is not already linked.
c. The Keyer creates and fills out the Vendor Item task in
Maestro after the Order has been validated and made
LIVE in OBS.
d. All of the above.
• Why is this important?
Quiz #4
Answer #4:
• Which of these is true?
a. Maestro will link the ControlID to the Primary Install task.
b. The Keyer links the ControlID to connect the Primary
Order in OBS to the Primary Install task in Maestro if the
ControlID is not already linked.
c. The Keyer creates and fills out the Vendor Item task in
Maestro after the Order has been validated and made
LIVE in OBS.
d. All of the above.
Quiz #4
Answer #4:
• Why is this important?
– The Keyer has the responsibility to ensure that the
Order has been properly linked.
– The Keyer also has the responsibility to properly
create and input the correct information into the
Vendor task and any other follow up tasks that
may be needed.
Quote to Order Overview
• The Quote to Order process
automates the transfer of data
from system to system
Intermission
10
minutes
9
minutes
8
minutes
7
minutes
6
minutes
5
minutes
4
minutes
3
minutes
21 minutes
minute
ENCORE PROCESSES
FS/OP
What will we learn in this section?
• Navigating in Encore
• Start a new order (creating an Encore Files Package)
• Open an order you have already started or finished (Order
Builder)
• Select Quoted Options and A La Carte
• Understand Addendums and how they are used in Encore
• Build a Parts List
• Learn how to use the PO Compare, Labor Analysis, and
Vendor Items sections in Encore
• See the FS Cross Check feature
Expectations for this section
• Effectively learn how to navigate through
Encore
• Become comfortable with creating Encore
Files Packages
• Understand parts list and how to edit it
• Understand the why behind the different
processes in Encore
Navigating Encore Forward and Backward
• In Encore, you move through the order creation
process using the Encore wizard and step toolbar
• See Tutorial Video below for step by step instructions:
http://help.timberlake.com/Encore/Tutorials/Encore_Navigating.htm
Is Encore still running?
Well, you better catch it! Open up Encore now and follow along with
the slides.
Navigation Aids – How to identify and use them
Create the Encore files package
• Before you start using Encore, pull together the files that you
will use to process the Order. You must be connected to the
network during this process.
• To pull together all the files and documents you will need,
perform the following steps:
1. Open the Collect Order Documents window by clicking Collect New
Order Docs
2. Select the Lot in the Maestro Tree.
Open the Builder.
Open the Subdivision.
Click the Subdivision once more.
3. When the Lots are displayed, click the Lot and then
click Select Lot.
4. Add Files/Documents to the Order Docs pane — Add items from
the Maestro Tree by dragging them into the Order Docs pane.
a. Add Quest III items into the Encore files packet.
b. Add Maestro items into the Encore files packet.
c. Drag files from Windows Explorer right into Encore.
5. Click Save.
A folder and subfolders were created in your Documents
folders on your computer with all the package files you will
need in Encore. The folder is named Encore and the subfolder
will be named Builder-Subdivision-Lot.
C:\Users\[your user name]\Documents\ Encore\[Builder][Subdivision]-[Lot]
See Tutorial video below for step by step instructions:
http://help.timberlake.com/Encore/Tutorials/Encore_Collect_Documents.htm
What is the importance of this step?
• Creating an Encore files Package is the basis of
processing the order and includes the Quest file,
layouts, and any verification emails or files
pertaining to the order.
• Pulling the correct revision of the Quest file will
ensure that the pricing and parts list match up
with the layouts for the same revision the FS has
pulled to create their measure file and install
packet.
• This step creates a file that is stored in the
documents folder on your computer so it can be
accessed later to make changes, even when you
are not connected.
Quoted Options
• The Quoted Options section is a reflection of the
quoted options at the bottom of a paper quote
• Here you will find options such as:
–
–
–
–
–
–
Labor,
Hardware,
Room Upgrades like Crown Molding,
Vendor Items like Countertops,
Per House charges,
Etc.
• Items that are Included per the paper quote will be auto selected in the
check box
• Once an item is selected the price shows up in the Extended Price column
which not only confirms you have selected it, but also shows the price that
will be added to the total price for the order
• Once selected, an option’s quantity can be changed in the quantity column
What is the Importance of this Step?
• It allows a simple and more error proof way of
adding common options to an order
• It also creates the ability to use the “adding parts
with an option package” feature once you step
advance to the parts section in Encore
• The options that the Order Processor or FS selects
will reflect on the OA keying list and in turn the
Order Confirmation from OBS
A La Carte
• The A La Carte section in Encore is where the Order
Processor or FS selects optional items the builder has
selected that were not priced in the original quote.
• Once selected it adds in the price for all options into the
total price for the order.
• Examples of A La Carte Options could be Drawer Bases ILO
Base Cabinets, Wine Racks, Vent Chases, Stem Glass
Holders, Deco Doors, etc.
•
When you select the check box next to the A La Carte item, a quantity of 1 shows up next to
the check box.
•
You can change the quantity of the item if the customer has selected more than one of that
item.
•
When an A La Carte item has been selected, the total price for that item multiplied by the
quantity shows in the extended price column.
Select Option
Then click to add part to parts list
Select the A la Carte in the tree on the Parts list,
and then click the Add Option Parts to Order button.
Click the link below to learn more about Adding Parts with an Option Package:
Automatically Adding Parts with an Option Package
What is the Importance of this Step?
• This step not only gives us a platform for ordering options but
allows us to accurately connect the right parts with the options
we select
• It reduces the risk of error by minimizing the need for manual
keying
• Eliminates the need for the Order Processor or FS to have to
constantly go through hard copies of A La Carte pricing to find
the price for an option making the ordering process more
efficient
• The pricing for the options you choose will reflect on the OA
Keying list and in turn the Order Confirmation from OBS
Addendums
• An Addendum is used to quote options that
change in Price across styles
• An Addendum is typically tied to a specific
builder so you would find the Addendum at the
builder level in the Maestro tree in Encore
• An example of an Addendum may be a drawer
stack option for the Master Bath that is very
common with a particular builder
Select Addendum Option to add option to room
Once selected, Price will show
in the Extended Price Column
Select the Addendum to add it to the Room,
and then verify the Quantity and the Extended Price.
What is the importance of this step?
• It gives more flexibility for Options that
can’t be priced in a Standard Quote
• It also provides the option for the
related parts to be added to the parts
list using the “adding parts with an
options package”
Building the Parts List
• Building the parts list includes adding the associated
construction options for each part on the order in
Encore, adding parts, and deleting parts.
• This can be done manually or through an Option
Package, A la Carte option, or an Addendum option.
See Tutorial videos for step by step instructions:
• Building the Parts List
http://help.timberlake.com/Encore/Tutorials/Encore_Parts_List.htm
• Automatically adding Parts with an Option Package
http://help.timberlake.com/Encore/Tutorials/Encore_AutomaticallyAddingParts.htm
What is the importance of this step?
The parts list you build will include the following:
1. All of the cabinets and parts that will be sent to OBS
by the OA and later be made a live order and sent to
the customer.
2. The pricing breakdown that will be used to invoice
the customer.
3. The Labor Analysis tab will be added to the parts list
that will be used to pay the installer.
4. The vendor items portion will be added to the parts
list and will be used to generate POs and pay the
vendor.
Per House Charges
• Per House charges could include anything that is not applied
to a specific Room.
• You can also use the Per House charge to add anything not
included in the Quest Quote.
– Be sure to contact the Designer to have any future Quotes updated to
contain the added item.
– OPs: Be sure to add
any missing parts to the
Parts List.
– OAs: Send the order
back to the OP to ensure
that any missing parts
will be added to the
Parts List.
What is the importance of this step?
The Per House charges you add will include the
following:
1. Any charges that are not applied to a specific
Room.
2. Any charges missed in the original Quote.
3. Any parts, construction options, or modifications
missed in the original Quote that will need to be
manually keyed in OBS once the Encore Order is
processed.
Hands On!
• Now’s your turn:
– Open the KIT 42 UPPERS kitchen in the demo order in
Encore.
– Change the quantity of the B30 to 2.
– Add Matching Interior to the 2 B30s.
– Delete SB42.
– Add SB42 STO.
• Quick quiz questions:
– Where are the deleted items?
– How do you know which items were added in Encore?
Icebreaker Riddle
• If a Spec Home’s kitchen has 3 windows in
it, what color should the cabinets be?
• Answer: S3W – Because you See 3
Windows.
PO Compare
• What does PO Compare do?
• PO Compare does 2 things:
– Compares the Builder's Purchase Order
paperwork with the As Ordered items
– Creates the FS Breakdown which will be used by
the OA later in the Encore process
PO Compare
• What do I do if the numbers don’t match?
• You can do one of three things:
– Generate a Purchase Order Request to request an
updated Purchase Order from the Builder.
– Force the Price so that the dollar amount on the
Invoice (what we bill to the customer) will match their
Purchase Order amount.
– Add additional lines to the FS Breakdown (Builder's
Purchase Order) side of the form as an adjustment
and to alert the OA of the difference.
PO Compare
• How does it work?
– Type in the information from the Builder’s
Purchase Order.
PO Compare
• The PO Description could include Cabinets, Labor,
Marble, Laminate, or Option descriptions depending
on the Builder or local procedures.
PO Compare
• The Style field is rarely used and will be
outlined in the individual Builder’s process if
needed.
PO Compare
• The PO amount will be the dollar amount
associated with the PO Description.
PO Compare
• The PO # field could include the Lot number or
the PO number depending on Builder and
local procedures.
PO Compare
• PO: $$$$ will be the sum total of the dollars
manually entered in the PO Amt field.
• Click Compare.
PO Compare
• If you have a match, click Step Complete.
PO Compare
• If you don’t have a match, click either
– Force Price or
– Generate PO Request or
– Change the information in the grid
PO Compare
• Force the Price for the Order
– Notes vary by Builder, per Builder’s process
PO Compare
• Generate PO Request
– Opens Excel
– Save the form
– Convert to pdf
– Send to Builder
PO Compare
• Any tips and tricks I should know about PO
Compare?
– What you type here will appear in the FS
Breakdown of the PO Compare screen for the
Order Analyst.
– Anything you type has a chance of being printed
on the Builder's Invoice.
– Make sure that what you type matches the
Builder’s invoicing format requirements.
What is the importance of this step?
• Why do we run PO Compare?
– PO Compare provides a blind check for accuracy on
the Order.
– Mismatches are easy to catch using this tool. A
difference in cost usually means we have a mismatch
in Rooms, option packages, or construction upgrades,
which can be fixed by the FS/OP.
– We ensure that what we order is what the Builder
wants us to order.
– We ensure that the $$$ amount we bill out is what
the Builder expects to pay.
Labor Analysis
• At some locations, this window is for the FS, and the FS
Performing the Cross Check. At some locations, the FS will
process the Labor Analysis information within Maestro.
• Use the Labor Analysis tab to compute the expected Labor,
Cost of that Labor, and the Sell Price of the Labor to the
Builder.
• Labor is computed using the labor to install one box (cabinet)
as the basis, or base unit of labor, on which all other Labor is
estimated.
For example, if it is twice as much labor time and effort to
install a UT cabinet as it is to install a typical kitchen cabinet,
the UT Cabinet installation = 2 Boxes and
a typical kitchen cabinet installation = 1 Box.
• How do I get to the Labor Analysis tab?
– Open the Order Builder — Labor Analysis tab by
clicking Labor Analysis on the Wizard Toolbar of
the Order Builder
— or —
– by clicking through PO Compare using next or step
complete
• What can I do in the Order Builder — Labor Analysis
tab?
• Update the Count field for each item in the grid.
If needed, update the Box Rate field for this project
only.
• Update the $$$ for the Bump Trip if needed.
Parts of the Labor Analysis tab
Field definitions
Labor analysis costs are defined and computed as follows:
•
Boxes — Labor equivalent for the item in terms of the labor to install one typical kitchen cabinet, from the
LaborAnalysis.labx file
•
Count — Type in the quantity of the items in the yellow column
•
Box Total — Encore will compute this number as
Box Total = Boxes x Count
•
Total — Total Cost for the item, computed by Encore as
Total = Box Total x Box Rate
•
Box Rate — Cost per Box cabinet equivalent, from the LaborAnalysis.labx file
•
Installer Pay (Cost) — Encore will compute this number as the sum of all costs in the Total column
•
Total Installation Box Count (Rounded) — Encore will compute this number as the sum of the Box Total column
•
Total Labor Charge to Builder (Sell) — Encore will compute this number as
Total Charge (Sell) = Installer Pay (Cost) x Markup + Installer Pay (Cost)
•
Markup — Multiplier to add to an incoming cost to charge the Builder, from the Labor Analysis
What is the importance of this step?
• The Labor Analysis includes the breakdown
of pricing that is used to pay the installer.
• The Labor analysis becomes part of the
information that is sent to OBS.
Vendor Items
• Vendor Names, OBS Descriptions, and other grid data are
pulled from the database in OBS and cannot be added or
changed here.
• If your grid data is out of date, reconnect to the AWC
Network and then click Update Product Data in the
Navigation Bar on the Encore Main window.
Vendor Items Field Definitions
The fields on the Order Builder — Vendor Items tab are:
•
•
•
•
•
•
•
•
•
Vendor Name — Select from the drop list from the OBS database.
OBS Description — Select from the drop list from in the OBS database.
Style — Read-only, from the OBS database.
Vendor Code — Read-only, from the OBS database.
Qty — Type the quantity in inches, feet, or square feet, however the Rate
is calculated.
Rate — Type the rate in cost per inch, foot, or square foot.
Cost — Encore will compute Cost = Qty x Rate
% Markup — Either accept the default markup of 35% or type in another
percentage.
Sale Price — Encore will compute Sale Price = Cost x % Markup
What is the importance of this step?
• Filling out the Vendor Items portion ensures
that any items from outside vendors get
ordered (marble, laminate, etc.) and the
pricing gets added to the parts list which gets
sent to OBS.
• Once this information is in OBS a PO will be
generated to pay the vendor.
FS Cross Check
• The FS Cross Check feature gives an Order
Processor or FS the ability to check an order that
has been processed by another Order Processor
or another FS
• If any changes are made during the cross check,
the Order Processor or FS has the ability to send
the newly revised order to the Order Analyst
• Send the original Encore file to Maestro to make
it available for an FS cross check
FS Cross Check
• The FS Cross Check process uses the same
forms and functions used by the FS Order
Building process with 2 exceptions:
– At the beginning once you know the order to
check, click
to open the “Select lot to
check” window.
– At the end, uncheck
to bring up the unlock
order window.
Click OK and then Step Complete and Save and
Exit.
What is the importance of this step?
• Allows an Order Processor or FS to cross
check an order for accuracy
• It also allows an Order Processor or FS
to make changes to another OP or FS’s
order
• All changes made during the FS Cross
Check will reflect on the OA Keying List
and in turn the order confirmation from
OBS
This quiz is open book and open teammate.
Feel free to ask for help if you need it.
Answer this question correctly to earn a four star rating.
QUIZ #5
Quiz #5
Question #5:
• Identify the items in
the screen shot on the
right.
• Why is this important?
Quiz #5
Answer #5:
• Parts List progress tree
• Room name is KITCHEN
ISLAND
• Options area is complete
• A la Carte area is in progress
• Addendum area is empty
Quiz #5
Answer #5:
• Why is this important?
– There are many good
answers here. Share
yours with the class.
– For more information
about navigating the
Parts List, see the online
help.
Intermission
10
minutes
9
minutes
8
minutes
7
minutes
6
minutes
5
minutes
4
minutes
3
minutes
21 minutes
minute
ENCORE PROCESSES
OA
Order Analyst: The OA role in Encore
• The Order Analyst is primarily responsible for 2 things:
– Did we select and charge correctly?
– Did the customer pay correctly?
• The most accurate method for checking the work of an FS or OP is a
“blind check”
• Encore uses this method to have the OA process the entire order
the FS/OP did again, without access to the FS/OP’s original work.
– An exception to this is the OA is not exposed to parts adjustment.
• Encore will compare what the FS/OP chose versus what the OA
chose and highlight the differences for review and correction.
Order Analyst: Initial Preparation
• Before you begin in Encore make sure you first:
– Open a copy of the most recent color selections from the
customer.
• Keep in mind the most accurate method to catch changes is to go to the
builder’s website or email first, before you check what is stored in the
documents of the Lot. You want to be certain you have the MOST RECENT
copy.
– Open a copy of the most recent purchase order.
– Open a copy of the most recent Quote to the Customer.
– Open the most recent Measured Layout and Option
Selection Sheets.
• This could be from the Order Processor or from the FS (and again, make
sure you have the MOST RECENT).
What is the importance of this step?
• Checking for updates ensures that you
are using the most recent copy.
• Pulling a fresh copy from the customer’s
website or email ensures that you know
about any last minute changes.
Order Analyst: Starting Method 1
• When notified of a lot to check, open that Lot in Maestro.
• On the Tasks tab of the Lot,
click the Selection Compare milestone under Encore.
• Now this will open up the lot you need to check in Encore,
ready to begin.
Order Analyst: Starting Method 2
• Open Encore and click OA Check
• Choose the Lot and then click Open Selections
Is Encore still open?
It’s time once again to open up Encore and follow along with the
slides.
Order Analyst: Start Screen
•
Fill in your Ship To address. Check to make sure the Plan selected is correct. If the
lot has REVERSE, click the Reverse Layout box. A quick glance at the Selections will
tell you if the whole house is the same color. If it is, you can click the box so your
Style/Color is automatically selected. Click Step Complete in the Wizard Toolbar
once you are ready to move on.
Order Analyst: Room Selection
• Match the Rooms needed with the Selections.
• Click Step Complete once you have selected all your areas.
Order Analyst: Room Selection through PO Compare
•
•
This sequence is completed exactly like the FS/OP with the exception of the parts
list. The OA does not process the parts list.
Once you make Style, Quoted Option, A la Carte, and Addendum selections for one
Room, you will advance to the next Room.
Order Analyst: Selection Comparison
• After you have made your selection you will be shown a screen comparing
what you have selected versus what the FS/OP has selected.
– If you get all green checks, you are good to go to the next step. Click Step Complete.
– If there is anything in red, double check your Selections. If the FS has selected something
incorrectly, select Send Back to FS/OP. Encore will open an email, allowing you to
describe the corrective action.
What is the importance of this step?
• Shows you any mismatches when
comparing the selections made by the
OA to those made by the FS/OP.
• Gives the results of the blind check in
an easily readable form.
• Allows you to fix errors up front before
they become a QMS.
Order Analyst: PO COMPARE
• The PO Compare process for the OA is just like the PO
Compare process for the FS/OP.
Scenario 1: Best case scenario, both sides match.
• Click Step Complete to go to the Breakdown.
Order Analyst: PO COMPARE
Scenario 2:
As Ordered Quest pricing is not correct.
• Use the Copy button to fill in the PO Descriptions and Styles.
• Change the PO pricing to match the paper quote from Maestro.
• Force the Price to correct the error.
Order Analyst: PO COMPARE
Scenario 3:
Builder’s PO is not correct.
• Use the Copy button to fill in the PO Descriptions and Styles.
• Change the PO pricing to match the paper quote from Maestro.
• Generate PO Request.
Order Analyst: Breakdown
• Choose which breakdown you would like to show as
the invoice to the customer.
• Click the green checkmark next to the breakdown field
to select it.
What is the importance of this step?
• What you select as the Breakdown has
a good chance of appearing on the
customer’s invoice.
• With many choices, you have a good
chance of giving the customer the
information they need in the format
they need.
Order Analyst: Labor Analysis & Vendor
• Review labor and vendor items chosen by the FS/OP and look
for anything that seems excessive.
Order Analyst: Order Cover
•
•
•
Review all the information on the order one last time.
In the Customer PO field, type the PO # or type the Lot number.
If all is correct, select Print Order Cover Sheet.
–
–
•
•
When the KeyingList opens in Excel, review the information.
Click Save, then exit Excel to save the OAKEYINGLIST to the Lot in Maestro.
Check the OA Approved box.
Save and Exit
What is the importance of this step?
• Gives you one last chance to review the
information for accuracy and
completeness.
• The Order is now ready for processing
in Maestro and then in OBS.
This quiz is open book and open teammate.
Feel free to ask for help if you need it.
Answer this question correctly to earn a five star rating.
QUIZ #6
Quiz #6
Question #6:
• What is the purpose of the OA Selection Compare
process?
a)
b)
c)
d)
To ensure that all style/color selections are correct.
To ensure that all prices and charges are correct.
To perform a blind check of the order information.
All of the above.
• Why is this important?
Quiz #6
Answer #6:
• What is the purpose of the OA Selection Compare
process?
a) To ensure that all style/color selections are correct.
b) To ensure that all prices and charges are correct.
c) To perform a blind check of the order information.
d) All of the above.
Quiz #6
Answer #6:
• Why is this important?
– Because Encore feeds Maestro, OBS, and
manufacturing.
– Because data entry is hard.
– Because mistakes are costly.
Intermission
10
minutes
9
minutes
8
minutes
7
minutes
6
minutes
5
minutes
4
minutes
3
minutes
21 minutes
minute
Congratulations! You have completed a milestone in
your Quote To Order / Encore training.
Contact the QTO Training Encore Team to be
added to the Leader Board
•
Email us your progress at
[email protected]
•
Visit the Leader Board at
http://help.timberlake.com/Encore/Help/Encore_Online_Help.htm#L
eader_Board.htm
We will send you a certificate and announce
the news on our Leader Board as soon as we
hear from you.
What comes next in your Quote To Order /
Encore training journey?
QTO / Encore Training is a 4 part process:
•
Earn a GOLD by completing the in-class training.
•
Earn a PLATINUM by completing the on-boarding practical exercises:
easy, medium, and hard.
•
Earn a DOUBLE PLATINUM by completing half of the on-boarding
process: 5 orders each for half your Builders.
•
Earn a GRAMMY by completing the on-boarding, passing your training
on to other teammates, and sharing your Encore system skills.
Visit the Leader Board at
http://help.timberlake.com/Encore/Help/Encore_Online_Help.htm#Leader_Board.htm
Intermission
10
minutes
9
minutes
8
minutes
7
minutes
6
minutes
5
minutes
4
minutes
3
minutes
21 minutes
minute
HANDS ON!
Congratulations! You have completed another
milestone in your Quote To Order / Encore training.
Contact the QTO Training Encore Team to be
added to the Leader Board
•
Email us your progress at
[email protected]
•
Visit the Leader Board at
http://help.timberlake.com/Encore/Help/Encore_Online_Help.htm#L
eader_Board.htm
We will send you a certificate and announce
the news on our Leader Board as soon as we
hear from you.
What comes next in your Quote To Order /
Encore training journey?
QTO / Encore Training is a 4 part process:
•
Earn a GOLD by completing the in-class training.
•
Earn a PLATINUM by completing the on-boarding practical exercises:
easy, medium, and hard.
•
Earn a DOUBLE PLATINUM by completing half of the on-boarding
process: 5 orders each for half your Builders.
•
Earn a GRAMMY by completing the on-boarding, passing your training
on to other teammates, and sharing your Encore system skills.
Visit the Leader Board at
http://help.timberlake.com/Encore/Help/Encore_Online_Help.htm#Leader_Board.htm
Have questions?
Look at the Online Help!
Just click the Help button to discover:
•
•
•
•
•
•
Step-by-step instructions
Definitions
Tutorial videos
Just-in-time answers
Search
Index
Still have questions? We’re here for you.
Contact us!
Contact the QTO Training Encore Team
• Aaron Poole
Centralized Order Processor (COP)
[email protected]
• Viqui Dill
IT Evangelist
[email protected]
Review Expectations
Feedback?