The following options apply specifically to Proposals:
Prevent Window Refresh on Add: When a part is added to a proposal, iPoint connects to the server and adds the information there before presenting the newly added part on the designer. This can cause a delay of varying lengths based on your network. Checking this box will cause the part to be added to the client’s individual computer and therefore speeding up the time it takes to add another part to the proposal. Don’t worry, behind the scenes we are still updating the server, just not right away.
Require Proposal Status: Statuses help with sorting proposal lists and initiating notifications. With this checkbox marked, users will have to select a status before they can move on to the designer.
Default No Groups: Items on a Proposal can be grouped by Location (rooms) or Groups (types of equipment). Checking this box will exclude groups on new proposals by default. They can always be added on a proposal-by-proposal basis.
Require Proposal Type: The Proposal Type is another method of sorting lists or proposals. You might classify proposals as commercial or residential. Or maybe new construction vs. retrofit. This checkbox will require users to select a type before working in the designer.
Require Proposal Class: Classes are used by QuickBooks to subdivide financial reporting. They can also be used to filter lists of Proposals in iPoint. Checking this box will require a class be designated before the user can open the designer.
Print Creation Date VS Print Date: When a proposal is printed, iPoint includes the date the document is printed or generated as a PDF. This option changes the print date for the date the proposal was created.
Remove Proposal Generation Delay: When a proposal is generated on a PDF the system will pause to ensure that all images load properly to keep Adobe from crashing. This is particularly useful when generating proposals remotely. However, if proposals are generally created in the office on the same network where the server resides, this pause is not necessary. Only check this box if you are self-hosted.
Default to Groups first in Designer: Items on a Proposal are grouped by Location first and then sorted by Group. So the living room (location) would display as the parent heading with equipment sorted by audio, control, and security (groups). Choosing this option will cause the items to be sorted by the group first (control) and then sorted by location (living room, theater, kitchen).
Disable Auto Payment Calculations: By default, iPoint calculates the amounts due on a proposal when using a payment schedule based on the percentages entered. However, if your sales staff manually enter specific dollar amounts for each payment (for example rounding your $5,083 deposit to $5,000) you would check this box. Additionally, if you add products to your proposal after the payment amounts are specified, this checkbox will stop iPoint from adjusting the percentage of the job for each payment.
Require a Description for a Lost Proposal: When a proposal is set to the last status (as defined in Settings > Pop Up Lists > Proposal Status > “Last” checkbox) the user is presented with a Proposal Lost pop-up window. Here they can choose a reason from a dropdown list of pre-defined options as well as enter a typed reason the proposal was lost. This checkbox will require the user to enter a description. Leaving the checkbox blank makes the lost description optional.
Disable Default Un-Assigned Location:
Enable Location Qty (Beta): An advanced function that enables a quantity field for each location which multiplies all the items for that location. Intended primarily for commercial jobs with repetitive assemblies within each location. In the illustration below, the total parts and labor in the Studio are $7,562.96. However, a multiplier of 4 has been added to the Location Qty (to the right of the “Studio” header). As a result, the total of all parts in the Studio is $30,251.84. This is calculated by multiplying the totals in the Studio ($7,562.96) by the location quantity (4).
Show Grand totals on Proposal List View: Checking this box will show the grand total including the sales tax of a proposal or sales order on the list view.
Clear group from Add Products if Item has no default group on item select: By default, when adding parts to the designer iPoint will reference either the default group set up on the item master or a group designated by the user. However, if a part does not have a group default designation than the part is added to the group that was previously selected on the last item added. Checking this box will clear the group designation at the top of the Add Parts window when the newly added part does not have a default group assigned. This prevents the user from inadvertently assigning a security part, for example, to the automation group of equipment.
Do Not Expand Items On Add: When items with accessories are added to a proposal in the designer, they are expanded to display all accessories by default. Checking this box will collapse the accessories under the parent so only the parent item is visible. Note that this does not affect how the proposal is printed, but rather what is displayed on the screen. Individual parts can always be expanded or collapsed on a line-item basis.
Electronic Signature Proposals and Change Orders: click here to learn about setup and operation.
Auto Load all Groups for New Proposals: Checking this box causes all default groups to be included on a proposal design. By default, only groups added during the add parts process, or manually by the user will be loaded. Default groups are created in Settings > Pop Up Lists > Proposal Groups.
Auto Load all Locations for New Proposals: Checking this box causes all default locations to be included on a proposal design. By default, only locations added during the add parts process, or manually by the user will be loaded. Default locations are created in Settings > Pop Up Lists > Room Names.
Include All Groups in CGS Report: The Custom Group Summary Report focuses your client’s attention on proposal items by a predetermined group. The Custom Group Summary Report summarizes specific items in the proposal by summarizing them by predetermined groups. Checking this box will preload all equipment Groups onto the report. Otherwise, users will manually add groups to new CGS reports.
*Use Tech Designer as Invoice Sales Rep 2”: When checked, the individual listed as Tech Designer on the proposal/sales order will be listed as the #2 salesperson on the invoice generated. When unchecked, the #2 salesperson on the invoice is blank and must manually be added.
Override Snippet Font Size: iPoint uses a standard font when printing the scope of work on your project. By default, the software will override any style, size, and font format used in snippets, making the text match the default text formatting. Placing a check in this box will allow any snippet font customizations to be displayed on the Scope of Work, instead of forcing the system default formatting.
Use Commission based labor: This is an advanced (and seldom used) commission option where technicians get paid commission for completing labor tasks. Less than 1% of iPoint companies use this feature. If you are interested in learning more, contact iPoint support.
Confirm when selecting to Update Master: Having this checked will ask users any time they click the Update Master *Item button while working in Designer. This is intended to help prevent accidental updates to an item master record. Leaving this checkbox empty will not prompt users to verify the update. Note that User Permissions also affect the ability to update the master item.
Default New Proposals with use Tax enabled – If you want to make sure you track use tax on EVERY proposal, check this box. Learn more about use tax here.
Require time check-in before using designer – A check in this box will force users to use the green Check In button on a proposal to track their time before they can use the Designer.
- Optional Default Labor Phase – when checking the Require time check in before using designer you have the option of setting the default labor phase that will be used. Select the default from the dropdown box.
Auto Check out when leaving proposal – This checkbox will log users out of the proposal if there is no activity on the proposal for a specified amount of time. Once this box is checked you will be prompted to enter the number of minutes that have to pass with no activity before the system will automatically log the user out. New in 9.0903
Default Payment Schedule: If there is a standard payment schedule applied to all proposals in your company, you can enter that here. Anytime a proposal is created, this payment schedule will be used automatically.
- Simply click in the Description field to enter a name (e.g. Deposit).
- Then click in the Percent field to enter a specific percentage (e.g. 10%).
- Repeat the steps until the Percent Total at the bottom of the Default Payment Schedule displays 100%.
- To remove a specific line, click the trashcan button
Scope Title When printing a proposal, the Scope of Work can be included as a specific page in the proposal. Using the dropdown list, choose a different title
- Scope of Work
- Scope of Service
- Description of Work Performed
Table of Contents Title The Table of Contents page can be titled whatever desired by filling in this field. Leave the field blank to have “Table of Contents” as the title.
Default Change Order Template Users can pick a Custom Template (as defined in Settings > Custom Templates) to apply various custom settings to proposals and change orders. Selecting a Custom Template in this dropdown will automatically assign a specific template anytime a Change Order is printed. This template option can always be modified by a user on a specific change order.