Ima Trayner Quote To Order Encore Training

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 1.8 errors/order = (1% errors/character) x (15 cabinets/order) x (12 characters/Description field)

Icebreaker Answer Data entry is HARD work!

Review Agenda 1.Quote to Order overviewQuote to Order overview Design overview20-20 Design overview 3.Quest overviewQuest overview 4.Encore overviewEncore overview 5.Maestro overviewMaestro overview 6.OBS overviewOBS overview 7.Encore processes in depthEncore processes in depth 8.Hands-onHands-on

Set Expectations ________________________________ 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

Quotes often start with a Design Quote to Order Overview

The 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

QUIZ #1 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 Question #1: An error in Design could possibly: a)Cause an error in Quest III b)Cause an error in Encore c)Cause an error in Maestro d)Cause an error in OBS e)Cause an error in the data sent to manufacturing f)All of the above

Quiz #1 Answer #1: An error in Design could possibly: a)Cause an error in Quest III b)Cause an error in Encore c)Cause an error in Maestro d)Cause an error in OBS e)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 often starts the Quote to Order process Design Overview

3 tricky things can improve the import: –Quantity of Parts and Accessories Use the Accessories and Extra Costs tool –XML export Use the Application Integration tool –Multiple catalogs allow multiple styles Instructions in the Quest III FAQ topic 20_Catalogs.htm 20_Catalogs.htm Design Overview

QUIZ #2 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 Question #2: Design is a good starting place because: a)20-20 Design TM is the leading kitchen and bath planning software in the interior design industry b)We can import from directly into Quest III, TOM, and WOO without having to rekey items c)We can have more than one style if we create more than one catalog d)We can have the correct quantity of parts and accessories if we use the Accessories and Extra Costs tool e)All of the above

Quiz #2 Answer #2: Design is a good starting place because: a)20-20 Design TM is the leading kitchen and bath planning software in the interior design industry b)We can import from directly into Quest III, TOM, and WOO without having to rekey items c)We can have more than one style if we create more than one catalog d)We can have the correct quantity of parts and accessories if we use the Accessories and Extra Costs tool e)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 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 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

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 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 An INCLUDED Option is ALWAYS included in the pricing. For example; Installation Encore INCLUDED Options are already Pre- selected in Encore and cannot be Un- Selected

What’s the difference between an INCLUDED and OPTIONAL Quoted Option? (cont) Quest III An OPTIONAL Option may or may not be selected by the customer. Ex: Over Refrigerator Cabinets Encore 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 The Designer Excluded INCLUDED HARDWARE (Full Overlay) from being available on Standard Overlay Door Styles Encore 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 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 IIIEncore

QUIZ #3 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 Question #3: Which of the following Quest III items are not seen in Encore? a)Rooms b)Cabinets and Parts c)Quoted Options d)Door Styles Selected e)A La Carte options f)Addendums g)Pricing h)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)Rooms b)Cabinets and Parts c)Quoted Options d)Door Styles Selected e)A La Carte options f)Addendums g)Pricing h)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 3 minutes 2 minutes 1 minute 9 minutes 8 minutes 7 minutes 6 minutes 5 minutes 4 minutes

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 entries will be saved to the Order (over writing the Order Processor entries). The Order Analyst sees the items filled in by the Order Processor in the Labor Analysis.

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

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 What could possibly go wrong? Error messages

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

QUIZ #4 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 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 3 minutes 2 minutes 1 minute 9 minutes 8 minutes 7 minutes 6 minutes 5 minutes 4 minutes

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:

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:

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 s 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 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 Automatically Adding Parts with an Option Package Then click to add part to parts list Select Option

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 Automatically adding Parts with an Option Package

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

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

QUIZ #5 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 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. help

Intermission 10 minutes 3 minutes 2 minutes 1 minute 9 minutes 8 minutes 7 minutes 6 minutes 5 minutes 4 minutes

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 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 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 , 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.

QUIZ #6 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 Question #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. 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 3 minutes 2 minutes 1 minute 9 minutes 8 minutes 7 minutes 6 minutes 5 minutes 4 minutes

Contact the QTO Training Encore Team to be added to the Leader Board us your progress at Visit the Leader Board at eader_Board.htm eader_Board.htm We will send you a certificate and announce the news on our Leader Board as soon as we hear from you. Congratulations! You have completed a milestone in your Quote To Order / Encore training.

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 What comes next in your Quote To Order / Encore training journey?

Intermission 10 minutes 3 minutes 2 minutes 1 minute 9 minutes 8 minutes 7 minutes 6 minutes 5 minutes 4 minutes

HANDS ON!

Contact the QTO Training Encore Team to be added to the Leader Board us your progress at Visit the Leader Board at eader_Board.htm eader_Board.htm We will send you a certificate and announce the news on our Leader Board as soon as we hear from you. Congratulations! You have completed another milestone in your Quote To Order / Encore training.

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 What comes next in your Quote To Order / Encore training journey?

Just click the Help button to discover: Step-by-step instructions Definitions Tutorial videos Just-in-time answers Search Index Have questions? Look at the Online Help!

Contact the QTO Training Encore Team Aaron Poole Centralized Order Processor (COP) Viqui Dill IT Evangelist Still have questions? We’re here for you. Contact us!

Review Expectations

Feedback?