How to Use the Submissions with Quote Workflow

This article is a guide to using the Submissions with Quote workflow in FastDraft.

This guide contains the following:

• Introduction
• How to use the Submissions with Quote Workflow
• How to Reply to a Submission with Quote

Related articles:

• How to use the Submissions Workflows

Introduction

The Submissions with Quote workflow in FastDraft is used for various tasks that require the submission of a quote and a subsequent reply. For example, under an NEC4 ECC;

• A quotation for acceleration (36.1)
• A quotation to accept a Defect (45.2)

The Submissions with Quote workflow differs from the Submissions workflow because Submissions with Quote will impact the Completion Date and/or Prices on the contract dashboard, whereas the Submissions workflow will not. 

How to use the Submissions with Quote Workflow

In the left-hand navigation panel, select Contractor Submissions (wq)

Select Create New

Fill in the fields below, entering a Subject, selecting a Type from the clause list, and add any relevant comments/information in the Details box. You'll also need to enter the Cost Effect and Delay to Planned Completion.

Note: If your quote is going to impact the Completion Date of your contract, use Delay to planned Completion. If the quote is going to impact any 'Other Dates', select Secondary Date(s) from the dropdown at the bottom of the draft form. If it's impacting 'Other Dates' and not Planned Completion, enter '0 days' in Delay to planned Completion.

Once you're ready, select Create Draft.

If you need to add any attachments, you can do this once you've created your draft.

Note: Attachments cannot be added after a draft has been communicated, so make sure you double check you've attached everything you need before moving onto the next step.

Once you're happy, select Communicate Submission

Select Communicate

How to Reply to a Submission with Quote

In the Submissions with Quote register, when a Submission with Quote is awaiting a reply you will be able to identify this by its status.

Click into the Submission with Quote, and then select the Reply tab

Select an option from the Submission Acceptance dropdown, enter your comments, and attach any relevant files. The available options are

• Accepted - the Contractor will receive a reply and the contract dashboard will be updated 
• Not Accepted - The Contractor will receive a reply

In the below example, when Accepted is chosen as the reply, then the Contract price on the dashboard will be updated. The end date remains at the current end date as no delay has been added. 

When you're ready, select Send Submission Reply

Select Send Reply

The Submission with Quote's status will now say Accepted