Make an Industry (Onsite) Booking [End-to-End] with Quote
Send a quote to the Customer
When should I follow this procedure?
An account customer requests to have a St John Trainer conduct a First Aid course at their own premises. The customer wants a Quote before committing.
1. Click the Opportunities tab
2. Click the New button
3. Select Industry Training then click Next
4. Complete the Opportunity Information section. Be sure to include a Shipping Address as this will appear later in the Quote PDF.
5. Click in the Course field and click New Course
6. Select Industry and then click Next
7. Complete the Course Information section.
8. Select the Product field and enter a product code to search.
9. Select the Product Name you need to form the basis of the course.
10. Complete the Location Information section:
- Add the relevant St John Regional Hub
- Add the customer account
- If the Industry course is to be conducted at the customer venue select an existing Customer Location (e.g. it might be the location you created earlier in the quotation process) or create a new location.
Click Save
11. Complete the Training Details section then click Save
12. Add a Product to the Opportunity
13. Select the appropriate Price Book and click Save
14. Apply the Product by checking the box and click Next
15. Enter a Quantity for the product line item.
16. Add a Contact to the Opportunity
17. Apply the Contact by checking the box then click Save
18. Select a Role for the Contact then click Save
19.Click Send Industry Quote
20. Select the Contact from the Pick List and click Run
- Download option will download the PDF Quote to your computer so it can be attached to an Outlook email.
- Email to Customer option immediately attaches the Quote to a system generated email and sends it to the customer. There is no option to review the email–it sends immediately.
21. If the customer agrees to the Quote click Mark Stage as Complete until you can select the Closed Won - Training Scheduled option then click Save
This will Close the Opportunity and concludes the Quoting process.
Create the Booking and notify the Customer
When should I follow this procedure?
An account customer requests to have a St John Trainer conduct a First Aid course at their own premises.
The Quoting process is complete and the Customer is happy to proceed with the Industry (Onsite) course.
22. Before a Booking Confirmation can be emailed, the Course requires a Session. Click the Course name to return to the Course record
23. Click New Session
24. Complete the Session fields and click Save
25. The system has created the Booking in the background. Attendees may now be added to the Booking. Click on the Booking ID to begin adding Attendees.
If the Booking hasn't automatically been generated, please navigate back to the Opportunity and create the Booking directly from there:
Make sure you update the Booking Payment Status from 'Pending' to 'On Account', so that the 'expire booking' automated hourly process doesn't change the Booking status to 'Expired'.
26. Click the Booking Attendees button from the Related Tab on the Booking record.
In the event you do not know who will be attending on the day, skip to step 28.
27. Follow the usual process to add Attendees to the Industry Booking. Then click Back To Booking
28. Click Booking Confirmation to send a Booking confirmation email to the Booking Contact.
29. Select the Contact from the Pick List, and click Run
- Download option will download the PDF Booking Confirmation letter to your computer so it can be attached to an Outlook email.
- Email option immediately attaches the Booking Confirmation letter to a system generated email and sends it to the customer. There is no option to review the email–it sends immediately.
30. The Attendees will simultaneously receive a Student Confirmation letter by email
31. Students will receive their certificate once the Trainer has marked them Competent and all other requirements are satisfied (attendance, USI, enrolment form)
32. Optional: If the customer wants the invoice sent to someone else, click Update Invoice Email with the email address for where the Invoice should be sent. e.g. [email protected]
33. The invoice will be generated and emailed to the customer.
Create a Credit Note
When should I follow this procedure?
The account customer has to cancel their Industry course. You note there is already an invoice in the Opportunity.
The customer has not yet paid the invoice. You decide to apply a Credit Note to the Opportunity.
34. Click Create Credit Note from the Opportunity
35. Complete the Credit Note fields then click Save
36. A Case is generated and assigned to the SA Enquiries queue. The description of the Case contains information on next steps to manage the cancellation.
Fun Facts
100. Navigate to the newly made Opportunity from the Related Tab of the Account record.
The new system generated Opportunity will use the naming convention below. For example, Splice Interactive Pty Ltd-Provide First Aid
<Account>-<Product Name>Because you marked the previous Opportunity Industry Quote Closed Won-Training Scheduled a new Industry Training Opportunity is made automatically to assist you to fulfill the Training Order. You do not need to open or interact with this newly made Opportunity unless you're troubleshooting.
Tip
The newly made Opportunity will automatically be set to Close Won - Training Complete once the Course Status is set to Closed
The associated Booking will also automatically be set to Fullfilled (from Scheduled) once the Course Status is set to Closed
