ONLINE USER MANUAL - DRAFT



ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

1. Direct your internet browser to icc.ca

2. Click on the Members tab on the left hand side of the screen

[pic]

3. Sign into your company’s ICC homepage by proceeding to the ICC Member Sign-in

4. Enter your login (typically your email or other login address registered with ICC) and password.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

5. Carefully review the ICC Web Users License Agreement. Click “I Agree” if you accept the license use conditions. The ULA will only appear when you initially sign in.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

6. Once signed in, the system will return the following Member specific homepage:[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

7. The Member Home Page is broken down into three sections as follows:

• Validation Search

• Validation Request

• Creating Quotes and Invoices

VALIDATION SEARCH

[pic]

8. This section provides a searchable Validation activity database for those Validation reports where your company was listed as a recommended Retailer. To complete a Validation Search simply enter the date parameters in the Date From and Date To boxes and then click on the Search button.

9. The resultant listing is alphabetical by Insured’s last name. You may open any Assigned or Requested blue linked Validation number to view a completed ICC report. If a hard copy of a listed Validation Report is required, you can print the Validation report shown on the screen.

|Note |

|Please note the Status column on the left side of the table. |

|An “Assigned” status allows you to open the linked “blue” Validation number. |

|If the status is “NA”, you must have permission from the Adjuster, Contractor or Insured to view the Validation report. If you have |

|permission, click the Open Request button. A confirming email will be sent to ICC noting permission to open the report has been requested. |

|The linked validation will then open. If you refresh the listing page the “NA” status will change from “NA” to “Requested.” |

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

VALIDATION REQUEST

[pic]

10. Clicking on the Submit Validation Request button brings up the following Validation Request Manager. This online form is to be used when sending flooring samples to ICC for Validation.

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

[pic]

11. To forward samples to ICC for Validation complete the form in its entirety beginning with Insured’s province.

12. After completing the online form, click the flashing green bar at the top of the page. Doing so will transfer the entered information into ICC’s database. To facilitate data review by ICC please do not use the CAP lock function when entering the Insured’s name and address etc. Use capital letters where appropriate and lower case elsewhere.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

13. The system will then assign a Validation Request Number for your records. Print this page and forward it and the sample(s) to ICC.

14. Please make note of and use the Validation Request Number for any inquiry you may have regarding this sample.

|Note |

|Please submit multiple flooring samples for the same Insured on one form. This can be accomplished by changing the # of Samples box to the |

|correct number of samples you are sending. Please be sure to complete the Type/Location/Yardage/Colour boxes with the appropriate |

|information to ensure Validation Report accuracy. Please note a carpet and pad sample count as only 1 sample. |

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

QUOTING AND INVOICING

[pic]

15. We have developed an online Quote and Invoice Statement entry form which will become the standard format to be used by all ICC program Members. Please complete all of your insurance Quotes and Invoices using these forms. Using this format should result in these forms being adopted as a valuable standard by all Insurers.

16. There are 3 methods of creating a Quote or Invoice:

• Click “Create Quote” link on the right hand side of the Validation Search screen from Section 1 for any Assigned or Requested Validation number.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

• Click the “Create New Quote” button in Section 3 of the Homepage.

i. If you know the Validation number enter it into the “Copy from Validation” Number box and click Copy Over

[pic]

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

• Or manually enter the detail information in all appropriate boxes. Please ensure you reset the Province in the Client Information Section to ensure the PST and GST formulas are calculated correctly.

|Note |

|You cannot create a quote for claims that have a status of NA in the Validation Search listing until you have confirmed you have |

|permission to gain access to the information. To gain access to the validation click on the button confirming you have permission to |

|view the Validation Report. |

17. After clicking on the Create Quote link or the Copy Over box, the system will populate the new form with information from the referenced Validation Report (Insured details, Insurer information, and Contractor information). When this is finished, a Copy Complete message will appear. Click OK.

18. After the copying is complete and you have confirmed the proper Insured information has been displayed, we suggest you click the Save Information button at the uppermost top left side of the screen.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

19. Once saved, the system will return a ProjectID number as a reference. All Validation numbers assigned to this Insured will also be listed with links to the corresponding Validation Report. Each report can be opened by clicking the appropriate link.

[pic]

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

20. After saving we suggest you complete the Retailer information boxes across the top of the quotation form (above) as follows:

o Retailer – Your company name should always be shown in this field.

o Retailer Contact (optional) – The system automatically defaults to the contact person listed with ICC. You can change the default contact person by completing this field with someone else’s name. Doing so will personalize the quotation or invoice to the sales person who may actually service the account.

o P/O Number – Your quote, work order or purchase order number can be entered in this field. The system will append the ICC assigned ProjectID number to your number.

o Invoice Number – Once you proceed with order placement you can enter your company’s invoice number in this field to ensure it is consistent with your internal accounting package.

o Paid Date – You may enter the date you receive payment in the paid date box. ICC may use the information to capture the payment history of contractors and Insurers on your behalf should there be a late payment concern.

o Invoicing – By clicking on the arrow in this field you can customize the format of the quote or invoice to different parties. The quotation/invoice will be adjusted accordingly. The options are:

▪ Insurer

▪ Contractor

▪ Client

o Insured Deductible - If you enter the Insured’s deductible in this field the system will automatically deduct the amount from the total of the quote or invoice.

o Insured Upgrade Cost – In the event of an upgrade, filling in this box with the Insured’s upgrade cost will deduct this amount from the invoice generated to either the Contractor or Insurer.

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

21. Quotes can be completed either for a total job or room by room as may be requested by certain Insurers. In either case, a room name (shaded in red) must be filled in, in the Room Name box for the quotation/invoice to successfully complete.

[pic]

22. Additional rooms can be added to the quotation by clicking on the Room Add link located on the right hand side of the screen above the room section. A complete room can be removed by clicking the olive coloured Remove Entire Room button.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

23. Within each Room Name you may add up to 10 material line items by clicking the add button in the material section of the quote. You can remove individual material line items by clicking the olive coloured “x” at the end of each material line item.

[pic]

|Note |

|Members in provinces having provincial sales tax (PST) should ensure the PST is included on their quotes and invoices. This is done by |

|clicking on the PST “included” scroll down menu in the material portion of the quotation/invoice for each listed line item. |

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

24. Within the labour portion for each Room Name you may add up to 15 labour line items by clicking the add button in the labour section of the quote. You can remove individual labour line items by clicking the olive coloured “x” at the end of each labour line item.

[pic]

25. Comments can be added to the quotation by completing the Retailer Comments section at the bottom of the form. These comments will be displayed in the body of the quote or invoice.

[pic]

26. Once all material and labour components have been detailed, click on a Save Information button. There are Save Information buttons at the top and bottom of the screen.

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

|Note |

|All fields shaded in red are required on quotes and invoices. All blue fields are required on invoices. All fields shaded in green should |

|not be filled out as the system will automatically calculate these totals for you. |

27. Once you have clicked the Save Information button, the system will provide you with a link to the quotation (or invoice) you just created on your homepage. To open the quotation at a future date for conversion to an invoice click on the ProjectID link on your homepage.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

28. You can review the quotation by clicking on the printer friendly copy button.

[pic]

29. If satisfied with the quote, close the printer friendly copy window.

30. To email the quotation, click the email copy button under the printer friendly copy button.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

31. A box will appear indicating all email addresses connected to the claim file. An email will be sent to any address that has a checkmark in the box corresponding to the individual you want to send the quotation to. You can also add another email address in the “Other Address” box.

[pic]

32. You can send additional comments with your quotation by filling in the Message box just above the email button. Any message entered in this box will appear on the cover page of your email.

33. Click the email button at the bottom of the box to transmit.

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

34. Once a quotation has been emailed, a record indicating the date, time sent and any additional message comments will be added to the Notes Section of the entry form.

[pic]

ICC

ONLINE USER MANUAL

QUOTE and INVOICE SYSTEM

35. To convert the quotation into an invoice at a later date, access the desired quotation listed at the bottom of the homepage under the Recent Quotes section by clicking on the quotation’s link. Open the quote and click on the Transfer Quote to Invoice button. A new linked ProjectID number will be assigned.

[pic]

36. The Invoice should now be updated to detail the actual materials and services you provided. The specific product(s) selected by the Insured, the manufacturer, style name, colour number and mill reference or invoice number corresponding with the order for the material and all the labour components are required by the Insurer. Quantities and unit prices should be adjusted accordingly.

37. Once all the material and labour changes have been made to the invoice, save the changes by clicking on the Save Information button at either the top or bottom of the invoice page.

38. To issue a completed invoice click the printer friendly copy button to review the invoice and ensure everything is correct.

39. If satisfied with the invoice, you can print and send a hard copy or you can email by using the email copy button under the printer friendly copy button.

•

•

•

• Bottom of Form

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download