If this is for rental, please click HERE
3.1 Asana
3.1.1 Insert Quote Request to Asana by clicking 'Add Task'
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/Inked3_1_1_LI-1.jpg)
3.1.2 Assign the task and add due date
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_1_2.png)
3.1.3 Fill in relevant detail
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_1_3.png)
3.1.4 For 'Quote Type' refer to Sales Handbook [insert LINK]
3.2 HubSpot
3.2.1 Go to Sales > Deals
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/Inked3_2_1_LI-1.jpg)
3.2.2 Create deal on HubSpot (top right of screen)
![](https://portal.vikingindustrial.com.au/hs-fs/hubfs/Knowledge%20Base%20Import/Inked3_2_2_LI.jpg?width=688&height=194&name=Inked3_2_2_LI.jpg)
3.2.3 Fill in relevant detail then select Create
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_2_3.png)
3.2.4 Copy Deal link and paste back into Asana
3.3 Dropbox
OPTION A3.3.1 Put files from customer into Viking Industrial > Sales > Chicken Tenders > [relevant financial year] > [relevant month] > create a new folder
3.3.2 Is it a catalogue item? If YES, go to OPTION A
3.3.3 Is it a custom genset? If YES, go to OPTION B
3.4 WorkGuru
NOTE: any written entries on WorkGuru are to be in UPPERCASE
a) If it’s a new client, add a New Client (refer to Tier Matrix in Sales Handbook) [Link TBA]
![](https://portal.vikingindustrial.com.au/hs-fs/hubfs/Knowledge%20Base%20Import/3_4-a-edited.png?width=659&name=3_4-a-edited.png)
b) Enter full contact details of Lead and register as Lead. Include:
- First name
- Company name
- Address details (found on Google)
- Industry
- Customer Tier Rank for Client Type, select 'Lead' from dropdown
![](https://portal.vikingindustrial.com.au/hs-fs/hubfs/Knowledge%20Base%20Import/3_4-b.png?width=688&height=373&name=3_4-b.png)
c) Create a Quote by dropdown Sales > New Quote
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/Inked3_4-c_LI.jpg)
d) Insert the following:
Please note: Leave Quote Number box BLANK
- Name of Quote (copied from name used on Asana/HubSpot)
- Description - optional
- Client
- Quote date
- Expiry date - usually 30 days
- Forecast expected date
- Project group - leave blank
- Asset – leave blank (filled in by FS/handover)
- Available ex. branch
- Lead time (check with workshop if more than two gensets)
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_4-d.png)
Under 'Tasks'
- Select the purple 'plus' icon
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_4-d-tasks.png)
- A Description box should appear. Enter details of any add-on to the main order such as high-vis tape, fire extinguisher etc
- Type in ‘Freight’ - Select ‘Billable’ and insert Mark-Up Price (refer to Add-Ons Price List or speak to Operations)
- If you need to delete the line, simply click the ‘x’
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_4-d-tasks-2nd.png)
Under 'Products'
- Insert Product SKU according to correct naming conventions e.g
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/SKU-product-name.png)
- Select purple ‘plus’ button to add a description:
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/Description-g.png)
- Include pricing details
e) Save and Issue (bottom of screen)
![](https://portal.vikingindustrial.com.au/hs-fs/hubfs/Knowledge%20Base%20Import/Inked3_4-e_LI.jpg?width=688&height=154&name=Inked3_4-e_LI.jpg)
f) Print as Viking Quote
![](https://portal.vikingindustrial.com.au/hs-fs/hubfs/Knowledge%20Base%20Import/3_4-f.png?width=688&height=116&name=3_4-f.png)
g) Print as PDF
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/print-as-PDF.png)
3.5 Asana
a) Upload Viking Quote PDF into the Quote Request on Asana by attaching a file
![](https://portal.vikingindustrial.com.au/hs-fs/hubfs/Knowledge%20Base%20Import/Inked3_5-a_LI.jpg?width=588&height=296&name=Inked3_5-a_LI.jpg)
3.6 WorkGuru
a) Update quote status to Sent after sending the PDF to customer
NOTE: Anything over $50K must be signed off by BD Director – (Craig Watson)
OPTION B3.4 WorkGuru
a) Follow Supplier Tier Structure ‘top-down’, prioritising Supplier Tier 1, then Supplier 2 Tier 2, then Supplier Tier 3 (See Supplier Matrix) [link TBA]
b) Look at the following list to determine what to send to supplier
Before sending email to supplier, you will need the following information:
- Generator type (Open, Standard or Heavy-Duty Canopy)
- Breaker brand (ABB, Schneider, CHINT etc)
- Engine brand
- Alternator brand
- Controller brand
- Fuel tank size
- Additional extras (block heaters, stainless steel mufflers etc)
- Prime KVA / Standby KVA
c) Then receive PI from supplier (see example below)
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/option-B-3_4-c.png)
d) Calculate price from there on Excel
e) Put that price into WorkGuru as ‘New Quote’ by going Sales > New Quote
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/Inked3_4-c_LI.jpg)
f) Insert the following:
Please note: Leave Quote Number box BLANK
- Name of Quote (copied from name used on Asana/HubSpot)
- Description - optional
- Client
- Quote date
- Expiry date - usually 30 days
- Forecast expected date
- Project group - leave blank
- Asset – leave blank (filled in by FS/handover)
- Available ex. branch
- Lead time (check with workshop if more than two gensets)
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_4-d.png)
Under 'Tasks'
- Select the purple ‘plus’ icon
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_4-d-tasks.png)
- A Description box should appear. Enter details of any add-on to the main order such as high-vis tape, fire extinguisher etc
- Type in ‘Freight’ - Select ‘Billable’ and insert Mark-Up Price (refer to Add-Ons Price List or speak to Operations)
- If you need to delete the line, simply click the ‘x’
- You can also track profitability by inserting a cost e.g.
Under 'Products'
- Insert Product SKU according to correct naming conventions e.g.
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/SKU-product-name.png)
- Select purple ‘plus’ button to add a description:
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/Description-g.png)
- Include pricing details
h) Save and Issue (bottom of screen)
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/image.png)
i) Print as Viking Quote
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/image-1.png)
g) Print as PDF and Print using Template Quote
3.5 Asana
a) Put printed PDF into the Quote Request on Asana by attaching a file
![](https://portal.vikingindustrial.com.au/hs-fs/hubfs/Knowledge%20Base%20Import/Inked3_5-a_LI.jpg?width=588&height=296&name=Inked3_5-a_LI.jpg)
3.6 WorkGuru
a) Sales rep emails link http://vikingindustrial.applyeasy.com.au/credit to customer to fill out
b) Viking accounts will determine if credit can be offered
c) If approved, accounts will change the following on WorkGuru:
- Changing account terms from 0 days to agreed trading terms
- Update status from ‘Lead’ to ‘Customer’
- Go to client
- Click edit
- Change 'Client Type'
![](https://portal.vikingindustrial.com.au/hubfs/Knowledge%20Base%20Import/3_6-c.png)
d) If not approved - cash ex. works is required