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Charter Bus Quotation SoftwareThe Charter Bus Software Process Flow The module is designed to put your current Charter
Bus paper forms online and integrate the process into the IMS back end.
This allows for better tracking, better availability of booking and
scheduling information as it relates to your Charter Bus inquiry for
quotations, Charter Bus quotation to contract, with the ability to track
the charter bus cost center, as well as scheduling of resources as
quotations are turned into contracts. In addition, the ability is available within the back end system that allows a Charter Bus operation to follow up on reasons that a quotation was refused by the customer, and allow the Charter Bus company to establish a quotation to contract ratio. Step 1. The user or prospective customer clicks a link on the Charter Bus web site entitled "Charter Bus Quote". Step 2. The user fills out an online form based upon the current paper form entitled "Charter Inquiry Form". The user must fill in all appropriate boxes especially a box that requires contact information, including a current e-mail address. The user can select the number of charters, multi-leg, multi-date forms automatically. Step 3. Once the form is filled out, the user clicks submit. At this time the request is sent to the back end of IMS and placed in a "PENDING" status. An email is sent to the user confirming that their request has been received by Charter Bus. At the same time the system will send an email to the Charter Bus system administrator or other designee, that a quotation request has been received. Step 4. Once the request is in the "pending" status, the Administrator will log on to the system and click on the corresponding quotation request. They will have a screen that shows all of the pertinent information for the Charter Inquiry Form. On the same screen they will have a form that mimics the current Charter Bus TRIP CONTRACT. Complete the information to complete the quotation. Once completed then place the quotation request in the "Quoted" status. Step 5. Once the request has been placed in the "Quoted" status and email is sent to the user who requested the quote. Within the email is a link that the user will click. They will be taken to a page on the Charter Bus web site that shows the completed Charter Bus Trip Contract Form. They will have the option to ACCEPT or DECLINE the proposal. If they choose ACCEPT, the user will be taken to an
authorization page where they can enter billing and credit card
information. Once the process is completed, the request will be
automatically placed in the "Ready to Schedule" category and an email
sent to the customer and the administrator that the transaction has
taken place. This will now be available for all Charter Bus personnel to
view and ready for scheduling. Step 6. In the event the customer declines the quotation, the administrator will again be notified by the system email. The system administrator will be prompted to follow up on the quote request as to the reason why the custom refused the offer of services. There will be a text box where they can enter data as to why the contract was lost. Optionally a drop down box could be available with reasons for the lost contract. These drop downs will be defined by admin. ALL QUOTES, CONTRACTS AND INQUIRIES REMAIN IN THE SYSTEM DATABASE, SO THAT THE CHARTER BUS COMPANY CAN CREATE A REPORT THAT SHOWS THE NUMBER OF QUOTATION REQUESTS THAT HAVE BEEN CONVERTED TO CONTRACTS SO THAT THEY MAY ESTABLISH A QUOTATION TO CONTRACT RATIO.
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