6. Decor/Design Center Training Guide - Version 2 Home | Full Training Guide    
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6.16 Maintain Option Selection
Allows the user to add/update miscellaneous and standard lot options (e.g. a Jacuzzi as bathroom upgrade) and run reports to see which options have been added/updated on a given date. NOTE: Miscellaneous options can only be added in Template mode, as well as, item rule selection (e.g. color of kitchen tiles).
ON THIS PAGE
Adding Options Using Manual Mode
Adding Options Using Template Mode
Printing Option Forms
Viewing/updating decor deposits
Adding Options Using Manual Mode
  1. Open Maintain Option Selection application.
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  2. Enter a lot ID in the Enter A Lot ID input field or click on the link to find one.
  3. Click image.jpg. A new form is displayed.
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  4. ADDING NEW STANDARD OPTION
    There are several ways to do this, either by room, option group, option code or description. For example, let's say you want to select an upgrade for Bedroom 2.
    1. Select "Bedroom 2" from the Select Room drop down list.
    2. Click image.jpg. A list of all options available for Bedroom 2 is displayed.
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    3. Let's say we want to add option EF2B2. To do this, you must select the radio button and enter your price.

      Tip: Prices are usually assigned to options via Maintain Options. For details, see Maintain Options section of Options training guide.

      Keep in mind, only 1 upgrade level can be selected per room. For example, you are not allowed to select BR2B2 and EF2B2.
    4. Enter any applicable comments. PO Comments will appear on the purchase order, while Internal Comments are for internal viewing only. NOTE: For a bigger editing area, click on the image.jpg icon. A large, pop-up window will display, as per example below.
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    5. When you are done, click image.jpg or if you have the authority to approve options and you wish to do so at this time, click image.jpg. For details, see Approve Option Selections section of this training guide.
    VIEWING ALL AVAILABLE OPTIONS FOR THE LOT
    Click image.jpg.


    VIEWING ALL CURRENTLY SELECTED OPTIONS
    Click image.jpg.


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Adding Options Using Template Mode
  1. Open Maintain Option Selection application.
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  2. Enter a lot ID in the Enter A Lot ID input field or click on the link to find one.
  3. Next, click on the image.jpg button.
  4. You can now add/update standard and miscellaneous options.

    UPDATING EXISTING STANDARD OPTION
    1. To increase/decrease quantity amount, enter a new value in the Quantity input field.
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    2. To delete a standard option from the lot, enter zero in the Quantity field or leave the field blank. To delete a miscellaneous option, place a check mark in the Delete check box.
    ADDING NEW STANDARD OPTION
    1. If you know the codes of the options you wish to add and you are adding more than one, enter them, separated by commas, in the Add-Comma Separated Option-Codes input field (quantity of one will be assumed).
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    2. To enter option codes one by one, enter the code directly in the Option input field or click on the link to look one up. Then, enter a quantity amount in the Quantity input field.
    ADDING NEW MISCELLANEOUS OPTION - an option that does not exist in the decor catalogue
    1. Enter an option description in the Miscellaneous Option Name input field.
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    2. Enter a price for the option in the Retail/Budget Price input field. NOTE: Once miscellaneous option has been added, it must then be first approved and priced by the Costing Department via Update Miscellaneous Option Prices application. For details, see Update Miscellaneous Option Prices section of Job Costing training guide.
  5. When you are done, click image.jpg.


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Printing Option Forms
  1. Open Maintain Option Selection application.
    image.jpg
  2. Enter a lot ID in the Enter A Lot ID input field or click on the Look Up Lot ID link to find one.
  3. When you are ready, click image.jpg.
  4. You can now create new or update existing Option Change or All Selection forms.
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    UPDATING EXISTING CHANGE ORDER OR ALL SELECTIONS FORM
    Select a form from the Select Lot Option Form drop down list and click image.jpg.



    CREATING NEW OPTION CHANGE FORM
    1. Click image.jpg. A new form is displayed.
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      • Prepaid option amount from offer:
        This is a sum of the option revenue from the contract. Hence the sum of:
              1. all options in the contract
              2. all MISC options in the contract
              3. the "Prepaid Decor Option" filed
        The sum of 1 and 2 should be fully utilized on the first change order from, because the FIRST change order form should simply be a mirror image of the options in the offer.
        Hence, only the "Prepaid Decor Options" will be left over (if any) and will be allocated in subsequent change order form as purchaser does post contract option selections. NOTE: The "Prepaid Decor Options" is the amount of money purchaser is setting aside in their purchase agreement to fund options that they have not selected yet.
      • Prepaid option amount allocated in other forms:
        This is the amount of money that previous change order forms have allocated. For the first change order form on a lot, this is ALWAYS 0. For the second, its the amount of the FIRST change order form, hence reflects the amount of options specifically selected in the contract since the first change order form is all about a reflection of options in the offer.
      • Prepaid option amount allocated in this form:
        If this offer had options needing to be funded (paid for), and there was prepaid amount available, this would show how much of the prepaid this form is using up.
      • Remaining available prepaid amount:
        This is the amount of prepaid money, which is still available to be used in future change order forms (future decor selections).
    2. Fill out the Form Discount and Administration Fee input fields, if necessary. Form discount amount is deducted, while administration fee is added to the grand total.
    3. You can now save, print or delete the option form.
    NOTE: Every time a change form gets created or finalized, an email notification, as per example below, is sent out.

    CREATING NEW ALL OPTION SELECTIONS FORM
    1. Click image.jpg. A new form is displayed.
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    2. To finalize and print a copy, click .

      Select the forms you want to print by clicking on the appropriate button (e.g. ). Here is an example of an All Selections form in print mode.

      NOTE: You cannot print or finalize All Option Selections form if Option Change form has not been created or finalized.


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    Viewing/updating decor deposits
    1. Open Maintain Option Selection application.
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    2. Enter a lot ID in the Enter A Lot ID input field or click on the link to find one.
    3. Click .
    4. Enter the option deposit amounts, along with cheque numbers and other details. Specify whether or not payment has been received by selecting Yes or No from the Received drop down list.


      FORM FAQ
      Status
      Pending The deposit has been "acquired" (e.g. the purchaser has provided the cheque) or there is an expected deposit.  However, it has not yet been deposited.
      Complete The deposit has been acquired from the purchaser and has been deposited to the bank.  This status is achieved via posting payments as "deposited in the bank" via Navision.
      Cancelled The deposit has been acquired from the purchaser or there is an expected deposit.  It has not been deposited to the bank, and the deposit has been cancelled (e.g. amount change is necessary, purchaser needs to change/post-date the cheque).  A deposit is cancelled by the user in Dynamic Builder.
      Failed The deposit has been acquired from the purchaser and has been deposited to the bank. However, it was reported NSF by the bank, and no formal replacement deposit has been acquired from the purchaser.  A deposit can be marked NSF (Failed) in Navision.
      Replaced An expected or actual deposit has formally been replaced by a new deposit. Replacement is done in Dynamic Builder.
      Expected Amount Expected amount of the deposit.
      Expected Date Expected date of the deposit.
      Cheque Amount An actual cheque's amount.
      Cheque Date The cheque date of the actual cheque on hands.
      Deposit Holder Who is the deposit holder? Division or escrow company?

      FORM FAQ
      Deposit Method Deposit method (e.g. certified cheque, cash).

      Deposit methods are initially set up, at the corporate level, in Maintain Deposit Methods (Corporate) application, and can be then edited in Maintain Deposit Methods (Division) application. For details, see Maintain Deposit Methods (Corporate) and Maintain Deposit Methods (Division) sections of this training guide.
      Name on Cheque Name of the purchaser appearing on the cheque.
      Cheque Number Number appearing on the cheque.
      Acquired Whether or not the deposit has been received from the purchaser.
      Received / Deposited Whether or not the deposit has been deposited.
      Receipt Required Does the purchaser require a receipt?
    5. When you are done, click .

      Once saved, option deposit amounts will appear on the finalized Change Order form.


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Updated November 14, 2013