Update Overview of project & ERPNext design

Overview-of-project-%26-ERPNext-design.md

@@ -1,29 +1,96 @@
-1. Create a lead
-2. Opportunity
-3. Quotation (bid/estimate)
+### 1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting
+- Current process ?
+- New process: Create a Lead in ERPNext, then ?
+- Person responsible: ?
+
+### 2. Estimator meets on-site with customer to gather info
+- Current process: ?
+- New process: ?
+- Person responsible: ?
+
+### 3. Estimator sends estimate (ERPNext: Quotation) to customer with pricing based on on-site meeting
+- Current process: ? (maybe QBO)
+- New process: Create a Quotation in ERPNext, send email to customer using ERPNext
+- Person responsible: ?
+- If customer does not respond within 5 days, office staff should follow up - need report to show them who they need to follow up with?
+- If customer does not answer or declines, ask why and how we can service differently - where do they enter this information?
+- Landry notes: (to discuss)
   - add cost of materials. Auto correct to one way address, Address and email validation. Bypass on new streets.
   - Auto populate map with address. Right now dropping pin where address is, go to actual location to address.
   - Quotation cannot be created unless it is linked to a customer
-  - Tied to actual call to potential customer after rep has visited the site
-4. Approval/denial Customer
-  - Email approval quotation of customer
-  - Create email template, Landry add functionality with button. Timeline?
-5. Create Sales Order 
-6. Project
+
+### 4. Customer accepts or declines estimate
+- Current process: ? (maybe QBO)
+- New process: ? (does ERPNext have a place for the client to auto-accept?)
+- Person responsible: ?
+
+### 5. Create Sales Order 
+- Current process: ?
+- New Process: Create Sales Order, get items from estimate
+- Person responsible: ?
+
+### 6. Office asks for and collects half-down/commitment payment
+- Current process: ?
+- New Process: Create Payment Request from the sales order, link to payment page with woocommerce?
+- Person responsible: ?
+
+### 7. Job packet to be created for field (why is this before the admin jobs start?)
+- Send customer general start date based on current schedule
+- Current process: ?
+- New process: Create Work Order, then ??
   - auto populate fields
   - Go on calendar, print work orders,
-7. Collect Deposit
-8. Schedule Crew
-  - Bug not allowing schedule crew
-  - Default project / task defaulting to project number, but they want the common name.
-9. Execute Job
-  - auto populate with the project details
-10. Time Tracking (timesheet doc type)
+- Person responsible: ?
+  
+### 8. Start job tasks - two weeks till initial proposed date
+- Send 3-5 day job start window to client
+  - Current process: ?
+  - New process: ?
+  - Person responsible: ?
+- Foreman locates paperwork orders/stocks material and equipment needed for install
+  - Current process: ?
+  - New process: ?
+  - Person responsible: ?
+- 811/Locate called in min of 3 days prior to installation start date (what is 811?)
+  - Current process: ?
+  - New process: ?
+  - Person responsible: ?
+- Permit(s) called in and paid for
+  - Current process: ?
+  - New process: ?
+  - Person responsible: ?
+
+When does scheduling crew take place?
+
+### 9. Final communication to customer and hand-off to foreman
+- Send customer 2-3 day window of start date
+- Current process: ?
+- New process: ?
+- Person responsible: ?
+
+### 10. Execute Job
+- Current process: ?
+- New process: ?
+- Person responsible: ?
+- Time tracking: (is this the right place for it? who's time is tracked?)
   - add table for crew lead and multiple roles
-11. Complete job
-12. Final billing/payment collection 
-  - advance payment John customer example
-13. Feedback review customer
-  - Email and text message
-14. Warranty follow up
+- After job complete, Foreman returns field packet to office
+
+### 11. Update invoice with any change orders (final billing/payment collection)
+- Update invoice and send to customer
+  - Current process: ?
+  - New process: ?
+  - Person responsible: ?
+
+### 12. Customer review
+- Communicate with customer via phone on how project went and schedule & complete 15 day walk
+- Current process: ?
+- New process: ?
+- Person responsible: ?
+
+### 13. Collect final payment & warranty follow up
+- Send final (paid) invoice to customer and warranty letter, and file paperwork
 - auto populate with start and end dates
+- Current process: ?
+- New process: ?
+- Person responsible: ?