[SAM] How to create a Quote

After looking through this article you will be able to create a quote/estimate and convert it into a job

  What is a quote/estimate
  How to Add a quote
  The quote screen
  Save as Job
  Confirm posting source
  How to check which quote was used for a job
  From the job
  From the quote

 

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What is a Quote/Estimate

I hope we all know what a quote/estimate is but just in case,

There are different legal implications depending on which title you give for this process, for convenience this article will refer to this process as quoting and quotes.

A quote is normally an estimate of a job for a particular customer who has requested a price on a particular job before the job is actually done.  Once a quote has been done and approved the quote can then be saved as a job.

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To add a Quote

  1. Click on Quotes
  2. Click on Insert
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The Quote Screen

  1. Vehicle or Customer first
    1. Entering the Vehicle will automatically bring in the Customer
    2. Entering the Customer and you can choose which vehicle they brought in
  2. Contact phone details
    1. NB: If SMS is turned on you are able to send a text message directly from the application
  3. Expiry Date
    1. How long will the Quote be valid for
  4. User Defined Fields
    1. These can be set-up in the maintenance section of the application and can be seen in all Jobs and Quotes
  5. Enter a short description of what is being fixed
  6. Notes for the staff to follow
  7. Postings to on the Job

    Text - For the customer to see what you will be doing/fixing
    Labour - How much Labour is being charged on the Quote
    Parts - What parts you will be using
    Orders - What parts will be ordered in (or outwork done)

    NB: Orders will only need a description of the parts needed and does NOT go through the whole process of ordering a part

    Job Kit - select a Kit for the quote (commonly grouped postings Parts, labour text etc) 


  8. Buttons:
    1. Delete - delete the selected line
    2. Multi Select - allows you to Delete multiple lines at a time
    3. Save as Job - the big one, used when the customer has come back and confirmed they want to go ahead with the work - see below for further information
    4. Margins - Check the margins before printing or giving to the customer
  9. Print - Use this button to either print or email the quote to the customer
    1. make sure the correct printer is selected
    2. Print as - Choose either Estimate or Quote, Print or Email
      1. You have more flexibility with price changes choosing Estimate
      2. If printing you can preview what the Estimate/Quote will look like as well.
    3. Click on Print
  10. Change the order of the postings in the Quote
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Save as Job

Confirm Posting Source

If there are any Parts or Orders you will need to confirm where you want them to come from

i.e. at this stage you can change the supplier for orders, the number of parts to order or change it that the ordered parts are taken from Stock if the parts have a valid part number

  1. Double click on the line to edit
  2. Change the Supplier
  3. Change the Description
  4. Change the Source - Stock or Order

  1. Enter the posting date
  2. The postings can be added to an existing Job or you can create a new job
  3. OK

The application will ask again if you really want to go ahead with the conversion

And then give you the Job Number and Purchase Order number - yes the Purchase Order is created for you.

The Purchase Order will open

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How to check which Quote was used for a Job:

From the Job

In the Job click on Estimates

Note the text of the button is highlighted Blue, this indicates that there is information here

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From the Quote

the Job number will be in large red text at the bottom left of the converted quote.