Creating a Quote

Once you have opened the 'Quote' form, you can begin to fill it out.

Quote Number

This number is an automatically generated number. It cannot be changed or edited. It prevents duplicated quote numbers.

Customer

If the quote is for an existing customer, click on the 'Customer' drop down list (yellow field). All previously entered customers will be available to choose from, sorted by last name or company name. If the customer is new, fill out the customer data fields.

Salesperson

If you have employees that also provide customer quotes, you may choose to track which employee provides the quote. To edit the list of employees, double click the field to open the pop up form for adding/editing to the employee list. To select an employee from the list, click on the arrow and the list will drop down. Scroll down the list and choose the appropriate name.

Estimate Only - Repair Authorized

You can click either checkbox to let the repairer know if repairs should be made or just an estimate of repair costs. Only one field at a time can be selected to eliminate confusion.

Date In

This date field automatically defaults to the current date. If you start a quote on a different date and want to place today's date in the field you can do it by simply double clicking the date field. If you want another date, just type it in. NOTE: all date fields require that the year be put in using four numbers.

Estimated Completion Date

This date will also automatically fill in. If you have a standard number of days that you estimate repairs to take, you can click on the main menu and select <Set Estimated Completion Days>

A pop up form will open allowing you to enter any number of days you want as a default. This number of days is added to the current date to calculate the estimated completion date.

Repair Tag Number

This field is available for you to enter your own tag numbers if you use them. You can use any combination of numbers and letters.

Item Type

This drop down list is available to select the type of item brought in for a repair. You can add/edit this list by double clicking the field to open the pop up form. You can also type in any descriptor you like even if it is not in the list.

Serial Number

Serial number field is available to enter a watch serial number. It is just another tracking method to prevent mixups.

Description

This field is provided so you can enter a short description of the item if desired.

Estimated Repairs Required

This is a subform. Any records you enter here will be unique to the item on the current quote. You are not limited to a specific number of repair item lines. The subform has a number of fields. You are not required to complete them all. However, you must enter at least one item on one line to have it appear on the printed quote.

This field is available for entering a numerical number to identify the line item.

Click on this drop down list to select a repair item from your repair list. If you select an item from this list, the Description and Unit Price fields are automatically filled in with what you have entered in your Price List. You can change any description or unit price selected from the list on any line item and it will not affect your master price list. If you need to enter an repair item that is not in your price list, ignore this drop down list and just enter the description and unit price manually.

As noted above, this field is automatically filled in when you select an item from the v drop down list. You can add/edit to the description or just manually type a description in.

This number in this field will be muliplied times the Unit Price (less discount) to give you the extended price.

As noted above, this field is automatically filled in when you select an item from the v drop down list. You can change the unit price that is automatically entered or just manually type a price in.

The discount field is available if you decide to give your customer a break on the line item price. You must enter a numerical number representing the discount percentage followed by a % sign. This percentage will automatically be deducted from the unit price.

This is the total line item price. It is automatically calculated for you by adding (unit price x qty) - (discount % x unit price x qty). You cannot change this field manually.

The subtotal is automatically calculated by summing up the extended price for all line items entered. You cannot change this field manually.

You must manually enter the estimated or actual freight in this field to have it added to the total quoted price.

The total quoted price is automatically calculated by adding the subtotal and freight. It cannot be changed manually.

Click the <More> button to go to page 2 of the quote form.

Customer Instructions

This field allows the employee filling out the quote to enter any special instructions the customer may have.

Repair Notes

This field is provided to convey any instructions to the repairer or allows the repairer to enter any notes about the item that need to be conveyed to the item owner.

Payment Terms

This drop down list provides you a way to know how you expect to get paid for the repair.

Add Picture

Click the <Add Picture> button if you decide to take a picture of the item for tracking purposes. It can help eliminate confusion if you are a high volume repair shop. The option provides a link to a picture file on your computer. You can take pictures using a digital camera, scanner, or any other means at your disposal. Store the picture in a folder where you would normally keep customer item pictures, click on the <Add Picture> button. A dialog box will open allowing you to browse to the picture. Once you find the correct picture, select it and close the dialog box. The picture will then appear in the picture window.

Click the <Back> button to go back to page 1 of the quote form.