Difference between revisions of "How do I create a workshop estimate?"

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== Additional Information ==
 
== Additional Information ==
 
Estimates can be used for more than one purpose. They can be used for insurance jobs, pricing jobs for customers or holding a parts list for later use.
 
Estimates can be used for more than one purpose. They can be used for insurance jobs, pricing jobs for customers or holding a parts list for later use.
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To do this you must first go to "Workshop Management" -> "Workshop Diary".
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* Go to "Workshop Management" -> "Workshop Diary".
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Either search for a job using {{KeyPress|Ctrl+F1}} and click {{Button|Edit}} or click {{Button|Add}} to [[Creating Workshop Jobs|Create a new job]].
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* Either search for a job using {{KeyPress|Ctrl+F1}} and click {{Button|Edit}} or click {{Button|Add}} to [[Creating Workshop Jobs|Create a new job]].
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* To create an estimate, press {{KeyPress|S+F6}}.
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* To a workshop job estimate, press {{KeyPress|S+F6}}.
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* This will take you into the "Job Line Detail Amendments", the {{DataPrompt|Mode:}} will be set to {{DataValue|Estimate}}.
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* This will take you into the "Job line detail amendment", the {{DataPrompt|Mode:}} will be set to {{DataValue|Estimate}}.
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* Add the [[How do I add Parts to a Workshop Job?|Parts]] & [[How do I add Labour to a Workshop Job?|Labour]] for which you want to estimate.
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* Here You can add [[How do I add Parts to a Workshop Job?|Parts]] & [[How do I add Labour to a Workshop Job?|Labour]] in exactly the same fashion as you would add parts to a standard job.
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* When you have added all the items, press {{KeyPress|Esc}}.
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* Click {{Button|Accept}}  
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Once satisfied with the part or labour information added, press {{KeyPress|Esc}} where a prompt will ask ''"Do you want to accept or ignore any changes made?"''
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* You will see the list of items that you have added.  
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* Click {{Button|Accept}} to add the part or Labour to the workshop job.
 
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* This will take you back to "Stock Code:" where you can then add the next part or labour to the workshop job.
 
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* Continue in this fashion until all items have been added to the estimate.
 
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* Press {{KeyPress|Esc}}.
 
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* This will take you back to the "Job details" screen where all the parts that have been added will be listed.  
 
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{{Note|text=All the items that you have added to the estimate '''WILL NOT''' adjust the stock quantities!}}
 
{{Note|text=All the items that you have added to the estimate '''WILL NOT''' adjust the stock quantities!}}
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* Press {{KeyPress|F5}} to edit that item.
 
* Press {{KeyPress|F5}} to edit that item.
 
* Press {{KeyPress|F10}} to delete the item from the estimate.
 
* Press {{KeyPress|F10}} to delete the item from the estimate.
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* Press {{KeyPress|Esc}} once happy with the items added. This will take you back to the "Workshop Job Properties" screen.
 
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* Press {{KeyPress|Esc}} will save the parts to the Estimate.
 
  
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== Printing out the Estimate ==
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== Printing the Estimate ==
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When the time comes to print out a copy of the estimate you will need to load up the estimate. to do this you must first go to "Workshop Management" ->
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* Press {{KeyPress|F7}} or click the {{Button|Invoice}}  
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"Workshop Diary". Search for the job using {{KeyPress|Ctrl+F1}} and click {{Button|Edit}}.  
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* This will then take you to the "Document Control" screen, which shows the value of the estimate.  
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* Once inside the workshop job press {{KeyPress|S+F6}}, to access the estimate.
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* Press {{KeyPress|F7}} again to print the estimate.
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* Invoice Out the estimate in the same fashion you would [[How do I Invoice a Workshop Job|invoice]] a normal workshop Job.
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* At the "Vehicle Information" screen, enter the dates if necessary and then press {{KeyPress|Esc}}, and then click {{Button|Accept}}. This will now send the estimate to the printer.  
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* Check over the parts added and the amount of labour charged. If these are all correct, press {{KeyPress|F7}} or click the {{Button|Invoice}} at the
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* Click {{Button|Accept}}.  
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bottom of the page.
 
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* This will then take you to the "Document Control" screen, that shows the amount to be invoiced. If this is correct press {{KeyPress|F7}}.
 
  
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A "Vehicle Information" screen will appear requesting Service and MOT Due dates for the vehicle. Change the dates if necessary and then press {{KeyPress|Esc}},
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== Turning the Estimate into a Invoice ==
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and then click {{Button|Accept}}. This will now send an estimate to the printer. A screen prompt will appear asking
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When you want to turn the estimate into an invoice, use the following process.
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"Do you want to accept or ignore the document, or reprint the document?", check the invoice and if happy click on the {{Button|Accept}}.
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* Load up the workshop job using {{KeyPress|Ctrl+F1}} and click {{Button|Edit}}.
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* Load up the estimate, by pressing {{KeyPress|S+F6}}.  
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== Copying the Estimate into a Invoice ==
 
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Once the estimate has been accepted by the Invoice account for the workshop job it is time to copy the ''Estimate'' into an ''Invoice.''
 
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* Load up the existing workshop job. Via using {{KeyPress|Ctrl+F1}} and click {{Button|Edit}}.
 
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* Load up the estimate, by pressing {{KeyPress|S+F6}}. Which will take you into the Job Details.
 
 
* Press {{KeyPress|F2}} to tag the items you wish to copy over from the estimate into an invoice.
 
* Press {{KeyPress|F2}} to tag the items you wish to copy over from the estimate into an invoice.
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* Once all items have been selected, press {{KeyPress|S+F6}}, a prompt will appear asking ''"Are you sure you want to copy estimate/quote?"'' click the {{Button|Yes}} button.
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* Press {{KeyPress|S-F3}} to backorder the items. This will get the system to check the stock levels of the items for which you have estimated, and any items not in stock will be ordered.
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* A prompt will appear asking ''"Do you want to update pricing informationy?"''  
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* You will see the items in black if they are available and blue if they need to be ordered. Press {{KeyPress|ESC}} to exit, then accept this.
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** Click {{Button|Yes}} to set the retail, cost and discount information to ''todays'' values.
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* A prompt will appear asking ''"Do you want to update pricing information?"''  
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** OR click {{Button|No}} to copy the job items as they appeared on the last Estimate/Quote issued by this job.  
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** Click {{Button|Yes}} to update the retail, cost and discount information or click {{Button|No}} to copy the job items as they appeared on the last Estimate/Quote issued by this job.  
  
  
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{{Note|text=The system defaults to no, as a prices given on a quotation usually stay the same for a period after being issued.}}  
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{{Note|text=The system defaults to {{DataValue|No}}, as prices given on a estimate are usually held for a period after being issued.}}  
 
   
 
   
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All that is left to be done is for the Workshop job to be completed by a technician and then [[How do I Invoice a Workshop Job|invoiced]] as normal.
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Finally the system will Prompt how many items have been copied. All that is left to be done is the Workshop job completed by a technician and then [[How do I Invoice a Workshop Job|invoiced]] as normal.
 
  
 
== See also ==
 
== See also ==

Revision as of 17:44, 13 March 2009

 This article or section is under review.
Be aware: Content may change as the document is reviewed.

Summary

This article explains how to create an estimate in the workshop system.

Additional Information

Estimates can be used for more than one purpose. They can be used for insurance jobs, pricing jobs for customers or holding a parts list for later use.

  • Go to "Workshop Management" -> "Workshop Diary".
  • Either search for a job using <Ctrl+F1> and click [Edit] or click [Add] to Create a new job.
  • To create an estimate, press <S+F6>.
  • This will take you into the "Job Line Detail Amendments", the "Mode:" will be set to 'Estimate'.
  • Add the Parts & Labour for which you want to estimate.
  • When you have added all the items, press <Esc>.
  • Click [Accept]
  • You will see the list of items that you have added.
All the items that you have added to the estimate WILL NOT adjust the stock quantities!

Review Estimate

  • Review the list of parts and labour. If any items need adjusting, press <Down Arrow> to the relevant line.
  • Press <F5> to edit that item.
  • Press <F10> to delete the item from the estimate.

Printing the Estimate

  • Press <F7> or click the [Invoice]
  • This will then take you to the "Document Control" screen, which shows the value of the estimate.
  • Press <F7> again to print the estimate.
  • At the "Vehicle Information" screen, enter the dates if necessary and then press <Esc>, and then click [Accept]. This will now send the estimate to the printer.
  • Click [Accept].

Turning the Estimate into a Invoice

When you want to turn the estimate into an invoice, use the following process.

  • Load up the workshop job using <Ctrl+F1> and click [Edit].
  • Load up the estimate, by pressing <S+F6>.
  • Press <F2> to tag the items you wish to copy over from the estimate into an invoice.
  • Press <Shift+F3> to backorder the items. This will get the system to check the stock levels of the items for which you have estimated, and any items not in stock will be ordered.
  • You will see the items in black if they are available and blue if they need to be ordered. Press <Esc> to exit, then accept this.
  • A prompt will appear asking "Do you want to update pricing information?"
    • Click [Yes] to update the retail, cost and discount information or click [No] to copy the job items as they appeared on the last Estimate/Quote issued by this job.


The system defaults to 'No', as prices given on a estimate are usually held for a period after being issued.

All that is left to be done is for the Workshop job to be completed by a technician and then invoiced as normal.

See also


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Keywords AND Misspellings
Estimate, Workshop, Quote, Copying, Invoice, Jobcard, Complete, Jobs, Estimating
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