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Service

My Work - Add a Quote

You may need to raise a quote for additional work that must be done, but needs approval from the client, as it will be billed.

When using the Email option to send a Sales Quote, please note that it will be mailed via the BPO Email Service on the server (not from your own MS Outlook).

Ribbon Access: Service >  My Work

The My Work listing screen will be displayed.

Add a Quote

  • Click on the row selector in front of the work order where you wish to raise a quote.
  • Click on Edit.

The Maintain WO - Ref [ ] screen will be displayed.

  • Click on the Quotes tile.

The Sales Quotes for Work Order [ ] listing screen will be displayed.

If there were already sales quotes linked to this work order, they would be listed here.

  • Click on Add.

The Add new Customer Quote screen will be displayed.

Quote Header Details

    • Customer Name:  This will auto populate with the name of the customer linked to this work order.
    • Contact Name:  Click on the search button and select a contact from the Select a contact for this quote pop up screen.
    • Commercial:  This is the default commercial as configured on the customer. A different commercial can be selected if required.
    • Salesman:  This will auto populate with the person currently logged on to the system but you can click on the search button and select an alternative salesman if required.
    • Reference:  Type in a reference for the quote.
    • Status:  This will auto populate as New quote.
    • Date and Time:  These will auto populate with the current date and time.
      • Date: You can either type in or click on the drop-down arrow and use the calendar function to select an alternative date if required.
      • Time: You can either type in or use the arrow indicators to select an alternative time if required.

Quote Financial Details

    • Currency:  This will populate with the currency set up on the customer. Use the drop-down arrow to display the currency menu and select an alternative currency if required.
    • Tax Rate:  This will populate with the tax rate set up on the customer. Click on the search button and select a new rate if required.
    • Exchange Rate:  This will populate based on the currency set up in the system. Type in or use the directional arrows to select a new exchange rate if required.

Cross Reference Information

  • In the References frame you can see that this quote is linked to a Serial Number and a Contract Number.
  • Scroll down in this References frame.

  • You can now view the linkedwork order number that you initially selected when you began this 'raise a quote' process.

Add Quote Item Details

Comments

  • Click in this text box and type in a comment for this quote. This comment will appear on the quote document.

Save Quote

  • When you have finished adding the quote details, click on Save.

  • The new customer quote information will be saved and you will return to the Sales Quotes for Work Order [ ] listing screen.
  • Here you can now view the newly created sales quote details.

Print, Email Quote

In the Sales Quotes for Work Order [ ] listing screen,

  • Click on the row selector in front of the quote.
  • Click on Print.

  • A Select the option as desired pop up menu will appear with Print and Email choices.
  • Click on the radio button in front of your selected option.
    • In this example, Print and Email Quote has been selected.
  • Click on Accept.

The Report Preview screen will be displayed.

  1. From here you can View, Print, Export or Email the Sales Quote.
  2. Close this screen when you are done.

As the Report Preview screen is closed the Email Sales Quote: [ ] screen will be displayed.

    • Employee: This will populate with the employee who is currently logged on to the system. You can click on the drop-down arrow and select an alternative employee, if required.
    • From: Type in the email address of the employee above.
    • To: This will populate with the email address of the Customer Contact selected on the Quote (the accounts person will be always added to this). You can also type in an additional email address (separated by a semi-colon), or click on the search button and select from the pop up screen, an additional customer contact(s).
    • CC: If a group email address has been set up on the quote or accounts contact, that will pull through here. You can also type in an additional email address (separated by a semi-colon), or click on the search button and select from the pop up screen, an additional customer contact(s).
    • Attachments: BPO will create a PDF of the quote and attach it automatically. (You can also attach additional documentation by clicking on the search button and browsing for the file you wish to attach.)
    • Subject: Type in the email subject.
    • Message: Type in a message regarding the email.

  1. When you have added all the required details to this screen,
  2. click on Save.

  • The email will be sent from the server and you will return to the Sales Quotes for Work Order [ ] listing screen.

Related Topics

Once the client has approved the quote, it can be processed further:

  • Convert to Sales Order
  • Add Items to WO