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| 1. | Move to the Quotes navigation pane and select to create a new quote |
| 2. | Select the sample client Lawyers R Us and select to create |
| 3. | The new Quote will display |
| • | Note that a quote number is not used until the quote has been saved at least once |
| • | Note that the Prepared By User defaults to the logged in user |
| • | Note that the Submitted date defaults to today’s date and time |
| • | Note that the Requested date defaults to today’s date and time |
| • | Note that the Valid Until date defaults to a month from today’s date. |
| • | We can edit any of these as needed, but for our purposes, these are appropriate right now. |
| 4. | The Quote screen provides a number of places to enter descriptive information that you can have display or not display on the actual printed quote that you provide the client. For example, you may use the Introductory Text for information that would print specifically on a quote that would not be transferred to the service workorder if accepted. Whereas text typed in the Summary field would be transferred to the service workorder. |
| 5. | In this example we will enter text in the Introductory Text field that can also be selected to display for the customer being quoted in a quote report. You might also enter a quote request number provided by the client for their cross-reference. |
| 6. | Any data entered or selected within the workorder item grid or sub-screens is transferred to the service workorder when it is created, so although we won’t fill out every field in this example, as the service to be performed is fresh in your mind what is needed you may want to enter Service Notes and all other pertinent fields. |
| 7. | Do enter in text in the Workorder Item Summary so you can confirm it came over when the service workorder is created. |
| 8. | Select the Parts sub-screen You will note that Serial Numbers and Part Warehouses are not selectable in a quote Parts – this is because a quote does not affect inventory. |
| 9. | Select the sample part HST11 and enter a quantity of 1 |
| 10. | Select the part CL134-0 and enter a quantity of 1 |
| 11. | If you wish to quote billable labor in a quote, you would select in the Labor sub-screen. If you also wish to have the service workorder that it is copied to show the schedulable user, you would also set the Scheduled Users sub-screen. In this example, we will set both. |
| 12. | Select the Scheduled Users sub-screen. Select schedulable user, Start Date & Time, and Stop Date & Time, quantity if need to edit, and rate |
| 13. | Select the Labor sub-screen. Select the same schedulable user, Start Date & Time, and Stop Date & Time, quantity if need to edit, and rate |
| 14. | In our example, we are going to print out a copy of this quote for the client. |
| 15. | If you were to select to print right away, you would receive the following message |
| 16. | This is because you have not yet saved the quote since the last change or addition. |
| 18. | Now select the Sample Detailed Quote report template from the Print drop down selection (your list of report templates may differ) |
| 19. | The Print Preview will display for this quote. Select the Print Direct menu option to print to your default printer. |
| 20. | Close the Print Preview screen |
| 21. | Save & Exit the quote itself |
| 22. | This returns us to the Quotes grid. |
| 23. | Now let’s assume that the client has called back, and accepted the quote. |
| 24. | In our example, as we want to track the status of a quote and when accepted, we will enter this information into the quote before converting to a service workorder |
| 25. | Open the quote by selecting the quote number in the Quotes grid (your quote number may be different of course than the screen shot below) |
| 26. | As the quote was just approved, lets use the Current Date & Time menu option as a short cut to enter in the Approved Date |
| 27. | Click once within the Approved field, and than click on the Current Date & Time menu option |
| 28. | Change the Status of the quote from In progress to Awarded. |
| 29. | Save & Exit out of the quote which returns you to the Quotes grid |
| 30. | Click on the row header to select this quote - note how everything shows underlined to indicate it is selected. |
| 31. | With this quote identified as the quote we wish to convert (note the arrow on the row header), select the menu option Generate Service Workorder From this Quote |
| 32. | A new service workorder will open with the service workorder equivalent fields having the pre-entered data |
| 33. | Save to generate a workorder number |
| 34. | Open the Parts sub-screen for this service workorder |
| 35. | You will note the following: |
| a. | There is a Quantity Quoted of 1 for each of the parts – but an actual Quantity is not set. |
| b. | The Warehouse selected is the default |
| c. | Serial number if applicable is not selected |
| 36. | Because each of the above need your selection (Warehouse, Quantity, Serial Number if applicable), AyaNova does not pre-set these when the workorder is created. |
| 37. | If you had different warehouses, you would select the warehouse first for the first part |
| 38. | Than enter in the quantity of 1 under the Quantity column for first part |
| 39. | If the part is not in stock for that warehouse, AyaNova advises you so, and asks if you wish to request stock |
Note how the Part Request now shows below the parts, and the quantity still shows 0 for the actual part because you don't actually have it yet in stock.
| 40. | Lets do the same for the other part – enter a quantity of 1. If the part quantity is in stock, it won't ask if you want to request it. |
| 41. | Now the purchasing department will be aware that there is a quantity of a part needed for this service workorder. We will also edit the Status of this entire workorder as well for grid display by selecting the sample Workorder Status Waiting on Parts |
| 42. | As we only entered the Labor to obtain the billable hours for when this was a quote, we will see that Labor is already entered in this workorder. |
| • | You may want to edit so that there is a quantity of 0 for hours at this time just so billable hours for this schedulable user is not affected. |
| 43. | Save & Exit the service workorder |
| 44. | Move to the Service navigation pane, and open the Service Workorders grid |
| 45. | Move so you can view the column Quote Parent. You will note that the quote number that this workorder was created via displays in the Quote Parent column for this workorder. |
Congratulations on completing this tutorial. In this tutorial we learned how to create a quote, and converted this quote to a service workorder.
See also:
Quotes
Service Workorder - Parts
Part Requests
Purchase Order menu options - Part Requests List
How do i create a Purchase Order based on Part Requests?
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