How to use the Quotes / Orders options
The processing of an order takes the following stages:-
• Enter orders for products, parts and other items
• Prepare an accurate quote (estimate)
• Print documents
At the Order screen the top half of the screen is for information about the order and the customer and the bottom half contains a grid for entering the order details.
Enter Orders
A new order number is automatically entered at the Order no. box and you can use this number or enter a number of your choice. For a new order you enter the order details such as Customer name, customer address, and delivery address and so on. If you have a customer database set up you can select the customer name or the customer code from the database and the details are entered automatically.
Parameter list names
You use these boxes to specify the parameter lists that you use for estimating the order. These are used by the optimising program when it calculates the cutting patterns and costs. Enter the following items.
• Description (order reference)
• Optimising parameter list name
• Saw parameter list name
• Any allowed over percentage for the order
This is the same information entered for a Product requirements list. Use the buttons against each box for a list of optimising or saw parameter lists.
Global variables
When you move to the grid at the bottom of the screen the program checks if there are any global variables set - if there are- the program prompts you for the values of each global variable. These are the same global variables that you use when entering Product requirements in the optimising program. Global variables are items that apply to the whole order, such as:-
• Factory instructions
• Extra customer information
• Delivery or packing instructions
When you enter products for an order or at product requirements if there are any global variables included or the product is defined with some variables you enter the answers at the global variables dialog and the variable dialog for each product.
Enter order details
After completing the global variables (if any) you can enter the details of the order in the grid at the bottom of screen. Each order can include:-
• Products
• Fittings
• Operations
• Parts
• Free format items
Enter the code of the required item (for example a product code) and the details of the item are automatically entered in the grid. Then enter the quantity or edit any details as necessary. Use the list boxes at the top of the grid for a list of product, fitting, and operation codes.
Can also enter free format items. This can be used for any non standard items to the order or even to add extra comments or instructions.
Product variables
When you move off the product code box the program may also prompt for the answers to any variable items for the product or part.
These are items such as top colour, material, dimensions, etc. which vary for each product. These are the same product variables that you enter for products at the product requirements screen in the optimising program. When you have finished entering the answers the cursor moves to the Quantity column. Product variables do not apply to fittings, operations, and free format items.
When you enter products for an order or at product requirements if there are any global variables included or the product is defined with some variables you enter the answers at the global variables dialog and the variable dialog for each product.
Estimate
When you have completed the order entry choose the estimate button to calculate an estimate for the order. For the Cost Plus method this is an estimate based on the optimisation of the product requirements. To achieve this the sales order program automatically creates a product requirements list and runs the optimising program. To see the result of the estimate use the totals button (see below).
You do not need to use the estimate button for the Price List method as the prices are based on standard prices stored in the product library. For the Price List method you just choose the totals button to see the order totals and prices.
Totals
To see the order totals choose the totals button. This shows the costs and prices for each order. There are several different totals shown, such as, the Overhead amount, Order amount incl. Discount, Total due and so on. At the totals button all the totals are shown but you probably only want one or two of these values on the printed estimate or invoice.
Print Quotes, Despatch notes, Invoices etc
Once you have calculated an estimate you can print selected details on a choice of documents. Typically, works orders, despatch notes, estimates, and invoices.
To print a document you choose the print button on the Order entry screen. (The order you want to print must still be displayed on the screen).
You can choose to print from any of the forms (templates) that you have set up. If you have not set up your own forms use one of the standard forms provided, for example, invoice. You can set up your own forms or change existing forms with the Form Design option.
Pricing and Tax
There are several ways of using Quotations which are based on different methods of pricing.
Cost plus
Price list
A mix of Cost and Price list methods
In the Cost Plus method the program automatically estimates a cost for the whole order and you then add any overheads and mark up to get a price for the customer.
In the Price List method the selling price for each item is stored in the product or part library and the program calculates the price for each item including any discounts.
Tax and Discount tables - You must set up a tax table to specify your tax rate (or rates if there are several) for Value added or Sales Taxes. To get an accurate price you must set up the parameters for overheads, mark up, and discounts. For the Price list method you may also use the discount tables to specify a discount based on the item and the customer.
Customer database
The customer database is a library of your customer names and addresses and other details such as credit information and discounts. This is a choice on the OPTIONS menu. You can also access the database from the Order Entry screen with the customers button. If you have an existing customer database you can import that data into the database.
Form Design
You use this to design the templates for your documents (despatch notes, estimates, invoices. You will need to have some designs set up before you can print any documents - some illustrative designs are included in the Demonstration data.
You can create almost any design you need. Some example templates are provided that you can use in the first instance until you are familiar with the program and you can also copy these examples and use them as the starting point for your own documents.
Product drawing - Double click on the product drawing to see a more detailed view.
Using Quote / Orders with Parts only
Typically the Quote / Orders option is used with products (from the product library). However, it is also possible to add parts (from the part library and free format (one-off) items to the order. Where products are NOT used at all and there is no Product library then estimating and pricing can be still be done for 'parts only' orders.
