When a new estimate is created or an existing estimate is opened it will default to the main Estimate info tab (below).
Here is a description of the fields and functionality of the Estimate Info screen:
Customers: When a new estimate is created, the cursor will initialize in this field. Start to type to speed-search and auto-fill this field from the accounts in your customer (CRM) tables.
Description: A free format general description of the Estimate. This description will appear on lists and reports.
Category: Selection of user-defined category to be associated with the estimate. Estimate uses the category on the Win/Loss and Quote Activity reports.
Status: Selection of user-defined status for the estimate. Status is commonly used for tracking and follow-up and can trigger email alerts from the Event Processor.
Salesrep: If the customer selected is assigned to a salesrep, this field will automatically assign the estimate to that rep. If the customer does not have a default rep, you can select a rep from the pull-down list of employees that are checked as salesreps.
Estimator: New estimates will automatically assign the estimator if the user's login is associated with an estimator (set in Shared Tables > Employees).
CSR: If the customer selected is assigned to a CSR, this field will automatically assign the estimate to that CSR. If the customer does not have a default CSR, you can select a CSR from the pull-down list of employees that are checked as CSRs.
Estimate#: The number assigned to the estimate. The numbering system can be defined in System Settings.
Estimate Date: This editable date will default to the current date for new estimates.
Revision: A free format field to track revision cycles or versions. A user selected revision date appears next to the revision field. These fields can be used for internal reference and/or appear on quote letters and estimate lists.
Job#: Displays the job number associated with the estimate. The job number field will be editable if the Job Control module is not active. The field will be read-only when Job Control is active. When Job Control is active, clicking the "Job Control" blue hyperlink text will open the associated job.
Job Date: Displays the date of the job.
Parts & Forms: Estimates are organized by Parts and Forms (listed on the right side of the screen). Parts generally relate to a finished product or service. Forms are the individual components that produce a part. There is no limit to the number of parts and forms in an estimate. The sample estimate screen includes 2 Parts (Brochure and Mailing Services) and 4 forms (3 for the Brochure and 1 for the Mailing Services). Right-click in the white space to add a new part. Right-click on a part to add a form to that part. Importing, copying and deleting are also options. Parts and forms can be marked inactive by unchecking the box next to the part/form name. Inactive parts and forms will be removed from the estimated costs and not appear on quote letters and job tickets. It's common to use the active flag to compare run options and track revision history.
Part Description: The first field under the navigation tabs is the Part Description. A new estimate will already have 1 part created. The part description will appear on the part/form tree (right side of screen) to aid in navigation.
Quantities: Each Part can have up to 5 unique quantities. Entering the quantities on the part screen will default those quantities to subsequent forms created for that part. Changes made to the quantities will offer estimator the option of apply the new quantities to all forms in the part. Clicking on different parts on the Part & Form tree will display that part's quantites (and pricing).
Est. Price: The calculated price of all active forms in the part (corresponding the the 5 quantities).
Quoted: The quoted price of the part (corresponding to the 5 quantities). The quoted price can be set to automatically round the estimated price based on Estimate System Settings. It can also be manually overwritten directly in the editable field. The "Lock" checkbox next to the Quoted row will protect the quoted prices in the event of changes to form specifications. For example, if you have already sent an agreed upon price to your customer, but would like to revise some of the estimate specifications before turning the estimate into a job, you can check the "Lock" box.
Calculator Button: Used to access calculators defined for standardized product pricing. Contact Printers Software Support for more information.
Part Label List: User defined fields (called "Labels") are listed and added in this space. A default set of fields can be assigned through creation of a Label List. New Labels can be added to the screen by right-clicking to select individual labels or by replacing the entire set with a new set from your Label List. Part Labels can be set to include default values and have pre-defined pull-down menus for selection of commonly used terms. The label sequence can be adjusted by clicking any label and using the "Move Selected Label" up/down buttons that appear on the bottom of the screen. Labels are Part specific. Each part can include it's own set of labels and values. Clicking any part on the Part & Form tree will display that part's corresponding labels.
User Defined Dates: The four date fields to the left of the Part & Form tree are the user-defined estimate dates. These dates can be set to appear on the estimate list via User Preferences.
PF Desc & PF Group: Used to assign an estimate as a template using Proforma Groups. The PF Group field is used to select which group the estimate should relate to. The PF Desc is used to describe how this estimate is unique compared to the other estimates in the same PF Group.