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Moraware JobTracker Implementing Quotes Guide of 22

JobTracker Implementation Guide

Quotes

JobTracker Implementation Guide

Quotes

Version 2.5


Overview of this guide This guide explains the process of setting up products and creating quotes. Before you start, you need to have a good understanding of your company’s products, pricing and quoting process. It is best to focus on one type of quote first. For example, retail granite quotes or builder Silestone quotes. Set up only the products you need for that type of quote and price list to begin with. This way if you need to make changes, you will only have to update one product or price list instead of multiple. The quickest and most successful implementations use a phased approach, meaning that only one facet of the software is implemented at a time. Please complete Job Scheduling first. Download a copy of the Implementation Guide – Scheduling at http://www.moraware.com/files/jobtracker_job_scheduling.pdf.

How to use this guide Read through each step and complete the assignment at the end of the section before moving on to the next step. The assignments build on each other so it is important to do them in order. The table below gives approximate times for completing each step. Your times may vary depending on the number of products you sell and the complexity of your pricing.

Implementation Steps Quotes

Step Description Estimated Time to

complete this step

Page #

1 Designate an implementation manager 10 minutes 3 2 Sell Products 30 minutes 4

3 Pricing 30 minutes 9 4 Create Quotes 30 minutes 14

5 Quote Settings 30 minutes 18 6 Enter Sell Products and Prices 1-2 hours 20

7 Quote Templates 30 minutes 21

You’ll find additional information and examples on our online help system. Go to Help >

Moraware JobTracker Help or http://moraware.com/help/ If you have any questions about getting started, please contact us: Email: [email protected] Toll-free: 866-312-9273 Telephone: 650-458-9523


1. Designate an implementation manager

To successfully implement JobTracker, you must assign a person the responsibility for coordinating and driving the implementation process. This person should understand the existing business process and have time to devote to the implementation without interruptions. Examples: Owner, Operations Manager, Office Manager

Assignment 1: Write the name of your implementation manager


2. Sell Products Sell products are used when creating quotes for your customers. They may include material and labor charges such as countertops, sinks, edges and cutouts. Definition of Terms:

Product – item name such as Granite Countertop or Edge Profile Unit of Measure – how the product will be priced such as “square foot” or “each” Attribute – an aspect of a product such as color, model number or edge type. For each attribute you’ll define a list of values. For example the attribute “Granite Color” has a list of values that includes Almond Mauve, Angola Black, Antique Brown etc. Price List – set of products you sell and their associated prices. Examples of common price lists are: Retail, Builder, and Wholesale. Product Family/Product Line – categories for filtering and sorting products. For example, Stone/Natural

Entering your product/price lists into JobTracker Below is part of a product/price list similar to what you may have.

Granite Countertop Retail Builder Almond Mauve $52/sq. ft. $42/sq. ft. Angola Black $55/sq. ft. $47/sq. ft. Antique Brown $56/sq. ft. $48/sq. ft. Blue Grey $60/sq. ft. $55/sq. ft. Blue Star $52/sq. ft. $42/sq. ft.

To set up this product in JobTracker, you would add the product Granite Countertop with a unit of measure of sq. ft. and an attribute for Granite Color with all of your colors choices in the list of values.


The example below shows how the product appears. The Attr1 (# of values) column shows the name of the attribute and the number of items in the list of values. In this example there are 5 granite colors. For now, this product is only on the Retail price list. You’ll save time by setting up all of your products before creating another price list.

The Edit Sell Products page has 3 sections:

Products: section where you add new products or view all the information for a product, except price. Although you only see one Granite Countertop product on this page, you will still be able to select any color listed in the Granite Color attribute. You will also be able to enter different prices for each color. We’ll cover this in more detail later.

Product Hierarchy: section where you set up categories to sort and report on your products. The product family and product line are shared with purchase products. It is easy to change them so don’t worry if you aren’t sure how you want to use them. Create a few and add more as you need them. The product family and product line do not print on the quote.

Product Attributes: section showing the product attributes available to add to Products. Product attributes can be used by multiple products and are shared with purchase products. Changes made to an attribute will be reflected on all products with that attribute. New attributes can be created here or when you add a product.

Tip - We can add the attributes for common products for you. Send an email with the

products you sell to [email protected]. We’ll create attributes and the associated list of

values using the colors, sink models etc. from our library.


Product Attributes

A product’s attributes appear as drop-down lists when creating a quote. For example when adding my product Granite Countertop to a quote, I’m prompted to select a Granite Color. See the example below.

If I need to know the thickness, I add 2 attributes when I setup the Granite Countertop. One attribute for granite color and a second attribute for thickness. See example below.

Product Unit Attr1 (# of values)

Attr2 # of Product

Variants Price List

Granite Countertop

Sq. ft. Granite Color (5) Granite Thickness (2)

10 Retail

Some products don’t need any attributes. See the example below.

Product Unit Attr1 (# of values) Attr2 # of Product Variants Price List

Installation charge Sq. ft. Retail

Things to consider when deciding what attributes to use:

• This is not one size fits all. Allow time to experiment. Try different ways of setting up your products to determine what works best for your company.

• What information do you need about a product before you can quote a price?

• You can add new colors, model numbers etc. to the list of values for an attribute but you can not remove an attribute from a product that is being used on a quote.

• When a product has multiple attributes, a selection must be made for each attribute

• The same attribute can be used by multiple products. For example, an attribute for granite color can be used by a granite countertop product and a backsplash product.


Exercise – Add a product

Put together what you have learned so far by completing the two assignments below.

Assignment 2: Add the product family and product line you want to use for the first product you want to add. For example product family “Solid Surface” and product line “Corian”

1. Go to Quote > Edit Sell Products

2. Find the Product Hierarchy section.

a. Click on the New Product Family... button and enter a name. b. Click on the New Product Line... button, enter a name and select a Product Family.

Assignment 3: – Select the type of quote you want to work on first. For example, retail granite quotes or builder Silestone quotes. Follow the instructions below to add one of the products you need for that type of quote.

1. Go to Quote > Edit Sell Products

2. Click on and enter the product name, product line, and unit of measure. (example: Name = Corian Sink, Product Family/Line = Solid Surface/Corian, Unit of Measure = Each)

3. (Optional) Select the attribute(s) or complete steps a and b below to create a new one: a. In the Attribute 1 field, select <New Attribute> and type in a name (example: Corian

Sink Model). b. In the List of Values field, type in the values (example: #802) Enter multiple values by

typing each value on a new line or copy and paste a list from a spreadsheet or other electronic document.


4. Add the product to a price list by completing the steps below.

a. Double-click on in the Price List column

b. Choose a price list and select the appropriate boxes to indicate if the price of this product can be changed on a quote, and if tax and/or discounts should apply. Click OK and you will be taken to the Edit Prices page. Stop here for now.

c. Read the next section before entering prices.


3. Entering Prices Definition of Terms:

Product Variant – combination of a product’s attribute values. For example Granite Countertop Almond Mauve and Granite Countertop Angola Black. Price Group – One or more product variants that have the same price

Product Variant JobTracker creates a “product variant” for each combination of a product’s attribute values. For example, the product "Corian Sink" has a Corian Model attribute with the values #802, #804 and #805 and a "Corian Sink Color" attribute with the values Bone, Bisque and Vanilla. JobTracker creates a product variant for each combination of Corian Model and Corian Sink Color as shown below. Edit Prices

Prices and Price Groups

Prices can be entered for each product variant or you can move product variants into price groups and enter a price for the group. You can either generate price groups using product attributes or you can edit price groups and manually select the product variants to include in each price group. The next few pages have an example of each method followed by step by step instructions.


Generate Price Groups

When the price of a product is based on one or more attributes use the generate price groups option. For example, the price of Corian sinks depends on the model. It doesn’t matter which color is selected. You can quickly generate a price group for each model using the Corian Sink Model attribute. See example below.

A price group is created for each Corian Sink Model. Each price group contains all the product variants with the same model. Here is how the price groups will display on the Edit Prices page:

Edit Prices

Even though you don’t see the different sink colors on this page, you’ll still be able to select a color on a quote since Corian Sink Color is one of the product’s attributes.


Edit Price Groups

If you don’t want to generate price groups based on attributes, you can define your own. This example shows how to divide product variants into two price groups - Standard and Premium. The first step is to select the product variants for the “Standard” price group. Edit Price Groups

Next, repeat the process for the Premium price group. Each product variant is assigned to a price group as shown below.

Here is how the price groups will display on the Edit Prices page: Edit Prices

Tip – If you have a large number of values to assign to different price groups or plan to

share an attribute with other products, you may want to add a parent field to the attribute

before creating price groups. Read how at www.moraware.com/help/ (search on parent)


Assignment 4: Go to Quote > Edit Prices and click on “(No Price)” in the Price column to enter the price for the product you entered in assignment 3 or create price groups first. Use the instructions below to generate price groups using product attributes or use the instructions on the next page to define your own price groups. • Generate price groups using product attributes:

a. Click in the Price Group column and select "Generate Price Groups..."

b. Select the attribute(s) you want to base the price groups on. JobTracker will generate a price group for each attribute value (or each combination of attribute values if more than one attribute is selected).

c. Click on “No Price” in the Price column and enter the price.


• To define your own price groups

a. Click in the Price Group column and select "Edit Price Groups for "price list >

product".

b. Select the Product Variants to include in the same Price Group and click

c. Select a Price Group or add a new one (example All Colors) and click OK.

d. Click on

e. Click on “No Price” in the Price column and enter the price.


4. Create Quotes Quotes are used to calculate the price of a job to give to your customer. You can customize the quote format and print or email the quote (also called an estimate) to your customer. There are 3 types of quotes. Account, Stand Alone and Template.

• Account quotes are for existing customer accounts.

• Stand Alone quotes are for customers not in your database.

• Templates are formats for quotes you do frequently. They will be discussed further in section 7.

You create a quote by adding quote lines. Below are descriptions of the different types of quote lines.

• Product - select items from the price list.

• Miscellaneous Item - use for items not on your price list.

• Measurement - enter measurements for multiple pieces on the same line. For example you could enter the measurements for a kitchen counter, island, and vanity.

• Text - enter headers, descriptions, comments or any other text

• Subtotal - add a subtotal and hide individual line item prices if desired

• Product Upgrade - adds lines showing what the price would be to upgrade one or more lines to a new set of products

• Multiple Upgrades - adds lines showing what the price would be to upgrade one line to multiple products

Below is a screen shot of the Quote Detail Page.


Assignment 5: Create a quote.

1. Go to Quote > New... enter a name, select a quote type and price list.

2. In the Quote Lines section click on and select a line type.

3. Formatting o Move a line by clicking on it and selecting Move… o Hide a line by double-clicking on the line and clicking in the check-box marked

"Hidden:" Gray text is not displayed on the printable view. o Insert blank lines by adding a blank text line o Page Break - click on the quote where you want the page break and select "Insert

Line" and then "Insert Page Break" o Delete multiple lines by clicking on and selecting the lines

4. Click on


5. Modify the tax rate, discount, deposit or display fields as desired.

o Discount/Tax – Display the tax or discount amount as a lump sum or select “apply discount or tax to each quote line” to include the tax or discount in the line item price. Products selected for tax and discounts have a small "T" and "D" next

to the price (Example: ). To modify a product’s tax or discount status go to Quote > Edit Prices.

o Format as price list – Check this box if you do not want a total to print on the quote.

o Deposit - To add one or more deposit amounts, click on

o Display Fields - You can decide which fields will be printed on a quote. Any text shown in gray on the quote is not displayed on the printable view.


6. Click on Printable View… and select the Format to use for printing. HTML is best.

• If the URL, date, etc. prints on your quote, change your browser setting.

o In Internet Explorer: 1. Go to File > Page Setup 2. In the "Header and Footers" section remove the text you do not wish to

print.

o In Mozilla Firefox 1. Go to File > Page Setup 2. On the "Margins & Header/Footer" tab remove the text you do not

wish to print.

• To e-mail a quote you must have an e-mail account and an e-mail program set up on your computer. Then, follow the steps below:

o In Internet Explorer: 1. On the File menu, point to Send, and then click Page by E-mail. 2. Complete the mail message window, and then send the message. Note

that you must.

o In Mozilla Firefox 1. On the File menu, select Save Page As and complete the Save As

dialog box 2. In your e-mail program, create an e-mail and attach the file you just

saved

• After you complete a quote you may want to “freeze” it so that no one can edit the revision. The original quote is revision 1. If a change needs to be made, revision 2 is added. Revision 1 remains unchanged.

• A quote can be exported to QuickBooks or Peachtree but that is not covered in this guide. For step by step instructions, please read the article in our online help system at www.moraware.com/help.


5. Quote Settings Page Use the Quote Settings page to change default settings, create quote printable forms, add custom fields and define categories for miscellaneous items.

Quote Settings - Define the text to display when a product does not have a price or is designated as an option. Set defaults for applying discounts and tax, rounding and display fields. Quote Printable Forms - Create quote printable forms to specify the header, footer, and whether or not the price is displayed. You may create multiple quote forms. Quote Custom Fields - Track additional information such as a “quote number” or “lead source”. The field will display in the Quote Info section. Below are the different types of fields you can create.

o Auto-number - automatically assign the next sequential number. o Currency – for fields you may want to summarize on reports o Date - ensures a valid date is entered and to allow reporting based on dates o Link - hyperlink to a website, or the location of a file on your network. o List of values - define the values for a field such as lead sources o Multi-line text - use for long data entry fields, allows 2000 characters o Number - use for fields you may want to summarize on reports o Text - use for data entry fields up to 80 characters

Misc Line Categories - Define categories for miscellaneous line items if you plan to report on them. For example, you could create a category for Special Orders.


Assignment 6: Customize the quote printable form.

1. Go to Quote > Edit Settings, click on Proposal and select Edit Form ‘Proposal’. (Note: to create additional forms click on OR copy an existing Quote Form Template, by clicking on the form template name and selecting "Duplicate Form Template...")

2. Add fields to the form by clicking on the form and selecting from the Data Type below:

o Quote Info - Print fields from your database from the quote, account and job. After selecting this data type you will be presented with a drop-down list of fields to choose from.

o Static Text - allows you to type in any text you want to appear on the form o Separator - for section headers to make the form more readable o Static Image - attach a file with the image you want to display. (The image file must

have an extension of .bmp, .gif, .jpg, .jpeg, .png)

3. Modify the Format

o Add a logo to the header by clicking on the form and selecting Edit Header... Click on

to the right of Logo and select <New Logo File>. Navigate to the logo file and click OK (The logo file must have an extension of .bmp, .gif, .jpg, .jpeg, .png)

o Move a field by clicking on it and dragging it to a new location. Display multiple fields on a single row by clicking on a field and dragging it to the left or right of

another field until you see o Change the form width and set default values for borders, label position, font, text

color and background color by clicking on o Change the style settings or 'hide field when blank' by double-clicking on a field or

clicking and selecting Edit Form Fields… to make style changes to multiple fields

o Select which Address lines are included by editing the field and clicking

o Delete a field by clicking on it and selecting Delete. Click and select Delete Form Fields… to delete multiple fields

o Click and deselect Display Price if you don't want prices to print on the form

o Click on the bottom of the form and select Edit Footer.... Type in the desired text for the footer. The default is to print the footer at the bottom of the page. To print the

footer immediately following the last line of the quote, click and deselect Bottom Align Footer.


6. Enter Sell Products and Prices

Assignment 7: Enter the products for the type of quote you want to work on first. For example, retail granite quotes. Refer back to assignments 2, 3 and 4 for instructions. For additional information go to Help > Moraware JobTracker Help or http://moraware.com/help/

a. Enter product family and product lines b. Enter products, create attributes, enter list of values, select price list c. Create price groups and enter prices (see additional pricing info below)

Tip – If you have a large number of values to assign to different price groups or plan to

share an attribute with other products, you may want to add a parent field to the

attribute before creating price groups. Read how at www.moraware.com/help/ (search

on parent)

Additional Pricing Information

• For each product/price list combination, you can add a waste factor and/or round a measurement up before the price on a quote is calculated. Here’s how:

1. Go to Quote > Edit Prices 2. In the Product column, double-click on the name of the appropriate product.

• You can also add an "additional component". This option was originally to handle installation for sinks as a separate, but related line-item on quotes. For example: Sink $50 Installation $100 (this could be an additional component) Now however, a better way is to create a separate product for installation and then create a quote template that already includes the sink and installation for example.

• At the price list level and customer account level you can define a default tax rate and discount amount. The account default will override the price list default.


7. Quote Templates Quote templates are created the same way as the other quote types but they do not have account information. They are not meant to be given to customers. They are used to create a "fill in the blank" type form that makes it easy for anyone in your office to create a quote. For example, you could create a template with all the products and text lines usually included on your granite quotes. Then, by using this template as the starting point you can create granite quotes very quickly just by entering the measurements and choosing options. You can even insert hidden text lines to include instructions for your sales people. Below is a sample quote template


Assignment 7: Create a template.

1. Go to Quote > New… enter a name and select "Template" for the Quote Type.

2. Add all the products and text lines usually included on your granite quotes.

Assignment 8: Create a new quote using your template.

1. Go to Quote > New… enter a name and select your template as the starting point.

2. Edit the quote lines to update the measurements, colors and options.

* * * * * * *

This guide covered the basics of setting up products and creating quotes. You’ll find additional information and examples on our online help system. Go to Help > Moraware JobTracker

Help or http://moraware.com/help/ If you have questions or need help solving a specific problem, give us a call at 866-312-9273 or send an email to [email protected]. We want you to succeed and are here to help.

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