Service Quotation

A service quotation prices a job before the customer agrees: operations, parts and charges, with tax. A service order can copy its lines.

Where

Service Management › Sales › Service Quotation

Who uses it

The service advisor

When

Before the work, when the customer wants a price

Needs first

Service Order Type, Service Object, Operation

What it is for

Lines are entered on three tabs, the same on the quotation, the agreement and the order:

• Operation: one line per operation. Picking an operation fills its Requirement lines (labour, machine, parts) from the Operation. Open Requirement on the line to see or change them.
• Item: parts sold, each with a category.
• Category: charges that are neither an operation nor an item: a fee, a sublet job, a towing charge.

Every line's tax is worked out from its Tax Zone and Tax Group for the posting date. The Tax Lines button on each tab shows the tax lines of the selected line.

A quotation posts nothing. Once a service order has copied from it:

• a copied line cannot be removed, and its quantity cannot go below what the order took;
• the quotation cannot be deleted ("Service Quotation: … cannot be deleted, Already referred in Service Order: …").

Every field in plain words

General

Field	What it means	What to put
Service Quotation	The code or number of this record	A short unique code, or the next number when a number range is set up. Cannot be changed once saved
Posting Date	The date of the document	A date. Taxes on the lines are worked out for this date. Required. Cannot be changed once saved
Service Order Type	The kind of job	Pick from Service Order Type. Required. Cannot be changed once saved
Service Order Status	Where the job stands. New orders start Open; Release sets Released	Pick from the list. Required
Service Center	The workshop or service center doing the work	Pick from Service Center. Cannot be changed once saved
Controller	The person in charge of the job	Pick from the responsible persons list. Cannot be changed once saved
Notes	A note on the document	Free text

Account Information

Field	What it means	What to put
Customer	The customer the work is for	Pick from the customer list. Required. Cannot be changed once saved
Name	The customer name	Fills in from the customer

Object Identification

Field	What it means	What to put
Service Object	The thing being serviced: a vehicle, a machine, a container	Pick from Service Object. Required. Cannot be changed once saved
Name	Name of the service object	Fills in from the service object
Identification No	Identification number of the service object, such as a registration or serial number	Fills in from the service object

External Reference

Field	What it means	What to put
Customer Order No.	The customer's own order or job number	Free text, for example the customer purchase order number
Customer Order Date	The date of the customer's order	A date

Odometers

Field	What it means	What to put
Date Of Receiving	When the object was received in	A date
Time In	Time the object came in	A time
KM In	Odometer when the vehicle came in	A number

Estimate Date

Field	What it means	What to put
Estimate Start Date	When the work is expected to start	A date
Estimate End Date	When the work is expected to finish	A date
Estimate Start Time	Expected start time	A time
Estimate End Time	Expected finish time	A time

Actual Date

Field	What it means	What to put
Actual Start Date	When the work really started	A date
Actual End Date	When the work really finished	A date
Actual Start Time	Actual start time	A time. Cannot be changed once saved
Actual End Time	Actual finish time	A time

Operation

Column	What it means	What to put
Operation	The operation (a unit of work)	Pick an operation
Name	Name of the operation	Fills in by itself
Required Date	When the line is needed	A date
Standard Hours	Standard hours for the operation	A number of hours
Symptom Area	Where the symptom shows	Pick a symptom area
Symptom	What the user notices	Pick a symptom
Fault Area	Where the fault is	Pick a fault area
Fault	The fault found	Pick a fault
Damage Area	Where the damage is	Pick a damage area
Damage	The damage found	Pick a damage
Requirement	The labour, machine and part lines of the operation	Open it; it fills in when the operation is picked
Line Text	A note on the line	Free text

Item

Column	What it means	What to put
Category	The category of the line. The category carries the revenue account and the tax group	Pick a category
Name	Name of the category	Fills in by itself
Item No	The item (part or material)	Pick an item
Name	Name of the item	Fills in by itself
Unit	Unit of measure	Pick a unit
Required Date	When the line is needed	A date
Quantity	How many	A number greater than zero
Price	Price per unit before discount	An amount
Gross Amount	Quantity times price	Calculated
Discount Amount	Discount on the line as an amount	An amount, or leave it to the percentage
Discount %	Discount on the line as a percentage	A percentage, at most 100
Net Price	Price per unit after discount	Calculated
Net Amount	Line amount after discount	Calculated
Tax Group	Tax group of the line	Pick a tax group. With the tax zone it decides the tax lines
Tax Zone	Tax zone used to find the tax rates	Pick a tax zone
Line Text	A note on the line	Free text

Category

Column	What it means	What to put
Category	The category of the line. The category carries the revenue account and the tax group	Pick a category
Name	Name of the category	Fills in by itself
Unit	Unit of measure	Pick a unit
Quantity	How many	A number greater than zero
Price	Price per unit before discount	An amount
Gross Amount	Quantity times price	Calculated
Discount Amount	Discount on the line as an amount	An amount, or leave it to the percentage
Discount %	Discount on the line as a percentage	A percentage, at most 100
Net Price	Price per unit after discount	Calculated
Net Amount	Line amount after discount	Calculated
Tax Zone	Tax zone used to find the tax rates	Pick a tax zone
Tax Group	Tax group of the line	Pick a tax group. With the tax zone it decides the tax lines
Date From	Start of the period	A date
Date To	End of the period	A date
Line Text	A note on the line	Free text

How to configure it

The same Service Management Setting ticks that shape the service order shape the quotation lines.

Scenarios

• An insurer asks for an estimate before approving a body repair. Quote the body operations and the parts; print the Service Quotation report; when approved, copy it into the service order.

What it is connected to

• Service Order - Copy From › Service Quotation.
• Operation
• Lists and reports - Service Quotation report.

If something looks wrong

• Save is refused with "Service Quotation: Operation Lines - Line ID: … - Operation cannot be Empty". An operation line has no operation.
• Save is refused with "… Customer Cannot be Empty". A billable line has no customer.
• Save is refused with "Service Quotation: Item Lines - Line ID: … - Required Unit cannot be Empty" (or Inventory Unit, Factor, Quantity). The item line is incomplete or its quantity is zero.
• A line cannot be removed: "… cannot be removed. It was already referred in …". A service order copied it.