Creating a Work Order Quote From Within IntelliTech

Note:  
The security switch Allow Service Quotes in section 812 must be turned on in order for a technician to be authorized to create a quote while working within IntelliTech.

1. From any IntelliDealer screen, click on the Product Support tab.
   The Product Support Quick Links screen will appear.

   

   Product Support Quick Links screen

2. From the Service List, click the IntelliTech link.
   The Scheduled Work Orders screen will appear.

   

   Scheduled Work Orders screen

3. On the Scheduled Work Orders screen, enter a technician's number into the Select Technician field.
   Click the GO>> link to generate the technician search.

   

   Updated Scheduled Work Orders screen

4. On the selected work order, click on the Yes link on the Log On field.
   The Logged on screen will appear.

   

   Logged on screen

5. On the Logged on screen, click the Quote button.
   The Customer - Quote Header tab will appear.

   

   Customer - Quote Header tab

6. The Customer - Quote Header tab will automatically add the customer number and any customer information found in the customer's profile.

7. (OPTIONAL) on the Customer - Quote Header tab, enter the customers contact in the Contact field.
   - or -
   Click the Search icon to open the Contact Selection screen in a new browser window and select the appropriate contact from the list.

8. On the Quote Header tab, enter the salesperson id in the Salesperson field.
   - or -
   Click the Search icon to open the Salesperson Selection screen in a new browser window and select the appropriate salesperson from the list.

   Note:  
   The Salesperson field may have been filled in automatically, depending on your User and Group settings.

9. The Customer - Quote Header tab will automatically fill out the Description field and the Expiry Date field.
   The description field is used for reference purposes.

10. (OPTIONAL) on the Customer - Quote Header screen enter the customer supplied purchase order number in the Purchase Order Number field.

11. (OPTIONAL) Type the carrier id in the Ship Via field.

12. Click the Discount field, type the Discount id in the appropriate field.
    - or -
    Click the drop down list box to assign a Discount option.

13. Click on the Total A\R link to open the Outstanding A/R – Accounts Receivable Customers screen.

    

    Outstanding A/R - Accounts Receivable Customer screen

14. Click the Close button to returned to the Customer - Quoting Header tab.

15. (OPTIONAL) On the Customer - Quoting Header tab enter a Ship to address only if the shipping location is different than the Sold To location.
    - or -
    Click the Search icon to open the Ship to Selection screen in a new browser window and select the appropriate Shipping location from the list associated with this customer profile.

16. On the Customer - Quote Header tab, click on the Details tab.
    - or -
    Click on the Description link on the Quote Segment section of the Customer - Quote Header tab.
    The Details tab will appear.

    
    

    Details tab

17. On the Details tab the Stock Number, Status, Technician, Make/Model, and Description fields will automatically be filled out by the system.

18. Enter a Type code.
    - or -
    Click on the Search icon and select a type code from the Work Order -Type screen.

    
    

    Work Order - Type screen

19. On the Details tab, enter a Reason code.
    - or -
    Click on the Search icon and select a reason code from the Work Order - Reason screen.

    
    

    Work Order - Reason screen

20. On the Details tab, select whether the quote is a Quote or if it will be an Estimate.

21. (OPTIONAL) select the Labor - Apply Tax 3, if tax 3 applies to labor.

22. (OPTIONAL) select the Labor - Apply Tax 4, if tax 4 applies to labor.

23. Enter a Start Date, indicating the start date of the work order.
    - or -
    Click on the Calendar icon and select a start date from the Calendar screen.

    
    

    Calendar screen

24. Enter an Estimated Completion Date.
    - or -
    Click on the Calendar icon and select an estimated completion date from the Calendar screen.

    
    

    Calendar screen

25. On the Details tab, enter a Job Code Number.
    - or -
    Click on the Search icon.
    The Job Code Search screen will appear.

    
    

    Job Code Search screen

26. On the Job Code Search screen, fill out the appropriate fields and click the Go >> link.
    The Job Code Search screen will refresh listing the generated search results.

    
    Updated Job Code Search screen

27. Click on a Job Code Number.
    The Details tab will appear listing the selected job code in the Job Code Number field.

    Note:  
    Selecting a job code will import the basic description and required hours into the quote.

28. Enter a Quantity, the number of times the work is to be performed.

29. Enter a Rate Code, which determines the hourly rate for the work performed.

    Note:  
    The rate code will automatically fill in the Rate/Hour field.

30. Enter the amount of estimated Hours to complete the service.

31. (OPTIONAL) enter a Description, outlining the work to be performed.

32. Click the Save button to save the quote.

    
    

    Details tab

33. On the Details tab, click on the Parts tab.
    The Parts tab will appear.

    

    Parts tab

34. Type in the Part Number.
    - or -
    Click the Search icon to open the Parts Search screen in a new browser window and locate the correct.

    

    Parts Search screen

    Note:  
    If the part information from the parts master was loaded with a ‘?’ in the last position of the Description field, you will be required to enter a description.

35. Click on the part name, the Parts tab will appear with the selected part number in the Part Number field.

36. On the Parts tab, click the Save button to save the part number and update the information fields with inventory and pricing information about the added part.

    

    Updated Parts tab

37. You may change the Quantity, Price, and Margin fields on the quote then click the Save button to update the quote.

38. Once you have finished quoting parts, you can complete your work on the quote in many possible ways:

    To	Do This
    Save changes to the quote and continue working and refreshes the fields on the screen.	Click the Save button.
    Save changes to quote and exit.	Click the Save/Exit button.
    Refreshes the extended price value.	Click the Refresh Pricing button.
    Import a parts list from another source.	Click the Import button.
    Close the invoice without saving changes.	Click the Close button.

39. On the Parts tab, click on the Miscellaneous Charges tab.
    The Miscellaneous Charges tab will appear.

    
    

    Miscellaneous Charges tab

40. On the Miscellaneous Charges tab, enter a charge Description.
    - or -
    Click on the Search icon and select a miscellaneous charge from the Miscellaneous Charge Selection screen.

    Note:  
    Selecting a miscellaneous charge will import the price into the quote.

41. Click the Save button to update the quote.

    
    

    Miscellaneous Charges tab

42. On the Miscellaneous Charges tab, click the Comments tab.
    The Comments tab opens.

    

    Comments tab

43. On the Comments tab type in a Comment on the quote.

44. On the Comments tab, click on the Printing Parameters tab.
    The Printing Parameters tab will appear.

    
    

    Printing Parameters tab

45. On the Printing Parameters tab, fill out the appropriate fields.

46. Once you have finished quoting parts, you can complete your work on the quote in many possible ways:

    1.  

    To	Do This
    Save changes to the quote and continue working and refreshes the fields on the screen.	Click the Save button.
    Save changes to quote and closes the quote.	Click the Save & Close button.
    Close the invoice without saving changes.	Click the Close button.
    Prints the selected quote.	Click the Print button.
    Previews the selected quote	Click the Preview button.

If you require further information about Parts Quoting or the associated IntelliDealer screens, please refer to the IntelliDealer Online Help before contacting a VitalEdge Customer Support Representative.