This article was created with the assistance of AI tools for research and drafting. It was reviewed, edited, and fact-checked by our human editorial team before publication.

Service Quotes

This chapter describes how to create and process service quotes in our ERP solution. A service quote serves as a preliminary stage of a service order and allows you to send the customer an overview of the expected services and costs before an actual service order. This chapter is divided into the following sections:

Creating Service Quotes

You can create service quotes in our ERP solution and enter all information regarding the service items, services and estimated labor times. This information can later be transferred to a service order. The following sections describe how you can create service quotes for service items and contacts (customers).

Creating Service Quotes for Service Items

You can create service quotes for specific service items and thereby directly import the information from the service item card. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Select the service item for which you want to create a service quote.
  • Click New > New Service Quote in the menu bar.
  • The Service Wizard is displayed.
  • Select the desired order type in the Order Type field, e.g. SERVICE.

Note

The Customer No., Customer Name, Bill-to Customer No. and Bill-to Customer Name fields are automatically filled by the system according to the data stored on the service item card. The Active Maintenance Contracts and Open Worksheets fields are displayed and automatically filled by the system, if corresponding documents exist. You can click in the respective field to access an overview of the related documents.

  • Optional Select the desired customer in the Bill-to Customer No. field, if the invoice for the future service order should be sent to a different customer.
  • Click OK.
  • Confirm the dialog with Yes to open the newly created service quote.
  • Several fields in the General and Lines FastTabs were automatically filled by the system according to the data stored on the service item card.
  • Navigate to the General FastTab.
  • Enter a validity date for the service quote in the Quote Valid To field.
  • Navigate to the Fault Comments FactBox tab.
  • There, click Fault Comments > Edit.
  • Enter a fault description.
  • Click Close to confirm the details.
  • Optional Complete the remaining fields in the FactBox tabs as well as the General FastTab as needed.
  • Navigate to the Lines FastTab.

Note

To add multiple service items of the same customer, proceed as follows:

  • Click an empty field in the Service Item No. column, then click the selection field.
  • A list of the service items of the customer is displayed.
  • Select all desired service items with CTRL+LEFT CLICK.
  • Click OK to confirm your selection.
  • Select Line > Worksheet from the menu bar in the Lines FastTab.
  • The worksheet of the service item opens. The fields of the General FastTab have automatically been filled with the information of the service item by the system.
  • Optional Fill in the remaining fields of the General FastTab as needed.
  • In the worksheet, navigate to the Lines FastTab.
  • Enter here the Items, Resources, Costs and/or G/L Accounts required for the service. For more information about filling in the worksheet, click here. Your changes are saved automatically.
    • Optional Complete the details as needed.
    • Optional To offer customers an alternative, click into the desired line and then click Line > Mark as Alternative Position in the menu bar.
  • Optional To grant a discount on the entire service quote, enter the desired percentage in the Invoice Discount % field or the desired fixed amount in the Inv. Discount Amount (EUR) field.

Tip

Alternatively, you can also create a service quote for a customer service item. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Customers page.
  • Select the customer for which you want to create a service quote.
  • Navigate to the Customer Service Items FactBox tab.
  • Select the desired service item(s) with CTRL+LEFT CLICK.
  • Click Customer Service Items > Create Service Quote.
  • Then continue with the steps described above, starting with the Service Wizard.

You have successfully created a service quote for a service item and filled in the corresponding worksheet.

Creating Service Quotes for Contacts

You can create service quotes for a specific contact and their service items. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Contacts page.
  • Select the contact for which you want to create a service quote.
  • Click Home > Create Service Quote in the menu bar.
  • The Service Wizard is displayed.
  • Select the desired order type in the Order Type field, e.g. SERVICE.
  • The Customer No., Customer Name, Bill-to Customer No. and Bill-to Customer Name fields are automatically filled by the system according to the data stored on the contact card.
    • Optional Select the desired customer in the Bill-to Customer No. field, if the invoice for the future service order should be sent to a different customer.
  • Click OK.
  • Confirm the dialog with Yes to open the newly created service quote.
  • Several fields in the General FastTab were automatically filled by the system according to the data stored on the contact card.
  • Navigate to the General FastTab.
  • Enter a validity date for the service quote in the Quote Valid To field.
  • Navigate to the Fault Comments FactBox tab.
  • There, click Fault Comments > Edit.
  • Enter a fault description.
  • Click Close to confirm the details.
  • Optional Complete the remaining fields in the FactBox tabs as well as the General FastTab as needed.
  • Navigate to the Lines FastTab.
  • Click an empty field in the Service Item No. column, then click the selection field.
  • Select one or (with CTRL+LEFT CLICK) multiple service items of the contact.
  • Click OK to confirm your selection.
  • Select Line > Worksheet from the menu bar in the Lines FastTab.
  • The worksheet of the service item opens. The fields of the General FastTab have automatically been filled with the information of the service item by the system.
  • Optional Fill in the remaining fields of the General FastTab as needed.
  • In the worksheet, navigate to the Lines FastTab.
  • Enter here the Items, Resources, Costs and/or G/L Accounts required for the service. For more information about filling in the worksheet, click here. Your changes are saved automatically.
    • Optional Complete the details as needed.
    • Optional To offer customers an alternative, click into the desired line and then click Line > Mark as Alternative Position in the menu bar.

Tip

You can view all open service quotes of a contact via the Contact Card. To do so, click Contact > Service Quotes in the menu bar of the card.

You have successfully created a service quote for a contact.

Printing Service Quotes

Once you have created a service quote, you can print it and send it to a customer. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Quotes page.
  • Select the Service Quote that you want to print.
  • Click Home > Print... in the menu bar.
  • The Print Wizard is displayed.
  • Optional Customize the settings of the Options FastTab as needed.
  • Click Print to print the service quote.
  • Optional Make further printer settings as needed.

You have successfully printed a service quote.

Transferring Service Quotes to Service Orders

In our ERP solution, you can transfer a service quote to an existing service order. When you do this, the service item lines and service lines of the service quote will be transferred to the existing service order. Proceed as follows to transfer a service quote to a service order:

Note

No new service order is created during this process. How to create a service order from a service quote is explained here.

  • Use the quick search (ALT+Q) to find the Service Quotes page.
  • Select the Service Quote you want to transfer to an existing service order.
  • Click Home > Transfer to Order in the menu bar.
  • A list containing all service orders of the corresponding customer is displayed.
  • Select the service order to which you want to transfer the service quote.
  • Confirm your selection with OK.
  • A dialog for archiving the service quote opens.
  • Confirm the dialog with Yes.
  • Optional Confirm another dialog with Yes to open the service order.

You have successfully transferred a service quote to an existing service order. The service item lines and service lines of the quote have been added to the existing service order lines in the Lines FastTab. You can now further process the service order according to your internal processes. More information on this can be found under Service Order Processing or Service Invoices.

Archiving Service Quotes

Service quotes that are no longer needed or have been completed can be archived using a command from the menu bar. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Quotes page.
  • Open the service quote you want to archive.
  • Click Actions > Function > Archive Document in the menu bar. If the menu item is not displayed, click More Options on the menu bar.
  • Confirm the dialog window with Yes to archive the service quote.
  • Confirm another dialog with Yes.

Tip

When you create a service order from a service quote, you can also archive the service quote.

You have successfully archived a service quote. You can view archived service documents on the Service List Archive page. The Version No. column shows the respective version of the document. The version number is incremented once an archived document is changed and archived again.