Creating Quotations from Work Orders

OBJECTIVE

The Quotations Work Orders module was created so that users of work orders could create quotations for their customers and manage them separately. Quotations have no financial impact on other modules. They simply serve as a written quotation for the customer. When the customer accepts the quotation, the user can copy the quotation to the work order module to create a work order based on the quotation. This prevents duplicate entries and handling errors.

Work orders with a Quotation status can only be accessed by clicking the Display Quotations icon in the Enter Work Orders option if the Quotations Work Orders module is installed.

Be careful not to confuse: quotations created from work orders in maestro* (installed Work Order Quotations module, version 3.04 or 3.05) WITH quotations created in maestro* or maestro*MOBILE (installed Service Quotations module, version 3.05 exclusively). This document concerns the first option.

 

PREREQUISITE

• Security Management
• Configuration – Work Orders
• Enter Work Orders
• The Quotations from Work Orders module must be installed.

 

Summary

• Define Access Rights in Security Management
• Defining the Numbering of Work Order Quotations
  • Defining a Meter for the Entire Company
  • Defining a Meter for a Single User
• Creating a Work Order Quotation
• Creating a Work Order or Copying a Quotation from Another Quotation

 

PROCEDURE

To create a quotation in the work order module, the user must be able to click the Display Quotations icon.

Define Access Rights in Security Management

maestro* > Maintenance > General Maintenance > Processing > Security Management

 

This step is only necessary if the user has limited access to work order statuses.

To provide the appropriate access that lets the user click the icon:

1. Select the Security Management option.
2. Select a User.
3. Click the Access Restriction tab.
4. Click Projects in the menu on the left.
5. Click on Work Orders.
6. Check the Quotation status code in the Accessible for saving column.

To give the user access for viewing quotations without being able to create them, check the Accessible for viewing box.

7. Click Save.
8. Click Exit.
9. Define a counter for work order quotations

 

Defining the Numbering of Work Order Quotations

The numbering of work order quotations can be defined for either the entire company or for a single user.

Defining a Meter for the Entire Company

maestro* > Maintenance > General Maintenance > Processing > General Settings

 

1. Select the General Settings option.
2. Click Work Orders in the menu on the left.
3. Click on General.
4. Complete the Quotation Work Order Counter and Quotation Work Order Format fields.
5. Click Save.
6. Click Exit.

 

Defining a Meter for a Single User

maestro* > Maintenance > General Maintenance > Processing > Security Management

 

This method is preferable for users who want to have their own numeric sequence.

1. Select the Security Management option.
2. Select a User.
3. Click the Access Restriction tab.
4. Click Projects in the menu on the left.
5. Click on Work Orders – Counters.
6. Complete the Quotation Work Order Counter and Quotation Work Order Format fields.
7. Click Save.
8. Click Exit.
9. Define a form for work order quotations

By default, if no form is specified, the system prints the standard work order form.

10. Select the General Settings option.
11. Click Work Order in the menu on the left.
12. Click on Forms.
13. Complete the Work Order Quotation Form field.
14. Click Save.
15. Click Exit.

 

Creating a Work Order Quotation

maestro* > Projects > Work Orders > Processing > Enter Work Orders

 

1. Access the Enter Work Orders option.

This option is available in the Projects module, Work Orders, Processing section.

2. Click the Display Quotations icon.

At this stage, the screen switches to the quotations screen.

3. Complete the information as needed.

For additional information on the various fields, consult help by pressing F1 in the Enter a Work Orders option.

4. Click Save.

If the sub-status is Accepted, a confirmation message is displayed. If you answer Yes to the question Do you want to create a work order from this quotation?, the system creates a work order based on the selected quotation and you must save it. Caution! A quotation can only be converted into a work order once. You can print reports or the quotation form by clicking the Print icon. You can delete the work order created from a quotation if no transfers have been made. You can then transfer the quotation again.

 

Creating a Work Order or Copying a Quotation from Another Quotation

A quotation can be copied to a new quotation several times, but you can only create one work order from each quotation.

 

maestro* > Projects > Work Orders > Processing > Enter Work Orders

 

1. Using the Work Order option in the quotations screen, select the quotation by manually entering the quotation number or by pressing F7 with the cursor positioned in the Quotation field.
2. Click the Copy Quotation icon.

A window is displayed in which you can create a work order from this quotation or create a new quotation based on this quotation.

3. Make your choice and click OK.
4. The system displays the new transaction in Enter Work Orders if the user chose to create a work order or in Quotations to create a copy of the quotation.
5. Click Save.

 

Last modification: November 12, 2024