Service Quotes

This chapter describes how to create and process service quotes in TRASER DMS 365. 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 an actual service order. This chapter is divided into the following sections:

• Creating Service Quotes
  • Creating Service Quotes for Service Items
  • Creating Service Quotes for Contacts
• Printing Service Quotes
• Transferring Service Quotes to Service Orders
• Archiving Service Quotes

Creating Service Quotes

You can create service quotes in TRASER DMS 365 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 or 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, please 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 on New > New Service Quote in the menu bar.

Tip

Alternatively, you can also create a service quote from the Customer Card. To do so, please 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 FastTab.
• Select the desired service item(s) with CTRL + Left Click.
• Click on Customer Service Items > Create Service Quote.
• Continue with the following steps to create a service quote.

• 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 service item card.
  • Optionally select the desired customer in the Bill-To Customer No. field, if the invoice for the future service order shall 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 FastTab.
• There, click on Fault Comments > Edit and enter a fault description.
• Click Close to confirm the details.
• Complete the remaining fields in FactBox FastTabs as well as the General FastTab as needed.
• Navigate to the Lines FastTab.

Note

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

• Click on an empty field in the Service Item No. column,, then click on 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. Fill in the remaining fields of the 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: To offer customers an alternative, you can mark lines as an Alternative Position. To do so, click into the desired line and select Line > Mark as Alternative Position from the menu bar.

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, please 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 on 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 service item card.
  • Select the desired customer in the Bill-To Customer No. field, if the invoice for the future service order shall 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 FastTab.
• There, click on Fault Comments > Edit and enter a fault description.
• Click Close to confirm the details.
• Complete the remaining fields in FactBox FastTabs as well as the General FastTab as needed.
• Navigate to the Lines FastTab.
• Click on an empty field in the Service Item No. column, then click on the selection field.
• Select one or (with CTRL + Left Click) multiple service item(s) 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. Fill in the remaining fields of the 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: To offer customers an alternative, you can mark lines as an Alternative Position. To do so, click into the desired line and select Line > Mark as Alternative Position from the menu bar.

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, please 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 on Home  >Print...** in the menu bar.
• The Print Wizard is displayed.
• Customize the settings of the Options FastTab as needed.
• Click on Print to print the service quote.
• Make further printer settings as needed.

You have successfully printed a service quote.

Transferring Service Quotes to Service Orders

In TRASER DMS 365, 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:

• 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 on 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, then confirm your selection with OK.
• A dialog window opens where you can choose to archive the service quote. To confirm, click Yes.
• Confirm another dialog with Yes if you want 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. For more information on this, click here.

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, please proceed as follows:

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

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.