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
• Printing Service Quotes
• Transferring a Service Quote to a Service Order
• 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 included in a service order. To create a service quote, 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 Control + 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.
  • Optional: 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 Fault Comments FactBox FastTab and click on Fault Comments > Edit.
• 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 in the Lines FastTab, then click on the selection field.
• A list of the service items of the customer is displayed.
• Select all desired service items Control + Left Click.
• Click on OK to confirm your selection.

• Click on **Line ** > Worksheet in the menu bar of 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.
• Navigate to the Lines FastTab.
• Enter here the Items, Resources, Costs and/or G/L Accounts required for the service. All important information regarding filling in the worksheet can be found 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 and filled in the corresponding worksheet.

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 Start > 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 a Service Quote to a Service Order

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 > Make 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. More information on this can be found 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.