NavBar - Orders

My Orders

How to Create an Estimate for a Client

 

• From the home page select “My purchase orders” to the left of the page
• Select “+Add Order”
• Enter the client information—make sure you enter the e-mail address
• If the technician generated the sale you can select the “Tech lead generated order” box
• Select the “Engineering analysis” tab
• Enter the information that appears
• You can upload site photos
• Select “Equipment & Task”
• Select “+Add item”
• Add all the necessary items
• You can delete items if you want
• You can change the quantity of the item
• You can price out multiple selections by selecting Option 1,2, or 3
• When you figure out the option you want select “Select option”
• Select View outputs page
• Save the signature at the bottom
• Print or e-mail the page
• Select the install task sheet tab and e-mail or print that page
• Select “Submit”
• Submit the order
• You can change the payment status of the order

1. Enter Data

Job Documents

Order Estimate

Email a client an Estimate or (Agreement - Contract - Invoice)

The Difference:

Agreement - Contract - Invoice

You can only send one Agreement, whichever you clicked "select option" on on the Order Estimate page - emailed from view outputs "Client Agreement" page

Estimate

You can send multiple Estimates - emailed from the "Order Estimate" page

 

Everything to know on the Order Estimate page

Install Date = This is for the date you did the work. If you use QuickBooks this will be the date the invoice hits your income statement.

Installer Notes = This will transfer to the Installer Task Sheet, the client will not see these.

Notes for client = The notes here will go to every estimate option and the agreement no matter which option they choose.

Notes for (Good Better, Best) Options =  These notes only go to the option they are typed into... if you click on a different option it will allow you to put new notes in for it. If you select option "Best" it will have the notes for the best option and notes for client.

Call on the way = This will transfer to the Installer Task Sheet letting them know what to do or to prepare them.

Pets = This will transfer to the Installer Task Sheet letting them know what to do or to prepare them.

Sign Paperwork = This will transfer to the Installer Task Sheet letting them know what to do or to prepare them.

Technician Collects Payment = This will transfer to the Installer Task Sheet letting them know what to do or to prepare them.

Units Worked on = If this is a service job you can choose the model number that is being worked on and you can pull a report of total repairs on this unit to get the client to look into replacement. Unit Cost

+ Add Item = This is what you click to add items from your price book for estimates or agreements.

AHRI Calculator = This will take you to the AHRI website so you can match units up.

Remove Option = This allows you to delete the option that you are clicked on.

Select Option = This is how you choose the option you want to transfer to the client agreement... must click one one

Print Option = This will print the option you are on and is viable.

Email Option = This will email the option you are on and is viable.

Tax Rate = Here you can override the tax rate to charge on this job. To add more/edit go to Tax Settings

Retail Options = This has to do with payment amount and payment type. 

• None = Means you are not choosing a payment method. You can put down payment in collected of leave as is so the client owes the full amount.
• Partial = Part of the job will be using a payment method (usually something with a dealer fee), the amount going on the payment method needs to be typed into the "Amount" area, you can also add another down payment under down payment usually check or cash.
• Full = This means all of the money is collected by financing, credit card, etc. The client agreement will show paid in full.

Retail Price = This is the amount yo should charge the client based on how you have your price book set up.

Discounts & Fees = This will allow reps to pick a prebuilt discount or fee and have it change clients invoice. The discount of fee must be the last thing done on this page. If you add in a discount and fee then change items on the option you must delete the sales price and the discounts and fees. Discounts & Fees

Selling Price = You can choose any amount to type in here or use what is repopulated. If you override the price it will make a discount or fee automatically.

Payment Method = You can choose any payment method and it will be reportable. Also if the payment method has a dealer fee you can choose to have it adjust your gross margins to cover the cost. Payment Methods

Sales Tax = If an item is listed as separate it will cause this area to show total tax. If an order has a discount it is going to be listed as taxable. It is recommended to not have different tax methods on one order.  Tax Settings

Monthly Payment = This is calculated by the payment factor area in Payment Methods

Amount Due = This is how much will be due on the clients invoice. The System defaults to "Full" Which will show client has paid you.

Once Item is Added you can click on it and edit.

Here you can change Qty and Taxable option. These are also able to be changed in your Service Catalog so they default however you would like.

• Also you can go to the Service Catalog to choose if the item description and price and be edited on this order estimate page.

Separate tax from Item Cost = Means if the the retail amount is $500 for the repairs it will be $500 plus tax. 

Include Tax in Item Cost = Means you pay tax when you buy the equipment but you do not change tax on the clients invoice... you just pass it through.

Don't Apply Sales Tax = No tax anywhere, you didn't pay any tax and client does not need to pay tax on anything.

 

 

 

 

Units

Here is where we add equipment we want to track from a hoeowner. Even if you didnt install the system you still add it in. The date must be put in to closest year month day does not matter on equipment you did not install.

In the order

• 1. Enter Data
• Units
• + Add Unit
• Fill in all information
• Add Unit

Once this item is entered you can now add pictures to the unit (picture of the system, extra items filters)

 

Challenges

Everytime you add a new peice of equipment you must select a date to add the item.

The Call/Job /Order must be open to add equimpement.

2. View Outputs

Commission

Job Costing

Find your true Gross Margin with Job Costing

• From the home page select “My purchase orders” • Select a job that’s been submitted by clicking the edit icon to the left of the job • Review the items • Select “View outputs” then “Commission Calculator” • Make sure everything matches • Make any necessary changes • After all of your adjustments the last column in the bottom right, is your true Gross Margin

 

Please Note:

When Editing prices or commissions, make sure you edit the commissions in the top section lablled "commission" and the bottom section lablelled "Gross Margin".

When updating cost you canupdate the mid section of each item but you must update the section at the bottomed labelled "Gross Margin" either way.

There reason for this is to update the payroll pages properly as well as the orders reports.