Estimate Entry, Routing and Printing

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Leona Atkins
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1 2010 Estimate Entry, Routing and Printing

2 Estimate Entry, Routing and Printing

3 There are three basic ways you will get new estimates Call-in leads and others that you do not already have in your Lawn Assistant Data Those contacted from your Marketing Database or old cancels The Customer Assistant Website will also create estimates for you to follow up on We will start with the Call-in Leads

4 Call In Leads First we need to make some changes to our general setup parameters. Go to : 1. Data 2. Company Parameters 3. General Setup

5 Call In Leads On the third tab of General Setup, You will check the fields you wish to have available when entering an estimate and if they should be in the tab sequence.

6 Call In Leads Continuing on the third tab of General Setup, you will also select a default status, route, source, territory and program, as desired.

7 Call In Leads On the third tab of General Setup, You can automatically place a Call Log entry for newlymeasured estimates, assigned to the person who completes the measurement.

8 Call In Leads On the third tab of General Setup, There are selections that affect all programs and estimates, not just those entered through the Quick Estimate entry

9 Call In Leads Now, we can click on the Lightning Bolt button on the top toolbar

10 Call In Leads Notice that only the fields we checked earlier appear here. Now, let s enter some estimate information

11 Call In Leads First, click on add a record Add your estimate data And notice that the default information from parameters is filled in

12 Call In Leads If you have Mapping Assistant, you will want to geocode the property at this time

13 Call In Leads As you Save this record, A Customer number will be assigned and a button will be activated, allowing you to go to that account s SA screen, if you wish to add or update information

14 Call In Leads By going to the first tab here, you can enter an estimate status program for Customers in your Marketing database Just select a Program and enter the Customer number

15 Call In Leads You can also create new estimates for old records in your active database. And if they have an old estimate or canceled program of this type, you can bring that old information forward.

16 Estimate Printing Before you can print estimates for the first time, you will need to design your custom forms (or use your own preprinted forms with blank space at the top)

$this Sample Estimate Word document in your \SA\Templates folder$

17 Estimate Printing Go into MS Word and design your form You have this Sample Estimate Word document in your \SA\Templates folder

18 Estimate Printing Once you are happy with your form, open the select menu and click Select All. Then click the Copy button on the left. If you edit one we gave you, you must rename your file. The original will get overwritten with update cd s.

19 Estimate Printing Back in SA Go to: 1. Data 2. Company Parameters 3. Estimate Forms

20 Estimate Printing We suggest selecting an existing form Click the Edit button

21 Estimate Printing Open the Edit Menu and select Paste Special You should choose Picture (Metafile), then OK

22 Estimate Printing You will probably need to print a few test copies before you get it perfect

23 Estimate Routing To generate estimates, Go to : 1. Print 2. Estimate Routing 3. Estimate Routing and Printing

24 Estimate Routing Select the program(s) you want along with other criteria, such as routes or zip codes (just like invoices)

25 Other Criteria Will be the Status and Source It will default to status codes 0 and 1, skipping those who have already been printed

26 You will click Get Estimates and (similar to invoices) the list will appear

27 Make sure you choose the correct estimate form You are now ready to print!

28 As with every other print batch You will get a print dialogue box. You will need to change Number of copies to 2 or 3, depending on your style of estimate Do NOT Collate!!!

29 If you have Mapping Assistant, Click on the Globe And map your stops as you would if you were just running production stops

30 Do you notice the different colored triangles? We can prioritize these stops, due to the age of the estimate request.

31 The estimates will print your template And the prospect s name, address and other information

32 What if there are some estimates that do not get run? Go to : 1. Print 2. Estimate Routing 3. Undo Estimate Print

33 Enter the Estimate Number Or scan the bar code on the estimate

34 Once you hit Undo Those estimates will be eligible for re-printing the next day. This way, each day s map will reflect the entire desired route

35 To map estimates along with your invoices for the day, Go to : 1. Print 2. Route Loose Work

36 Check the box Load Batch Then scan one estimate from your print batch and one invoice from its batch and they will all appear together

37 Then we Click on the Globe Route as if you were just running production stops

38 There is something new here

39 You are able to print a letter listing nearby customers

40 Once again, you will need to design this letter in Word Just like with the estimate design, you will need to insert your company information, then leave room for the customer s name and address Then, we Select All and Copy

41 Now into parameters Go to : 1. Data 2. Customer Parameters 3. Letter Setup

42 Choose Add a Record Name the letter, check the Referral box and select Letter Object. Click the letter object box, Go to : 1. Edit 2. Paste Special 3. Picture Metafile 4. OK

43 You can also add printing defaults You can designate how far away to list referrals and how many to show on a page And compose text for the areas of the detachable section of this form

44 When generating these letters with estimates By clicking on the Referral Options button, You can overwrite the parameter s print defaults

45 In viewing this letter, we see The Word graphic (with the customer name and address inserted) The list of nearby customers And the coupon text on the return portion of the form

46 You can also print these from the Letters Menu Go to : 1. Print 2. Letters 3. Referral Letters

47 From here : You can generate letters by account number

48 Once the estimate has been completed, We will click on the Lightning Bolt and go to the second tab: Measurement Entry

49 Click Add to enter the measurement information Along with changing the customer and program status

50 For Rejects, 4 th tab, click Add Just click on the fourth tab and enter the reject information. The status will change to 4.

51 When activating the customer and his programs/jobs You will need to edit the status and other information from within the customer s record.

52 A new feature to think about You can now print estimates directly from the sales estimate book utility. Block leading and estimates together!

53 We also have a new estimate form! Our new 1 part customized estimate includes your customized pre-printed information. Using the same imaging paper as our invoices, a copy is created for both you and the customer. Have all the information plus much more, when you make follow up sales calls. Create the ultimate form using 4 colors that is as visually impressive as it is functional.

54 You can now schedule estimates!!!

55 The Customer Assistant Website and Estimates! Active, Registered customers can request an estimate from their account.

56 The Customer Assistant Website and Estimates! Customers may pick any service they currently do not have on their account, select the best contact method and add any comments they may have. Notice the Prepay offer for this service? Notice the Prepay and Save button below?

57 The Customer Assistant Website and Estimates!

58 The Customer Assistant Website and Estimates!

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