Step-By-Step Guide To Creating Your First Quotation. Only 15 min to complete! Step 1 - Entering Your Project Details

Transcription

1 Step-By-Step Guide To Creating Your First Quotation Copyright 2014 Electrika Ltd. All Rights Reserved Only 15 min to complete! Step 1 - Entering Your Project Details Click the Quoting Tab then the Project tab. Entering the project details is usually the first step in every quote. Use the guide below to fill in some example details. The Status has a choice of options which can be selected by clicking here Click here to access the Customer List Click here to access your Sites List Clicking on the arrows of the Date Received and Date Due entries a useful calendar will pop up from which you can select a date Click here to create/view the list of customers the quote will be sent to. The notes box can be used to enter any details about the project. As you enter more text the notes window scrolls to allow you to type in more information Complete the screen as above and move on to the next step

2 Step 2 - Adjusting Your Settings The next step is to setup the labour rates and markups. You can always come back to this page at the end of a quote to make adjustments, and everything gets re-calculated. Notes You can define up to 26 labour rates labelled A to Z. Each labour rate can have a description under the Labour Type column, and you can specify the rate under the /Hour column. When you initially run Electrika you will see that the first labour rates A to F have been defined for you as examples. You can change a labour rate at any time during a quotation and Electrika will automatically update all items with the new rate and re-do all calculations. You can define up to 26 labour rates labelled A to Z You can specify the Labour Rate under the /Hour column Material & Labour markups can be assigned here The Main Contractors Discount is defined as a percentage of the Tender Sell price You can decide whether to display quantities as whole numbers or to two decimal places When you define the settings that you use most often click here to save them as Electrika defaults Complete the screen as above and move on to the next step

3 Step 3 - Entering Items Into Your Quote Add an item by typing a catalogue number directly into a quote Type K2747WHI in the Cat Number Column and press enter. The highlight will automatically move to the Quantity column. Type 10 here & press enter Add an item from a catalogue number search A Click the search button to display the Cat Number Search window. B C Type in KQ125A12 and the item will be displayed. Click the +Quo button here to add the item to your quote Type 20 in the Discount box, and 2 in the Unit Hrs box. You can click here if you want the Unit Hrs to be set as the default for this item so it appears every time you use it Click the Add To Quote button to add the item into your quotation Add an item from a Description search A Click the search button to display the Cat Number Search window. B Type METAL 6 WAY CONSUMER UNIT in the search box. This will search for all parts with those words in the description. C Click the +Quo button here to add the first item to your quote

4 Add items from a manufacturer catalogue Step A Step B Catalogue Browser window Click here to display the Catalogue Browser window Click here to display the Catalogue Selection Window Step C Catalogue Selection window Step D You can enter any of the manufacture catalogues by clicking on one of their logos. Click the Wylex logo to display the index in the column on the right. Double click NH Distribution Boards as highlighted Double click on part NHTN4MR to add it to your quote Step E Your screen should now look like the one below Type 15 in the discount box, and 1 in the Unit Hrs box, then click the Add To Quote button to add the item into your quotation

5 Step 4 - Separating Your Quote Into Sections Dividing a quote into sections A quotation is normally divided into sections (Main Distribution, Lighting, Heating, Testing etc). The name of the active quotation section is displayed on the top left corner. When you start a new quotation a blank section is created for you called Untitled Quotation Section. Click the down arrow next to the quotation name to display the Quotation Sections window where you can add more sections or change the name of a section. From here you can also create Kits from the sections by clicking the button Click here to display the Quotation Sections Window The names of the sections can be edited by typing in here. Type 001 My First Section here The Material, Labour Hours and Lab Costs from each section are shown here Click here when you want to create another blank section. Then click here to select the new section Tip! The sections are always displayed in alphabetical order, so start each section name with a 3 digit number e.g. 001,002,003 etc. This will allow you to change the order of the sections by changing the number at the beginning.

6 Step 5 - Costing Summary The costing screen is split into two windows. The upper window always displays the price build-up, and the lower window changes according to which item is highlighted in the upper window as follows: 1 Material Cost The lower window shows the material build-up automatically sectioned according to the Product Group (Main Index) that each item belongs to The upper window displays the price build-up The Main Contractors Discount can be changed under under the settings tab The lower window changes according to which item is highlighted in the upper window 2 Labour Cost The lower window shows the number of hours and cost for each labour type. You can alter the text and adjust the /Hour for each labour type. Changes made here will also be shown in the Labour Rates under Settings. All prices will automatically be re-calculate and your quotation will be updated. 3 Preliminaries You can remove items from the default list by pressing <Del> or add your own items by going to the last entry and pressing <Down Arrow>. For each entry you can type in the Qty and Unit, and Total is automatically calculated. You can click on the Save As Default button to save the settings as Electrika defaults (only the text will be saved with a default quantity of 1) 4 Extras Extras can be added and removed in exactly the same way as the Preliminaries 5 Tender Sell The lower window shows a totals summary, with each total shown both as a percentage of sell and as a percentage of cost. 6 Provisional Sums These can be added and removed in exactly the same way as the Preliminaries. The Provisional Sums total is shown separate to the Tender Sell price

7 Step 6 - Analysis Of Your Quotation This powerful feature brings together all the items from all the quotation sections into just one list, with headings automatically inserted. Try changing the Sort options and changing between Schedule of Rates and Cost Summary below to familiarise yourself with the different views available. Click here to locate an item in the catalogue Click here to Export your quote as an Excel file. Click here to view only section names and sub-totals When this button is clicked the columns relevant to the sell price build-up are displayed. The only adjustable columns are Material Overhead %, Material Profit %, Analysis Labour Overhead %, Labour Profit % and Quantity Click here to select one of the available sort options: 1. Quotation Section 2. Source. This is the S column, which represents the source of the item. A C indicates that the item came from a Catalogue, an L means it came from the Local Database and an S means it was typed in as a special. 3. Catalogue Number 4. Manufacturer 5. Supplier 6. Product Group When the Cost Summary button is clicked the columns relevant to the cost build-up are displayed (which are the same as those shown under the Quotation Tab). This is for viewing purposes only, therefore none of these columns can be edited

8 Step 7 - Saving & Printing Your Quotation Before you can print your quote you must first save it. This is shown below Click here to save your quotation, this will display the standard Windows save screen. Click here to print your quotation Save your quote as My First Quote by typing here, then click the save button Step 1 Click here to edit the sell summary heading. Click the Save As Default button if you want it to be the default heading for all your quotes. Step 2 Choose if you want a Header, Footer or Cover Page. These can be created through the Header/Footer & Cover page tabs. You can also choose the sort order for the items. Step 3 Click here to preview your quote before printing. Many options are available here for you to try out. For each option you can choose to print, preview or export the file as a PDF document You can also specify whether you want to print the cover page and / or the Project Details