Steven has responded to this email on the same day he received it.
Let's create and send a quote to Uptown Beauty for supply of the unit and 2 hours of installation time.
Need to do a bit more explaining here than essentials
- (options are Quote, Order Invoice and all form part of the sales process - different colours for each and impact on accounts)
- Also we need to explain layout - by default will go to Service (this is what you would use for freeform data entry) compare to other layout options.
- If you set up items you would choose Item layout so you can see the difference…
- Change to the Item layout and you now get the option to select the items we set up earlier.
- Item selection means information will default through - but you can still override it!
- Quote has no impact on accounts just a record of information - no financial activity is recorded at this stage….Customer, Date and details are the key to an Invoice so that’s what is added in as quote as well…..
What happens when you go to record the quote?
Ask about behavior of software?
(Something we did during Setup today)
If Spelling window appears - how annoying….it’s a preference selection
When you record why is it asking you to email the quote?
Who doesn’t want the spell checker to come up each time?
How do you think you would change it? (under the Windows tab)
Let’s make these changes before we go onto the Activities - deselect the options...
Adding contacts on the fly... rather than taking the long route we can add a contact as we enter the sale using the Easy Add button.
It’s so much quicker this way.
Then assume Rachel has accepted the quote and Steve can complete the job that same day.
*** Note: by using email via AR we can now look at Delivery Status via the Sent Emails window to see whether it has been delivered / viewed etc. (this relates to anything emailed and in the next step we can also look at the Invoice Portal)
Let's convert the quote to an invoice.
Next discuss how to find the quote
- Discuss the Sales Register - and where quotes are stored - the tabs / status etc and then continue with walkthrough part 2
- Find the quote we just created and notice that there is a quick way to convert it to an invoice.
- Has the quote been deleted - has it retained the same invoice number? (Based on preference setting)
Has it deleted the quote? - it will be based on how you set your preferences...earlier which dictate the behavior of the software.
Check Accounts List and see how Income accounts have been updated….so has Trade Debtors account and GST Collected and Paid.
****** Need to incorporate the new Email Features that will be introduced .... Pay Direct Online - Invoice Tracking etc....
**** Pay Direct payment options are added on the invoice - so you can select how you want your customers to pay you per invoice (via Invoice Portal - payment made via Portal will then be recorded back to AR