Help Guide Quoting. 0 Fergus Quoting Guide

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Fergus  Quoting  Guide  

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Fergus  Quoting  Guide  

                                                                                        Fergus  Quoting  Guide   Draft  Version   Published  26/04/15   2  

Fergus  Quoting  Guide  

Table  of  contents   QUOTING  IN  FERGUS  ...........................................................................................................................................  4   1.1   INTRODUCTION  TO  QUOTING  .........................................................................................................................  4   1.1.1   GROSS  MARGINS  ...............................................................................................................................................................  4   1.1.2   QUOTING  ACCURATELY  ...................................................................................................................................................  4   1.1.3   ORDERING  ACCURATELY  ................................................................................................................................................  4   1.1.4   TRADESMEN’S  HOURS  .....................................................................................................................................................  5   1.1.5   QUOTING  ON  THE  STATUS  BOARD  ................................................................................................................................  5   1.2   CREATING  A  QUOTE  ........................................................................................................................................  6   1.3   QUOTING  WITH  FAVOURITES  .........................................................................................................................  7   1.4   ADDING  IN  INDIVIDUAL  MATERIALS  FROM  FAVOURITES.  ..........................................................................  11   1.5   ADDING  MATERIALS  THROUGH  THE  SEARCH  FUNCTION  ............................................................................  13   1.6   ADDING  AN  ITEM  THAT  IS  NOT  A  PRICE  BOOK  ITEM.  ..................................................................................  14   1.7   ADDING  LABOUR  TO  A  QUOTE  ....................................................................................................................  14   1.8   ADJUSTING  QUOTE  MARGINS  ......................................................................................................................  15   1.9   FLOATING  TOOL  BAR  ..................................................................................................................................  16   1.9.1   EDIT  ................................................................................................................................................................................  16   1.9.2   PREVIEW  ........................................................................................................................................................................  16   1.9.3   ADJUST  MARKUPS  AND  DISCOUNTS  ...........................................................................................................................  16   1.9.4   FORMATTING  .................................................................................................................................................................  16   1.9.5   BULK  ACTIONS  ..............................................................................................................................................................  16   1.9.6   LOCK  /  UNLOCK  QUOTE  ..............................................................................................................................................  16   1.9.7   QUOTE  DUE  DATE  ........................................................................................................................................................  16   1.9.8   QUOTE  EXPIRY  DATE  ...................................................................................................................................................  16   1.9.9   QUERY  THE  QUOTE  ......................................................................................................................................................  16   1.9.10   EMAIL  QUOTE  .............................................................................................................................................................  17   1.9.11   PRINT  QUOTE  .............................................................................................................................................................  17   1.10   FORMATTING  YOUR  QUOTE  ......................................................................................................................  18   1.10.1   SELECT  ALL  SECTION  LINE  ITEMS  OPTION  ...........................................................................................................  18   1.10.2   MOVE  TO  SECTION  OPTION  .......................................................................................................................................  20   1.10.3   QUANTITY,  PRICE  AND  SUMMARY  OPTIONS  .........................................................................................................  20   1.10.4   MERCHANT  FILTER  OPTION  .....................................................................................................................................  21   1.11   SETTING  THE  QUOTE  DUE  DATE  AND  QUOTE  EXPIRY  DATE  .................................................................  22   1.12   EMAILING  THE  QUOTE  ..............................................................................................................................  23  

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Fergus  Quoting  Guide  

Quoting In Fergus 1.1 Introduction to Quoting Before we start off explaining how to quote in Fergus, it may be helpful to look at the background of what we are trying to achieve with quoting.

1.1.1 Gross margins When we quote jobs we want to win the work (obviously), however we have to win the work at the right place to: i. ii. iii.

Cover the cost of labour and materials Make enough gross profit to pay overheads Make actual net profit for the business to pay dividends or invest in assets or pay off debt

The first thing we need to know before we start quoting is how much gross margin does the business need to make to pay the overheads. If you don't know the answer to this then the best thing you can do is to contact your financial advisor/accountant for the answer to this. If you are a Xero user you can look at your reports to find the answer to this. Tip! As a rule of thumb most trade companies need a 40% gross margin in order to pay their overheads.

1.1.2 Quoting accurately The next major part of quoting is capturing every part and component to make sure your price is accurate. If you price every nut and bolt and every hour of labour you will use and you apply your gross margin to it, the price is now your lowest market price. If you choose to work for less than this amount you will not be making enough profit to meet your overheads. Fergus provides a Favourites system to allow you to quote accurately. Favorites is where you load in your labour and materials for the jobs you do repetitively. For a practical example: the labour and materials for a HWC or a Prewire are usually quite constant and do not vary much. Therefore if you build up a useful set of favourites it goes a long way to making quoting easy, fast and accurate.

1.1.3 Ordering accurately The other major part of quoting is executing the quote. How many times have you quoted 7 of something and the tradesperson bought a bag of 10? Well straight away there would be a 30% cost overrun and if you only have a 40% margin then this job is in trouble from the start.

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Fergus  Quoting  Guide  

To ensure jobs come in on budget we strongly encourage the use of Purchase orders. Simply copy the quote into a purchase order and make sure the materials that were quoted are delivered to site or to the workshop.

1.1.4 Tradesmen’s hours Once you have the materials under control the next step is to make sure the hours come in on budget, some of the easy ways to achieve this are;: i. ii. iii. iv.

Make sure materials are pre-ordered and delivered to site, to ensure no time is wasted collecting materials Send tradesmen direct to the job in the morning, avoiding the need to start work from the office Make sure all plans and product specs are loaded into files and photos Tell the tradesperson that all materials are to be delivered, rather than leaving the site to pick them up

1.1.5 Quoting on the Status Board This picture shows the 4 states that a Quote can be in on the status board under the Pricing column:

Red – Quotes and estimates to price This means the the quote is yet to be done Green – Quotes and estimates awaiting customer approval This means the quote has been sent and the customer needs to accept or reject it Yellow – Queried This means that the quote has been queried and needs resolution Orange – Expired quotes and estimates This means that the quote has expired and needs follow up or resubmitting to the custome

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Fergus  Quoting  Guide  

1.2 Creating a Quote Let’s get started with creating a quote to see how it progresses through the workflow in Fergus. 1. Press the green + Create a Job icon:

2. Fill out the job details as below and select either Quote or Estimate as the job type:

3. If you choose charge up by mistake, do not worry as you will have an opportunity to change it after the job is created.

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Fergus  Quoting  Guide  

1.3 Quoting with Favourites 1. When you are creating a new quote or invoice you are presented with this view:

2. To add materials, first create a section by typing in the name of the section and pressing enter:

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Fergus  Quoting  Guide  

3. Then section will be created as per the image below:

You can now add in materials and labour by typing into the box that says add a line item. As you type price book items that match your text will appear in a drop down list for you to select from. You can create an item by typing in the name of the item you want and pressing enter. You can also add in materials and labour from your favourites. 4. If you click on the favourites button, this pop up will open up:

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Fergus  Quoting  Guide  

5. In the following example, in order to price a new bathroom open the full bathroom category from favourites by navigating to housing / renovations and full bathroom:

6. Next add all the materials in this section. 7. Then press the all button to add this to the quote which will open a drop down with import options:

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8. This is how it looks like when you add as line items:

Note You can always add in more materials from other favorites 9. To focus back on how the quote is looking, close favourites by clicking on the close button in the right hand corner:

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10. All the materials and labour are now on the quote and you are ready to proceed to the next section.

1.4 Adding in individual materials from favourites. 1. In this example, create a new section called brass fittings

2. Once again press favourites and choose water materials / brass / 15mm:

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3. Now I have the lists available, notice there are now the following options a. You can add individual line items by pressing the + button b. You can alter the quantity of the line item and then press the + button c. You can alter the quantity of all the materials and add in multiple times to the quote, eg i want 10 of all of these items.

4. Alter the quantities on the list and these to the quote by pressing the + buttons in line with the altered quantities.

5. You can now see the altered quantities on the quote. Tip! All these items are now editable again on the quote.

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1.5 Adding materials through the search function

1. If you want to add items in manually and not have to go through the favourites start typing in the search box: 2. In this search box you can type, product codes or product names.

3. Once you have found the item select the item by clicking on it and pressing enter:

4. Once you have pressed enter you can adjust the quantity, you can also adjust the cost and sell price.

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Fergus  Quoting  Guide  

1.6 Adding an item that is not a price book item. 1. Repeat the process above to enter a non price book item onto the quote:

2. Type in the description that you would like and then press enter:

3. As you can see there is no cost price attached to the random line item.

1.7 Adding Labour to a Quote 1. Type in labour or something similar and press enter:

2. The critical point to notice here is the icon next to the line item. The little person icon denotes a labour entry and the price tag icon denotes a material item. The purpose of these tags is critical for reporting and on margins. It is the differentiator for reporting.

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Fergus  Quoting  Guide  

1.8 Adjusting Quote Margins 1. In this section you will learn how to adjust your margins on the quote to make sure you achieve your desired gross margin:

2. In the above picture you can see that we have a total margin of 54.3% and a material markup of 122.02 %. 3. For this example it is assumed you need a 40% gross margin. You can achieve it in one of two ways: a. You can adjust the material markup b. You can add in a discount

4. From this example you can see that there has been a 10% discount on labour and materials and the material markup has been adjusted to have a markup to 50%.

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Fergus  Quoting  Guide  

1.9 Floating Tool Bar This section will explain all the options available on the document toolbar:

1.9.1 Edit When creating the invoice this tab must be activated to be able to enter labour and material items and to do formatting.

1.9.2 Preview This is the view of what the customer will see. Use this during the final stages of your quote to verify everything is looking good and accurate.

1.9.3 Adjust markups and discounts This option allows you to apply discounts and markups across all items in your quote so you can get insight into the overall profits / margins you will be making on the quote.

1.9.4 Formatting Allows you to make formatting modifications to the quote and how it is displayed to the customer. I.e.: allows you to show / hide columns on the quote.

1.9.5 Bulk Actions This menu lets you choose actions to apply against selected line items such as combining them, deleting or moving to section.

1.9.6 Lock / Unlock Quote This allows you to lock / unlock the quote so you can make controlled changes to the quote and track when it is modified.

1.9.7 Quote Due Date There is a calendar date to choose the created date on the Quote from.

1.9.8 Quote Expiry Date Allows you to configure a time period after the quote due date that the quote will automatically expire and become invalid. This expiry date is shown on the quote.

1.9.9 Query the Quote Allows you to raise a query on the quote which will flag it for resolution on your Fergus status board.

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1.9.10

Email Quote

Allows you to email the customer with the quote attached.

1.9.11

Print Quote

Prepares the quote for printing format and allows you to print it out

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Fergus  Quoting  Guide  

1.10 Formatting your Quote 1. In the example below a site visit has been imported onto the invoice. The site visit is reflected in the heading called FERG-130a Disconnection:

Let’s look at how each formatting option is applied in this view in the following sub-sections:

1.10.1

Select All Section Line Items option

1. If you tick the Select all checkbox in the section title it will automatically select all line items under that section. After this occurs the bulk actions button (which is highlighted in blue) in the toolbar will become available to be used:

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2. Click on the bulk actions button to see the bulk action options you can choose from.

3. The most commonly used option is Combine to one line. Select this and you will see the following prompt to give the combined line item a name:

4. In the image below you can see the outcome of combining multiple line items into a single Labour and Materials line item:

5. In the next screenshot, you will see how that looks in the preview mode:

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Fergus  Quoting  Guide  

6. In preview mode you can now see that the line items have been combined to 1 line called Labour and Materials. This is nice and clean for the customer. 7. Remember you can always uncombine by pressing the Uncombine all line items button whilst in the edit mode view.

1.10.2

Move to section option

1. If you choose the bulk action option move to section, all the items you have selected will be moved to a different section. 2. The idea behind this is if you have labour and materials dispersed over the invoice and you want to tidy it up, you can select the items you want to move and move them to the desired section in one action.

1.10.3

Quantity, Price and Summary options

1. Each of these option groups control the visibility of the Quantity, Price and Summary columns in the quote. 2. For example I have clicked on the Quantity Options:

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Fergus  Quoting  Guide  

3. Here we can choose to use the default setting, i.e. the setting applied to the entire document or set a section specific override to either Always show the quantity or Always hide the quantity column Tip! It can be handy to toggle between Edit and Preview to view how it will appear for the customer.

1.10.4

Merchant filter option

1. If you want to force the price book to search a particular merchant, press the truck button and choose from a list of merchants.

2. This default does not stay set and must be changed every time. (We’re working on adding a default merchant you can select in your Fergus settings for this!)

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Fergus  Quoting  Guide  

1.11 Setting the Quote Due Date and Quote Expiry Date 1. Clicking on the small calendar icon at the top of the quote will allow you to set a custom quote due date. 2. Choose a payment date to appear on the quote to set the expiry date of the quote, this will be printed on the quote. 3. You can also set the quote expiry date by selectin an option from the Quote Expiry drop down menu (As you can see 30 Days is currently selected):

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Fergus  Quoting  Guide  

1.12 Emailing the Quote 1. We are now at the final stage of the quote and that is to send it to the customer.

2. To send it to the customer choose either email or print. For this option we will choose Email:

3. You can modify this default quote email here using the input fields provided. You are also able to modify this template in your Settings under Email > Email Templates. 4. You can drag and drop any files you would like to send to the customer here. 5. Once you press send then it will be sent to the customer.

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Fergus  Quoting  Guide