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Estimates

On this page, you will find all the relevant information about estimates.

Keywords: #quote #proposal #estimation

Retrieve estimates

There are many ways to retrieve estimates. You can try one of the methods detailed below.

Keywords: #quote #proposal #estimation

Point of sale

  • by hitting the F1 key on the keyboard and entering the estimate number in the Order No field in the top right corner
  • by clicking on the magnifying glass button in the top right corner;
  • by clicking on the Order No button;
  • by clicking on the Previous estimate button if you are searching for the last estimate you consulted; or
  • by right-clicking on the Previous estimate button to show a list of previously consulted estimates.

Appointments window

  • Double-click on an appointment to show the corresponding estimate.

Create estimates

Create new estimates

Follow the steps below to create new estimates.

  1. Access the Point of sale.
  2. Enter the advisor number in the Advisor field or retrieve it using the magnifying glass button adjacent to it.
  3. Enter the customer number in the Customer field or retrieve it using the magnifying glass button adjacent to it. If the customer does not have a profile in the database, GEM-CAR will ask you if you wish to create one. Click on Yes to access the Customer management window and create the new profile.
  4. The fields related to the vehicle’s information should fill themselves with the information in the customer’s profile. If it does not, enter the required information in these fields. This information will be automatically saved in the customer’s profile.
  5. To add items to the estimate, click on the + button.
  6. Enter the product code in the field corresponding to the Item No column or retrieve it using the magnifying glass button adjacent to it. If the product code does not exist in the database, GEM-CAR will ask you if you wish to add it to the inventory.
  7. Enter the quantity in the field corresponding to the Qty column.
  8. If a price has been registered in the database for this product code, it will be added to the field corresponding to the Price column. The value in this field can be modified. If the field is empty, enter the price in it.
  9. If discounts have been configured for this product code and for the customer, a percentage will be added to the field corresponding to the Disc % column. The value in this field can be modified. Otherwise, you can enter a value in this field or delete it whether or not you wish to generate a discount.
  10. You can delete items on the estimate by selecting them and by clicking on the - button.
  11. Repeat steps 5 to 10 until the estimate is complete.
  12. Click on the F2 Save button to save the estimate.

Build estimates from past estimates or invoices

Follow the steps below to build estimates using past estimates or invoices.

  1. Access the Point of sale.
  2. Enter the advisor number in the Advisor field or retrieve it using the magnifying glass button adjacent to it.
  3. Enter the customer number in the Customer field or retrieve it using the magnifying glass button adjacent to it. If the customer does not have a profile in the database, GEM-CAR will ask you if you wish to create one. Click on Yes to access the Customer management window and create the new profile.
  4. The fields related to the vehicle’s information should fill themselves with the information in the customer’s profile. If it does not, enter the required information in these fields. This information will be automatically saved in the customer’s profile.
  5. Click on the magnifying glass button adjacent to the Order No. field.
  6. From the Search window, depending on whether or not the past estimate or invoice is archived, click on the Archives button.
  7. Sort the list using the Step drop-down menu.
  8. In the Search section, use the criteria to narrow the search.
  9. Select the found invoice on the list.
  10. Click on the Add products from the current order to the current estimate button.
  11. All items will be selected by default. Deselect the items that you do not want to include on the new estimate.
  12. Click on the SAVE button.
  13. Exit the Search window.

Keywords: #quote #proposal #estimation

Modify estimates

To modify estimates, follow the steps below.

  1. Access the Point of sale.
  2. Retrieve an estimate.
  3. You can change the customer number in the Customer field or retrieve it using the magnifying glass button adjacent to it. If you do so, GEM-CAR will first ask you to confirm that you wish to change the customer and then if you want to change the customer on the current estimate or start a new one based on this estimate. If the new customer does not have a profile, GEM-CAR will ask you if you wish to create a new customer profile. Click Yes to access the Customer management window and create it.
  4. You can add new information about the customer’s vehicle or change the current information in the required fields. If you do so, it will be automatically saved in the customer’s profile.
  5. To add items on the estimate, follow steps 5 to 9 of the Create new estimates section.
  6. To delete items from the estimate, select them and clicking on the - button.
  7. When you are done, click on the F2 Save button to save the estimate.

Delete estimates

To delete estimates, follow the steps below.

  1. Access the Point of sale.
  2. Retrieve an estimate.
  3. Click on the Del. Estimate button.
  4. When prompted by GEM-CAR, enter Y or YES.
  5. Click on the green checkmark button to validate the deletion of the estimate.

Search with product names

When creating or modifying estimates, you can search inventory items using the product name instead of the product code. To do so, follow the steps below.

  1. Activate Option 19 - Use the product’s sort key in inventory search in the General information configuration window.
  2. When creating or modifying estimates, instead of entering product codes, type partial or complete keywords in the field corresponding to the Description column and press the enter key.
  3. All inventory items containing the keyword will show on the list in the Inventory products with << keyword >> window. Double-click on an item to select it and add it to the estimate.
  4. Finish the estimate.

Tax-included items

You can add tax-included items to estimates. To do so, follow the steps below.

  1. Access the Point of sale.
  2. Start producing or retrieve an estimate.
  3. Click on the F5 ADD button.
  4. Check the Taxes incl. box.
  5. Add the item to the estimate entering the amount including applicable taxes.

Be sure to check the Taxes incl. box before adding the item to the estimate otherwise the procedure will not work.

Show costs, margins and additional margins

To show the cost, margin or additional margin of an inventory item on an estimate, select it and hover the cursor over the Price field. A tooltip containing this information will appear below the field.

Adjust profit margins

To adjust profit margins on estimates, follow the instructions below.

  1. In the Point of sale, add or retrieve an estimate.
  2. Select the Total field on the bottom right corner to open the Current margin window.
  3. Select the Refresh button and modify the percentages in the fields of the Target margin column.
  4. Select the Green checkmark button to confirm.

!!! note "If you modify the profit margins of labor, the billing times will be affected and not to the hourly rates."

Manually associate job types with jobs

To manually associate job types with jobs in the Pointe of sales, select the job types using the drop-down menu. This could be useful to collect statistics for reports.

Assign jobs to work bays or technicians

To assign jobs to work bays in the Point of sale, select a job on the list and select a work bay using the Door drop-down menu.

Add planned and real times

To add planned and real times for jobs on estimates in the Point of sale, select the job on the list and enter the time in the Planned time or Real time field.

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