AÑO DEL CENSO HABITANTES CREC CREC PROM 2014 VS

Chapter 7: Appointment Book

You can create, edit, e-mail, and delete quotes and invoices for clients. Both quotes and invoices can be accessed by clicking the Quotes button/icon, or by selecting Edit Quotes and Invoices from the

Accounting drop-down menu.

The Quotes and Invoices screen can display quotes and/or invoices according to:

l Type: quote or invoice l Status: open or closed

l Date Range: today, yesterday, a single specified date, a range of dates, or all dates l Client's Name: search specifically by client name

Adding or Editing a Quote or Invoice

1. Click the Add Quote/Invoice button or select the quote/invoice to edit and click Edit Quote/Invoice. 2. The Find Client screen will appear if you are adding a new quote or invoice.

3. Select the client and click OK.

4. The Quote/Invoice Information screen will appear. 5. Select the Type:

a. Quote: an estimate of cost for services to be performed or products purchased. A quote is not a bill to the customer.

b. Invoice: an itemized bill given to the customer detailing the costs of products and services already rendered or to be rendered. Your business will expect to receive payment for an invoice. 6. Select the Status:

a. Open: an open invoice is an invoice that the client needs to make payment on. An open quote is a quote that was sent to the client for review. An open quote can be changed to an invoice at any time.

b. Closed: an invoice is closed when a client finishes making all payments on it. A quote is closed when a client has reviewed the quote, but has decided not to proceed with the purchase. 7. Select the Employee or leave as none.

8. In the ID column, type in the Service ID or Product ID or double-click to bring up the Look Up screen. 9. Repeat this for each product or service to add to the quote/invoice.

10. Adjust the Start Time column if desired. 11. Click Save.

Deleting a Quote or Invoice

1. Use the Search and Date Range options to display the appropriate quotes and/or invoices. 2. Click on the quote or invoice to delete.

3. Click the Delete Quote/Invoice button. 4. The Are You Sure? screen will appear.

5. Click Yes and your quote or invoice will be permanently deleted from the database.

Moving a Quote or Invoice to a Ticket: you may want to move a quote or invoice to a ticket when a customer is ready to pay for his or her quote or invoice and finalize the sales transaction.

1. Click on the quote or invoice you wish to move to a ticket. 2. Click the Move to Ticket button.

Chapter 7: Appointment Book

3. The Ticket Information screen will appear. 4. Select an employee if necessary.

5. Enter the tender amount and close out the ticket as you normally would, or click Schedule/Leave Open to schedule the appointment.

E-mailing a Quote or Invoice: e-mail the quote or invoice to a customer for review. 1. Click on the quote or invoice to e-mail.

2. Click the E-mail Quote/Invoice button. 3. The E-mail screen will appear.

4. The E-mail To information will be entered based on the client.

5. Enter a comment or your business information in the E-mail From section. 6. Click Send to send the quote or invoice via e-mail.

7. Click OK to complete the process.

Printing a Quote or Invoice: before printing quotes and invoices, the print format must be set up. 1. Click the Print Setup button.

2. The Quote and Invoice Print Setup screen will appear. 3. Modify the following information to suit your needs:

l From: this field should contain your business information l Comment: any other comments you would like to include

l Graphic file: if you would like to print a graphic on the purchase order, i.e. a company logo, click

the Select button to choose the fill from your computer.

l Top: graphic's distance from the top of the PO l Left: graphic's distance from the left side of the PO l Height: graphic's height

l Width: graphic's width

4. Click OK.

There are two ways to print a quote or invoice. 1. Individual Quote or Invoice

a. Click to highlight the quote or invoice. b. Click the Print Single Item button. c. The Printing Options screen will appear.

d. Make the appropriate printer and page selections and click the Print button. 2. Quote or Invoice List

a. Click the Customize View button.

b. Use the Add and Remove, and the Move Up and Move Down buttons to organize the Display

column.

c. Click OK to return to the Quotes and Invoices screen. d. Click on a column heading to organize the list as desired. e. Click the Print List button.

f. The Printing Options screen will appear.

g. Make the appropriate printer and page selections and click the Print button.

Chapter 7: Appointment Book