TM ESTIMATING & JOB COSTING USER MANUAL -...

ESTIMATING &

JOB COSTING USER MANUAL

TM

- 2 - © Auto-Quote 1984

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Estimating

Table of Contents

Add an Estimate 4 NON-CHARGE/SHOP Estimates/Jobs 4 Click and Copy Method for R&R, REF, MISC and SUB 5 Parts Entry Screen (F7 Part) 5 Codes for New Parts at a Special Price, Exchange Parts, Used Parts, Retape

Moulds 5 Duplicate Estimate (Reproduce an Estimate) 6

Append Estimate Line Items 6 Parts Pricing - OVD AQ Veh (AQ Parts) 6 Parts Price Requests 7

Sending Separate Emails to Multiple Suppliers 7 Estimate Report Document 7

Write Estimate Report Document 7 Edit Estimate Report Document 7 Reprint Estimate Report Document 8 Email Estimate Report Document 8 Delete Estimate Report Document 8

Emailing Estimates 9 Email an Estimate/Images/Scan - OVD Field Method 9 Email an Estimate - File Transfer Method 9

Printing Estimates 10 Option 1 - Print Only 10 Option 2 - View & Print 10

Review and Revise Estimate 10 Printing Blank Quote Sheets 10 Parts Database 10

Accessing the Parts Database 10 Parts Database Cont. 11

Search Parts Database 11 Locate Interchangeable Parts 11

Supplement (Additional) 11 Supplement 8 12 Supplement Print Options 12

Supplement 9 12 Supplement 9 Print Options 12

Adding Images to the Estimate 13 From a Floppy Disk 13 From Hard Disk 13 From Camera 13 From Card Reader 13

Transferring Images from One Estimate to Another 14 Viewing Images 14

To View Images Quickly 14 Scanning Documents to Auto-Quote Estimate 14

Scan the Document 14 Save the Document 15 Viewing the Scanned Document 15 Emailing the Scanned Document via File Transfer 15 Emailing the Scanned Document from the OVD Email Button 15 Emailing the Scanned Document from the OVD OWNER, DEBTOR, Parts Supplier

and Assessor fields 15

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Estimating Cont.

Table of Contents

Sending Emails from Selected OVD Fields 16 Differentiating between Functions on OVD Screen 17

Differentiating between Functions on OVD Screen - a) Menus 17 Differentiating between Functions on OVD Screen - b) Links 30 Differentiating between Functions on OVD Screen - c) Buttons 37 Differentiating between Functions on OVD Screen - d) Function Keys 42 Differentiating between Functions on OVD Screen - e) Hot Keys 43

Other Functions Available in Auto-Quote 45 Underlined Wording 45 Other Wording 46 Red Dots 46 Black Dot 48 Green Dot 50

How to Setup Macros 50 How to Change Default Rate Codes 50 Replacement Car Control 51

Add Vehicles 51 Assign Vehicles 51 Change Dates after Assigning 51 On Return of Vehicle 51 Other Functions from the Replacement Car Control Screen 51 Booking Replacement Cars Ahead 51 To check to see how many Replacement Cars will be required on any one day 52 To check to see how many Replacement Cars will be required for any specified time

frame 52 SurePlan Estimate & Invoice 52

Upload Original Estimate 52 Upload Supplementary Estimate 52 From SurePlan Email Link 52

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Estimating Throughout the Auto-Quote Windows manual when we instruct you to select a command function key, eg: F1, you can do this by either clicking on it with your mouse or by pressing that command function key on your keyboard.

Add an Estimate From the Owner Vehicle Details (OVD) screen Click Est then select Add New Or press A (Hot Key - Add New Estimate) Select F1 Add

Tab in Owner or Debtor fields will access the debtor account list

Tab in AQ Veh field will access the vehicle directory

Tab in all other fields will access your macros

Enter moves cursor to the next field

Use the VEHICLE field or the AQ Veh field to select the vehicle from the parts database

Use the VEHICLE and Model fields to add your own detailed description of the vehicle for your part suppliers

F3 Save F6 CAT to R&R To change labour rates if necessary -

F5 Rate

Make changes to Estimate Rate column

F3 Save

F10 Exit Code is the fastest entry format Type in remove and replace cat codes and labour Tab duplicates the line above F3 CAT (twice) to R&A to type in repair cat codes and labour F3 CAT to REF to type in refinish cat codes and labour F3 CAT until you get to Parts to type in parts cat codes or you can use F4 Scan then F5 to Mark parts required then click P to transfer the marked parts to estimate Note: Scan can also be used in the other CATS above. F9 Exit CAT to OVD V To View estimate prior to printing then use F8 Print or you can use F9 or the hot key P to print direct from the OVD then select the estimate print options then select F3 print

NON-CHARGE/SHOP Estimates/Jobs In the OWNER, VEHICLE and Color (beside VIN) fields type the required description, eg. STAFF BREAKS or CLEANING, etc. A Staff Breaks Job must have only the word BREAKS in the Color field In the Reg field type NON-CHARGE or SHOP Use F3 Save to save the Estimate Use F1 Job to convert the Estimate to an Open Job Use the Hot Key K to convert the Estimate to a COURTESY ESTIMATE* (Location field under REF No)

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Add an Estimate Cont.

Click and Copy Method for R&R, REF, MISC and SUB From the OVD screen select F6 CAT, and then select the CAT tab at the top on the far right hand side When you click on the GPC button at the top on the left hand side the GPC field will toggle between Cat Codes Scan > Forgetables > eMTA SUNDRIES > VEHICLE DESCRIPTION > SUNDRY ITEMS With Cat Codes Scan selected in the GPC field mark the required labour operations by left clicking on each of those lines to highlight them yellow. You can use F5 MARK if you prefer. To narrow down your search click on SCAN and enter a Code or Description then tap the Enter key to continue to mark the required items. Copy your highlighted items to the SUBLET, MISC, R&R or REF categories of your Estimate, by clicking on the relative buttons to the right of the Description list Click on the GPC button until you have your other required options in the GPC field then use the same method to select and copy to SUBLET, MISC, R&R or REF

Parts Entry Screen (F7 Part) Under the PART tab set any required Mark-Up percentage (MU%) on the first line and check that the vehicle model Description is displayed at the top left of screen to the left of the GPC button For manual entry type in the Cat Code for each Part Scan tab From within the PART category, click on the SCAN tab at the top of the screen From the list on the right, click on the general area of the vehicle From the list on the left, click on the required Parts to mark them yellow, if you want to unmark something click on the yellow line To copy the marked Parts to the Parts category of the Estimate click on the P button located on the right hand side of the screen F4 SCAN button This function provides you with three search options Code using the Auto-Quote Cat Code for the Part Description using a partial description of the Part Part No using the manufacturers part number of the Part Key in the details you have available then use the Enter key on your keyboard

Codes for New Parts at a Special Price, Exchange Parts, Used Parts, Retape Moulds Enter the new parts as normal Insert a line underneath the required item and type the relevant code then press Enter on your keyboard The alpha section of the code must remain unchanged The numeric section of the code can be varied

Eg. N65 will calculate 65% of the price of the new Part on the line above and mark this new line as New @ Special $$ in the Part No field

Eg. E75 will calculate 75% of the price of new Part on the line above and mark this new line as EXCHANGE in the Part No field

Eg. U70 will calculate 70% of the price of new Part on the line above and mark this new line as USED in the Part No field

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Add an Estimate Cont.

Codes for New Parts at a Special Price, Exchange Parts, Used Parts, Retape Moulds Cont. Eg. R33 will calculate 33% of the price of a new mould on the line above and mark this new line as Retape/Reclip 33% in the Part No field .C (Full Stop C followed by a space) makes the original line an inactive comment line

Eg. NN65 will calculate 65% of the price of the new Part on the line above and mark this new line as New @ Special $$ in the Part No field and it will also insert .C at the start of the original line above

Eg. EE75 will calculate 75% of the price of the new Part on the line above and mark this new line as EXCHANGE in the Part No field and it will also insert .C at the start of the original line above Eg. UU70 will calculate 70% of the price of the new Part on the line above and mark this new line as USED in the Part No field and it will also insert .C at the start of the original line above Eg. RR33 will calculate 33% of the price of a new mould on the line above and mark this new line as Retape/Reclip 33% in the Part No field and it will also insert .C at the start of the original line above

Duplicate Estimate (Reproduce an Estimate) From the OVD screen of the estimate you wish to duplicate Press D (Duplicate) or from Est menu, select Duplicate Estimate F1 OVD1, to duplicate left hand side of OVD, or F2 BODY, to duplicate only the labour and parts, or F3 BOTH, to duplicate the labour and parts and the left hand side of the OVD, or F4 OVD2, to reproduce the complete estimate, or F5 EXPO, to export the estimate, or F6 EXPO2, to append estimate line items

Append Estimate Line Items You can select to append estimate line items from one estimate to another One example might be where you have a nose to tail estimate to write. You have written up the front damage and you know you have recently written another estimate with identical rear damage. From the OVD screen of the rear damage estimate, select D to Duplicate Estimate, then select F6 EXPO2 to append the rear damage estimate line items to the new estimate you are writing You simply enter the new estimate number where prompted then select F5 Append The Cat screen for the new estimate you are writing will then display for you

Parts Pricing - OVD AQ Veh (AQ Parts) You can access this by clicking on the OVD AQ Veh which is located at the end of the Contact fields This function displays Model details relative to the vehicle you have chosen in the OVD VEHICLE field It can also be used to quickly access another vehicle to price and or print parts not relative to the current Estimate

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Parts Price Requests

Sending Separate Emails to Multiple Suppliers You can create a single parts price request and Email it to multiple suppliers. Separate Emails will be sent to all Suppliers selected. Set up a Creditor in Auto-Quote just for this purpose e.g. Code PRICE Co Name PRICE PARTS GL Code 2010. Select this Creditor in the OVD Parts Supplier field then F3 SAVE Select ORDER F5 MARK required Parts F4 ORDER, ensure Supply Prices and Blank Order No. are both ticked. Edit Header and Footer Notes if required. F2 EMAIL, click on required Email Addresses. Ensure Direct to Email and Separate Email are both ticked. Click on Next >>, click on Send, follow any prompts displayed by your Email program

Estimate Report Document

Write Estimate Report Document From the required OVD screen Select the Letter Link Select F6 Report Your letterhead will display the information that has been entered on the OVD screen of that Estimate Type up your Report for this Estimate You can use the WordPad Help Menu for further instructions Use File>Print to print your Report Use File>Exit to close your Report When prompted, select Save to save your changes or Don’t Save to discard your changes Select Cancel to return to your edited Report on screen Select F10 EXIT

Edit Estimate Report Document From the required OVD screen Select the Letter Link Select F6 Report Select F8 Edit Make your changes to your Report

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Estimate Report Document Cont.

Edit Estimate Report Document Cont. Use File>Print to print your edited Report Use File>Exit to close your edited Report When prompted, select Save to save your changes or Don’t Save to discard your changes Select Cancel to return to your edited Report on screen Select F10 EXIT

Reprint Estimate Report Document From the required OVD screen Select the Letter Link Select F6 Report Select F9 Print

Email Estimate Report Document From the required OVD screen Select the Letter Link Select F6 Report Select F5 Email Click to Mark Email Recipient Enter Email Subject: Enter Notes: Select F8 Send

Delete Estimate Report Document From the required OVD screen Select the Letter Link Select F6 Report Select F7 Delete When prompted Select Yes to Delete Select No to return to the previous window

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Emailing Estimates

Email an Estimate/Images/Scan - OVD Field Method You can Email an Estimate/Images/Scan direct from the OWNER, DEBTOR, Parts Supplier and Assessor fields by clicking into any of those fields in non-edit mode Click into one of those OVD fields Click directly on the Email Address Your selected Recipient will automatically be ticked Select Estimate/Images/Scan Attachment If required you can edit the Email Subject: and Notes: Click on Continue Add>> any Images you wish to Email, Images will be emailed in .JPG format Select Est & Images Note: If you want to Email Images only to a Parts Supplier remove the tick from Est & Images then tick the

Images Only option then select Send then select the Export JPEG option then click on Next>>. Click on Send Select Amt Only or Unit Only or Amt & Unit Note: The AQ User option should remain unticked as it is used to transfer Estimates to other Auto-Quote

computers/users. Estimates will be emailed in .PDF format Click on Next >>, select Export Options required Click on Next >>

Email an Estimate - File Transfer Method Select File Trans from the OVD Top Menu Select Export Select Est & Images Add>> any Images you wish to Email, Images will be emailed in .JPG format To Mark or Undo Email Recipients just mouse click on the required line To display Email Names commencing with a particular letter just tap that key on your keyboard Click on Export Select Amt Only or Unit Only or Amt & Unit Note: The AQ User option should remain unticked as it is used to transfer Estimates to other Auto-Quote

computers/users. Estimates will be emailed in .PDF format Select Export Options required, click on Next >>

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Printing Estimates

Option 1 - Print Only From the OVD screen, press P or F9 Print

Print Options Screen a) answer Y (yes) for the first four options for a fully detailed estimate b) answer Y (yes) for the first two options for a labour totalled only estimate c) answer D (dollar) in the first option for a dollar value only estimate d) answer S (suppress) in the second option to not display hours sub totals on the estimate

Option 2 - View & Print From the OVD screen, press V and F8 Print Note: Press F5 Hr-$ to print a dollar figure only. Most repairers are printing private work in dollars.

Review and Revise Estimate From the OVD screen F5 Search, to search back Alt F5, to reverse search F4 Define to clear screen, options are as follows -

a) type in estimate number or * on estimate field, or b) * and any three to four consecutive letters on any character field c) click on the EST REG menu at the top of the OVD and search through the list, click onto the appropriate

Estimate and that estimate will appear on the OVD F5 Search, options are as follows -

a) F8 Edit, to edit OVD b) F6 CAT, for categories of labour c) F7 Part

Printing Blank Quote Sheets From the OVD screen, click REF No. to print a blank quote sheet (DOS function was U from any 3PM)

Parts Database

Accessing the Parts Database From the OVD screen Click on the Parts DB Link. Scroll down to the required vehicle or press the first letter of the vehicle, eg. press H to bring up Holdens. F8 Select to view prices and part numbers.

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Parts Database Cont.

Search Parts Database The Parts Database quick Search function can be accessed from the Auto-Quote for Windows main icon screen by clicking on the Parts icon or by using the OVD Parts DB Link Highlight the vehicle required in the Description list on the left of the screen Confirm that it is the correct vehicle by viewing the corresponding Remarks on the right of the screen Click on or press F8 SEL or use the Enter key on your keyboard Click on the required area in the vehicle grid, eg L/H/R or N/S/R, depending on which parts database you use, then on the left of the screen click on the specific section that you require, eg L/H/R QTR PANEL or N/S/R QTR PANEL You can also key in the Cat Code, or part of the Part No. or part of the Description in the Scan Parts screen then click on Search The quick Search function can also be used in the F7 PART entry screen in your Estimate Select the top SCAN tab then click on or press F4 SCAN. The Search screen will display. Key in the Cat Code, or part of the Description or part of the Part No then use the Enter key on your keyboard

Locate Interchangeable Parts As many manufacturers only make cosmetic changes to vehicles, it is now common to find that parts of one particular vehicle will fit various other models Auto-Quote has the unique feature that enables the user to quickly ascertain what other vehicles in the database, besides the one you are currently accessing use that specific part number For example - Holden Commodore VE3 Sedan (HCVE3) move the cursor to FB - Front Bumper Cover Omega, Berlina and click on the Locate button towards the top right of the screen. Locating Part Number 92216430… will then display on screen followed by a list of Interchangeable Parts specific to that manufacturer.

Supplement (Additional) You can write up to an additional 7 Estimates that are Supplementary to the original Estimate Supplements should be prepared in the original estimate but on the bottom of each category. To write a supplement, click on the Supp button (to the left of the location field on the OVD) and enter the supplement number required. All new entries in F6 CAT will then be displayed as a supplement. After you have completed the supplement, return to the OVD and press the Supp button again to return to the original estimate. Or press + (the plus key) from the OVD, select the supplement number, F6 CAT, enter the supplement items. All items added in this mode will display as the nominated supplement. Press + again on the OVD to return to original estimate. Or position the cursor on the line entry requiring a supplement and

Hold Ctrl and press (right arrow) a) the message line displays Sup 1, press Enter to display Sup 1 on line, or b) change number if required then press Enter

Hold Ctrl and press (left arrow), to undo a supplement line item Or simply add the supplement to the original estimate and replace the 0 for a 1 (for supplement 1, 2 for supplement 2, etc) to the “S” column on that line.

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Supplement (Additional) Cont.

Supplement 8 Supplement 8 entries do not add to the Estimate This option can be used internally to keep track of supplies used on a Job Items like clips, screws, nuts, bolts, etc, that you use on a Job from your own stock can be itemised on Supplement 8 enabling you to provide the Assessor or Insurer with a detailed list whilst entering only the total value as a one line item in your Estimate to them Supplement 8 can be selected in the Estimate Print Options screen by entering the number 8 in the box at the Print Supplements option Supplement 8 can be scanned to your Estimate as a pdf file enabling it to be emailed from the OVD of your Estimate. For further information refer to Scanning Documents to Auto-Quote Estimate on page 14. Supplement 8 can be printed directly to a pdf printer and saved in the PDF Folder inside your Aqwin Folder, eg. (Q:)>Aqwin>PDF. The File Name must start with the Estimate number followed by a minus sign - followed by S8 and must not contain any spaces, eg. 1000-S8.pdf, this method will also enable it to be emailed from the OVD of your Estimate.

Supplement Print Options Option 1 - Print Only Use the F9 Print option from the OVD and select the print supplement option

Option 2 - View & Print From the OVD screen, click on the S1 to view the supplement and press F8 Print. F5 changes supplement from hours to $. F10 exit to the OVD

Supplement 9 For extra private work on an insurance claim it is no longer necessary to make up a separate estimate/job. The owner’s work can be listed on the same estimate using the new Supplement 9 facility. Simply add the private work to the original insurance estimate as you would a normal supplement (the supplement number must be 9).

The Supplement 9 can be printed out separate to the insurance estimate

Labour and parts on the Supplement 9 are displayed separately on a printed worksheet

The Supplement 9 is invoiced separate to the insurance work

The Supplement 9 does not affect the insurance estimate in any way and can’t be viewed by the insurance company when the original insurance estimate is submitted online using the ORM or QMS systems.

Supplement 9 Print Options

Option 1 - Print Only Use the F9 Print option from the OVD and select the print supplement 9 option

Option 2 - View & Print From the OVD screen, click on the S9 to view the supplement and press F8 Print. F5 changes supplement from hours to $. F10 exit to the OVD

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Adding Images to the Estimate More detailed information on adding images to the estimate is available in the Digital Imaging Auto-Quote Windows manual.

From a Floppy Disk Select Image from the menu, select From Floppy, add required images

From Hard Disk Select Image from the menu, select From Hard Disk, select images location, add required images

From Camera The From Camera option is designed only for clients who do not have a Card Reader and use Cameras that do not allocate a drive letter. To have the From Camera option setup please contact Auto-Quote support for further details.

From Card Reader You are able to add images to several estimates without leaving the screen. Connect your Card Reader to your computer and ensure the memory card is inserted From any OVD screen Click on Image Click on Select Click on From Card Reader

You initially need to set up the drive letter and folder that the images are stored on. Example: G:\DCIM\CANON or G:\ To locate this folder information click on My Computer to identify the drive letter of the Card Reader. When you have this information click on Set Up Default Camera Folder - type in the Drive and Path identified for your Card Reader Select Estimates After - Use the drop down arrow to access the calendar. Use the left and right arrows to select the Month and Year required. Click on the Day required. Alternatively, you can simply click on the Today box if they are the only Estimates you wish to display. Quick Load Images - place a tick in the box if you wish the images from the Card Reader to be displayed

Click on Exit Note: After you have completed the initial setup, exit to the OVD screen to allow the program to activate your

options. Go back into this program through Image>Select>From Card Reader A list of estimates will be displayed on screen according to the date that was selected Select the images that you want to import to an estimate. To select multiple images hold the CTRL key down on the keyboard and left click on the file names under the Images or on the Images themselves. If you wish to select all of the Images hold the CTRL key down on the keyboard and press A.

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Adding Images to the Estimate Cont.

From Card Reader Cont. Highlight the estimate number that you wish to assign the images to Click on Assign A message will be displayed asking you to confirm that you wish to assign the images to this estimate. The Vehicle and Rego will also display making confirmation easy. Click on Yes The images will be assigned to that estimate and a confirmation message will be displayed confirming the number of images that have been assigned to that estimate number. A note will also appear under the image to indicate that it has been assigned to an estimate number. Click OK Click on Exit when you have finished adding the images

Transferring Images from One Estimate to Another From the OVD screen, select File Trans, select Export, select the images you wish to transfer to the other estimate from the Images On File list. Select the Move To Estimate button. Enter the estimate number you would like the images transferred to, select the F7 Move option. A copy of the images will be moved to the nominated estimate.

Viewing Images From the OVD screen, press F8 Edit and the images will appear on the top right of the screen. This enables you to view the images whilst entering the details.

To View Images Quickly From the OVD screen, press I, use your up and down arrows on the keyboard to toggle through the images.

Scanning Documents to Auto-Quote Estimate

Scan the Document You must select the PDF Scan option on your scanner The suggested settings are 300 x 300 dpi, Black & White, A4 210x297 mm (8.3x11.7 in), PDF These suggested settings may vary slightly depending on the functions available in your own scanner

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Scanning Documents to Auto-Quote Estimate Cont.

Save the Document Save in: the PDF Folder inside your Aqwin Folder, eg. (Q:)>Aqwin>PDF File name: edit this before you select Save The File name must start with the Estimate number followed by the minus sign - followed by an identifier of your choice, followed by .pdf and must not contain any spaces, eg. 1000-MIT2589.pdf is a suggestion for scanning Mitsubishi Motors Creditor Invoice 2589 into Estimate number 1000. In this example MIT is our Creditor Code for this Supplier. Keep the File name as short as you can without losing the ability to identify the scanned document. Save as type: this must be PDF (*pdf) Select Save Note: If your own scanner does not allow you to rename the document before you save, go into your PDF

folder after you have saved it and rename it in there as per the File name: guidelines documented above.

Viewing the Scanned Document From the top of the OVD screen of the relative Estimate select Image then select PDF

Emailing the Scanned Document via File Transfer From the relative Estimate OVD screen select File Transfer, select Export and then select the Select PDF button You can also select to include the Images, the Estimate & Images, or the Invoice with any PDF files

Emailing the Scanned Document from the OVD Email Button From the relative Estimate OVD screen select the Email button located under OWNER then select the PDF Only option If you want to include the Estimate and Images or the Invoice and Images as well as the scanned document, select Estimate/Images/Scan or Invoice/Images/Scan, select Continue and then select the Select PDF button

Emailing the Scanned Document from the OVD OWNER, DEBTOR, Parts Supplier and Assessor fields From the relative Estimate OVD screen left click into any of the above fields in non-edit mode Click on the Email Address Your selected Recipient will automatically be ticked Select the PDF Only option If you want to include the Estimate and Images, or the Invoice and Images as well as the scanned document, select Estimate/Images/Scan or Invoice/Images/Scan, select Continue and then select the Select PDF button

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Sending Emails from Selected OVD Fields You can Email direct from the OWNER, DEBTOR, Parts Supplier and Assessor fields by clicking into any of those OVD fields in non-edit mode - The Owner and Debtor fields will then display the Contact 1 Name, Phone, Fax and Email details from the

Auto-Quote Debtor records - The Parts Supplier field will then display the Contact 1 Name, Phone, Fax and Email details from the Auto-

Quote Creditor records - The Assessor field will then display the Insurance Co, Assessor Name, Office Phone, Phone, Fax and Email

details from the Auto-Quote Assessor Macro records In any of the above display boxes you can then mouse click directly on the Email Address and the Auto-Quote Email screen will display with your selected Recipient automatically ticked In any of the original above display boxes you can also click on the red dot to access your relative full list Debtor and Creditor lists will display the Code, Co Name, Phone and Fax details The Assessor list will display all details contained in the Assessor Macros

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Differentiating between Functions on OVD Screen Diagram 1

There are many different options available in Estimating and these are referred to as a) Menus b) Links c) Buttons d) Function Keys e) Hot Keys There may be three or four ways to achieve one particular process, eg. to print an Estimate you could press the Function Key F9, or press the Hot Key P, or click on the Est menu and click on the sub-menu Print Assessed Estimate.

Differentiating between Functions on OVD Screen - a) Menus The menus are situated on the top of the OVD and some of the menus have sub-menus.

Est Sub-menus under this menu refer to the Estimate - Add New, Duplicate Estimate, Delete Estimate, Print Assessed Estimate, Print Estimate Work Sheet, Print Clearance Certificate Print Materials Cost Sheet, Print CAT Codes, eMTA View/Print Time, eMTA View/Print Sundry

Function Keys Green Dot Underlined

Wording

Black Dots

Red Dots

Buttons Links Menus

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Differentiating between Functions on OVD Screen - a) Menus Cont.

Est Cont. Some of the above sub-menu functions are explained below - Duplicate Estimate

F6 EXPO2 - Append Estimate Line Items - When you use this option you can select to append estimate line items from one estimate to another. One example might be where you have a nose to tail estimate to write. You have written up the front damage and you know you have recently written another estimate with identical rear damage. From the OVD screen of the rear damage estimate you can select D to Duplicate Estimate, then select F6 EXPO2 to append the rear damage estimate line items to the new estimate you are writing. You simply enter the new estimate number where prompted then select F5 Append. The Cat screen for the new estimate you are writing will then display for you.

Print CAT Codes

At any OVD screen simply click on Est in the top left hand corner Select Print CAT Codes Select the required printer Click on Print

Image Sub-menus under this menu refer to attaching Images and to the Images attached to this estimate - Select, Display, Browse, Print, Image Library, Scan, PDF, and Delete/Move. Under Select is From Floppy, From Hard Disk, From Camera and From Card Reader. Under Scan is Scan Document, Display/Print and Import Scan. Automatic Resizing of Images When you take Images on any imaging device including your iPad or your iPhone or your SLR Camera they are quite large Your Images will be resized automatically when you use any of the OVD Image>Select>From Hard Disk, Camera or Card Reader options There is an initial setup that must be done We have given you a generic example below All Computer and Camera combinations will vary If you need help with this setup please contact an Auto-Quote support representative First you will need to add a new Folder to the same Drive as your Aqwin Folder At the very first Auto-Quote screen where the big icons display make a note of your Program Path: which is located in the bottom left hand corner of that screen In this example Q:\AQWIN is our program path Select the Q:\ drive on your computer and add a New Folder called 1photos When you plug in your Camera or Card Reader generally a window will automatically open. This window is used to redirect the copying of the Images to Q:\1photos Once you have uploaded the Images to the Q:\1photos Folder you can access them through Image>Select>From Card Reader but initially you must first select the Set Up button In the Default Camera Folder: field you must enter Q:\1photos\ In the Select Estimates After: field you should select a date that is approximately 3 months prior to today’s date, but this can be a date of your choosing to suit how far back your current workable jobs go

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Image Cont. You need to tick the Quick Load Images option When you next access Image>Select>From Card Reader the Images will display ready for you to Assign to each respective Estimate Our program allows you to connect your imaging device including your iPad or your iPhone or your SLR Camera into your computer then use the OVD Image>Select>From Camera option. Plug in your imaging device, eg. your iPhone or your iPad or your SLR Camera Go to any OVD screen and select Image>Select From Camera>Set Up In the Select Estimates After: field you should select a date that is approximately 3 months prior to today’s date, but this can be a date of your choosing to suit how far back your current workable jobs go You can then select the Connect Camera option and every Image on your device will display You must make sure you first Untick the Images not required then Tick only the Images required for your first Estimate Some devices will require you to hold down the Shift or Ctrl key on your keyboard while you click on the Images you want to Mark Once you have your selection marked click on the Get Pictures button then Assign them to the required Estimate and those Images will be resized automatically To Assign Images to the next Estimate select the Connect Camera option again and follow the above instructions again

W/Sheet Work Sheet Symbols Click on W/Sheet from the OVD Top Menu and select your required worksheet - If you have ordered a Part or Sublet through the OVD Order function a . (full stop) will display at the start of that

line on the worksheet - If you have received a Part or Sublet through the OVD Receive function a > (greater than) symbol will display at

the start of that line on the worksheet Print a Work Sheet for this estimate in any of the following formats - All Shows each line item with actual quoted hours against each item Total Shows each line item with actual quoted hours as a total against each field eg. R&R, REP etc. (no

individual hours are given against each item) None No hours are shown at all Target Shows each line item with target hours as a total against each field eg R&R, REP etc. Tall Shows each line item with target hours against each item Supp Supplement sheet designed to print out with each job and attach to the relative vehicle. Tradesman

writes on this sheet any extra work he does to the vehicle not already on the worksheet. Estimator can then use this to create a Supplement.

Part Parts List Part 2 The PART2 option is modelled on the original PART Worksheet but does not display the Prices or

the Part Numbers. From the OVD screen of the required Estimate, select OVD Top Menu W/Sheet then select PART2. Select the required printer, click on Print.

Supp 9 Worksheet for Supplement 9 only Labels Parts labels (use Avery L7162 - 16 labels per sheet), for further information refer to Print Parts

Labels on page 57 Paint Sublet Shows each Sublet line item with Status, Description, Price, Ord Date and Cred Code

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File Trans Export, Import, from AQ Imaging. The default Export File Name extension is PDF. Export Email an Estimate

Select File Trans from the OVD Top Menu Select Export Select Est & Images Add>> any Images you wish to Email, Images will be emailed in .JPG format To mark or undo Email Recipients click on the required line To display Email Names commencing with a particular letter just tap that key on your keyboard Click on Export Select Amt Only or Unit Only or Amt & Unit Note: The AQ User option should remain unticked as it is used to transfer Estimates to other

Auto-Quote computers/users. Estimates will be emailed in .PDF format Select Export Options required Click on Next >>

Email an Invoice for a Debtor, Excess, Supp 9, Towing

Select File Trans from the OVD Top Menu Select Export To mark or undo Email Recipients click on the required line To display Email Names commencing with a particular letter just tap that key on your keyboard Select Invoice Only Select the Invoices you wish to Email, Invoices will be emailed in .PDF format Click on Next >>

Export Log Click on File Trans in the OVD Top Menu then select Export Log. This on screen log provides a summary of all Exports and can be sorted by columns. Click on the heading of the column you want to sort by eg Email To and the log will be sorted by email addresses.

Transfer Estimate and Images to another AQ Computer On the computer you will use to send the Estimate and Images

On the same drive as your Aqwin folder, create a new folder call 1work Example Q:\1work Enter the Estimate and Add the Images It is important that you do not action any other processes on the Estimate before it is exported Select File Trans>Export Select the Q:\1work folder from the Export File To: drop down list Add>> required Images Select Est & Images To mark or undo Email Recipients click on the required line To display Email Names commencing with a particular letter just tap that key on your keyboard Select Export Select Amt Only or Unit Only or Amt & Unit Select AQ User.EST Select Next>> If prompted, select required Export Options Select Next>> Complete the email sending process Empty the Q:\1work folder

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Differentiating between Functions on OVD Screen - a) Menus Cont. On the computer you will use to receive the Estimate and Images

Save the email attachments to your Q:\1in folder Select File Trans>Import System defaults to highlight the Q:\1in folder in the Import Estimates From: list Select the .EST File: by highlighting it Select Create Click on OK at the Import Completed! window Select Image>Select>From Hard Disk Select the Q:\1in folder from the Add Image drop down list Select Add All F10 Exit Empty the Q:\1in folder

Reg Estimate Register

Click on any estimate and that estimate will appear behind the register. You can then close the register and view/edit the quote. This register is also handy to open jobs. Click O to Open a job on the highlighted estimate.

Estimate Register 2

Click on Reg in the OVD Top Menu and select Estimate Register 2. This new register displays more Estimates on screen. Use the Hot Key letter O to Open the highlighted job. This Hot Key O will toggle between Open, Close and Cancel.

3rd Party Register

We are still working on documentation for some program functions. In the interim an Auto-Quote support representative will assist you by explaining those functions.

Work in Progress (WIP) Register

Click on Reg in the OVD Top Menu and select WIP Register to display all open jobs. You can also access this register by tapping the Hot Key W at any OVD screen. Click on any open job and that job will appear behind the register. You can then close the register and view/edit the job. The on screen position of this register allows you to view all of the Invoice fields above before making a decision to use the Hot Key C to close jobs. This Hot Key will toggle between Close, Cancel and Open.

Work in Progress (WIP) Register 2

Click on Reg in the OVD Top Menu and select WIP Register 2. This is a report that is similar to the original WIP Register but allows you to see different information. The Est_status column displays any information that is in the Location field on the OVD. The Damage column displays the information from that field on the OVD. The Hot Key C will toggle between Close, Cancel and Open. The total number of jobs and the total value of all Estimates on this report display at the bottom of this report. Clicking on the + button on screen will adjust the Date Out for the highlighted job forward by one day. Clicking on the – button on screen will adjust the Date Out for the highlighted job back by one day. This report can be printed using the F8 Print option.

Estimates Not Job

Displays estimates not converted to jobs

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Reports Invoice - Estimate Analysis

Click on Reports from the OVD Top Menu and select - Invoice - Estimate Analysis, then select Invoice - Estimate Analysis

This report can be done using Invoiced Jobs Only or All Invoices or All Estimates or by Total Loss. Estimates with the TOTAL LOSS macro in the OVD Location field will display on this Total Loss Estimate Analysis Report. You can select a Date Range using the calendars. You can select a particular Debtor or Vehicle or Assessor or Estimate By, or leave these fields blank to include all variances in those fields Click on F8 Start - F1 will toggle between Amt, Hr and Tar and display those choices on screen - F2 PREV and F3 NEXT will move you up and down through each screen - Use F5 to Mark the highlighted record and F6 to Undo the marking - F7 Prints the marked records or prints all records if none have been marked

Invoice - Estimate Analysis - All Invoices Option - the OVD Inv Debtor Invoices display in Black - PAN $, Hr and T column includes Remove & Replace, Remove & Install and Repair & Align

categories - REF $, Hr and T is the Refinish category only - OTH $, Hr and T column includes Unibody Frame, Mechanical, Detail & Clean and

Miscellaneous categories - Part $ is the Parts category only The Misc Items & Materials and Sublet categories do not display individually. The figures for these categories are included in the Debtor Inv $ figure. Any figure in the OVD Excess field has been deducted from the Debtor Inv $ figure. The Inv $ is the only column that includes GST. The OVD Inv Excess Invoices display in Green The Inv $ figure includes GST The OVD Inv Supp 9 Invoices display in Blue The Supp 9 Inv $ figure is the only column that includes GST The F8 Print C option will include the Claim No and exclude the Est By and Ass'r details on the printed report 3rd Party Only Option - you can select the 3rd Party Only option for Invoices or Estimates in this report. You can also select the Total Loss option in conjunction with the 3rd Party Only option to determine how many Estimates fall within these parameters. - The OVD screen must be set to 3rd Party (by clicking on the red dot under DEBTOR) - The OVD Location Macro must be set to TOTAL LOSS (by tapping the K or L keys on your

keyboard) F4 CSV Option - you can export this report in Microsoft Excel Comma Separated Values format by selecting the F4 CSV option. To view the spread sheet open it in your CSV folder, which is located inside your Aqwin folder. F9 PRT L Landscape Print Option - select F9 PRT L to print this report in Landscape. The printed report will separate the Part Sub and Mat amounts that are combined on screen.

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Reports Cont. Invoice - Estimate Analysis Supps

Click on Reports from the OVD Top Menu and select - Invoice - Estimate Analysis, then select Invoice - Estimate Analysis - Supps This report gives you the option to separate Original + Supplements (F4 ALL), just Supplements (F4 Sup), or just Supplement 9s (F4 Sup9), for Estimates and Invoices. F9 CSV Option - you can export this report in Microsoft Excel Comma Separated Values format by selecting the F9 CSV option. To view the spread sheet open it in your CSV folder, which is located within your Aqwin folder.

Invoice - Estimate Mat / Sub Analysis

Click on Reports in the OVD Top Menu to select this report that includes Paint Materials, Body Materials and Sublet items This report can be generated using one of the following options -

Invoiced Jobs Only (OVD Inv Debtor field)

All Invoices (OVD Inv Debtor - Black, Inv Excess - Green, Inv Supp 9 - Blue)

All Estimates You can select a Date range using the calendars You can select a particular Debtor or Vehicle or Assessor or Est By, or leave these fields blank to include all variances in those fields Click on F8 Start The Est Tot is the only figure that includes GST You can view an OVD by using the Enter key on a highlighted Est # or Job # record F1 will toggle between AMT ($ Amount), HR (Allowed Hours), and TAR (Target Hours) and display those choices on screen F2 Previous and F3 Next will move you up and down through each screen Use F5 Mark, to mark the highlighted record and F6 to Undo the marking Use F7 Print, to print the marked records or to print all records if none of them have been marked F8 Mode, in Invoiced Jobs Only and All Estimates will toggle between various reports compiled by Est #, Debtor, Vehicle, Est By, Assessor, Source, Damage, Colour and Year. F10 Exit will take you back to Est#. Columns can be sorted by clicking on the column heading. F8 Print C in All Invoices will include the Claim Number on the printed report

Use F9 PRT L to print the Summary in Landscape You can view the contents of a line record by highlighting that line then using the Enter key. Eg. Highlight and Assessor line in the Ass’r mode report then use the Enter key to view all the jobs that make up that line record.

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Reports Cont. Inv-Est Cost Centre % Analysis

Click on Reports in the OVD Top Menu to select this report This report can be generated using one of the following options -

Invoiced Jobs Only - Sorts by OVD Debtor Inv No

All Estimates - Sorts by OVD Ref No You can select a Date range using the calendars You can select a particular Debtor or Vehicle or Assessor or Est By, or leave these fields blank to include all variances in those fields Click on F8 Start This report combines the D&C and MISC Estimate categories under the MIS heading The TOTAL figure includes the Excess amount but excludes the GST amount The Cost Centre % amounts on this report can also be viewed by clicking on Totals at the top of each OVD F2 Previous and F3 Next will move you up and down through each screen F5 Mode will toggle between % and HR

WIP Analysis

This report allows you to analyse your Work in Progress in $ Click on Reports in the OVD Top Menu and select WIP Analysis or click on the green dot under JOB No on the Owner Vehicle Details screen F8 Mode will toggle between -

Hours, showing Allow, Target, Actual, Remain

Amount, showing Allow $, Actual $, Profit $, Profit %

Worker, showing Worker, Hrs Production In/Out Analysis


Production Out (Daily - Weekly)


Production In (Daily - Weekly)


Sublet - Wheel Alignments

Floor Plan - click on Reports in the OVD Top Menu and select Sublet - Wheel Alignments. You can select a Date Range for this Report. The information in the Date Out field on the OVD is the basis for this selection. Select the From and To dates then click F8 Continue. The information in this Report relies on correct Dates Out being maintained on each Estimate and on the correct set up of your flagged items. To check your flagged items click on the OVD Prod Link then select F7 Shop. Check that the KEY flag (!) numbers match those that you use in your Estimate Cat Codes. If you need further assistance with this please contact the Auto-Quote office for support.

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Reports Cont. Location - IN


Locations Click on Reports in the OVD Top Menu and select Locations.

The Vehicle Location List has an F4 Change option, which allows you to Enter Search Data by Date range for Opened Jobs Only or for All Estimates. The All Estimates option will enable you to include Estimates that do not have Job numbers, for example Locations such as Courtesy Estimate, Prepare Estimate, Assessed No Authority, etc.

Worker Status for To-day


Job Status for To-day


Current Running Jobs


Remaining Hours by Workers -


Job Time History

Select required Estimate then click on Reports in the OVD Top Menu and select Job Time History. This screen will display a detailed report in date order of every log on and log off the Time Clock for each Worker. Each date will display a blue heading. Time Clock daily totals display on screen in aqua. Totals that are displayed under the red Time Card heading have been entered manually either through the OVD Job Cost Link or the OVD Prod Time button. Time Card overall totals display separately on screen in aqua. There is also an F6 Summary option that will display the total times for each Worker by day, the Employee Total for all days and the overall Cost Centre totals. The Worker combined daily totals display on screen in green. Both the F6 Detail and F6 Summary reports can be printed using the F8 Print option.

Idle Workers for the Day


Target Hours & Parts Status


Jobs Not Invoiced


Invoices Not Paid


Remaining Hours (Weekly)


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Reports Cont. Tradesmen Times (Weekly)


Tradesman Start / Finish Time


Tradesmen Efficiency / Bonus

Click on Reports in the OVD Top Menu and select Tradesmen Efficiency/Bonus or click on E - located to the right of the Code/Color field The Calendars will automatically display the current month Invoice Date range. If required select a different Invoice Date range.

Tradesman Code - * will print all Tradesmen. If only one Tradesman is required click on the drop down arrow to make your selection.

Cost Centre - * will print all Cost Centres. If only one Cost Centre is required click on the drop down arrow to make your selection. Eg. MET, REF, U/F, MEC, D&C, MIS

Allow or Target A/T

T - will use the % Rate set in the OVD S (Set UP Parameters) F1 DEFINE COST CENTRES Target Calc % Rate field.

A - will use the Allowed Hours from the Estimate. % of Allowed Hours - if you selected A above you can set the % of Allowed Hours that you want to use for this report. Click on F8 Start This report displays each Tradesman and the Bonus dollar amount per hour

The Bonus amount per Remaining hour is set in the OVD S (Set UP Parameters),

F2 Add/Revise/Delete Tradesmen Bonus Rate field. Each Job the Tradesman has worked on in the invoice date range selected will list with the details from the OVD OWNER, VEHICLE, Inv Debtor and Inv Excess fields and the Cost Centre worked in The Actual hours worked by the Tradesman are deducted from the Allowed or Target hours. Any hours worked by other Tradesmen display in the Other column and those hours are also deducted from the Allowed or Target hours. The Remaining hours display as a % of the Allowed or Target hours in the Eff % column The Bonus is calculated by multiplying the Remaining hours by the Bonus Rate If more than one Tradesman has worked on a Job the Bonus will be divided between them on a percentage basis depending on the time each has worked The number of Jobs is displayed at the bottom of each Tradesman with the total Bonus amount displayed beside the number of Jobs (records) If any Jobs go over Allowed or Target times the Remain, Eff % and Bonus will display negative figures and the total Bonus will be reduced The report can be exported in CSV format to MS Excel using the F5 Export option If required, this report can be used as a monitor system only, without the Actual Bonus being paid

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Reports Cont. Profit Analysis Reports

Click on Reports in the OVD Top Menu and there are 3 quick reports that will display your profit. - Profit Analysis Report (Labour) - Profit Analysis Report (Lab & Parts) - Profit Analysis Report (Cost Centre) With each of these reports you can quickly view the OVD screen by pressing enter or double clicking on any selected Estimate Line. The Profit Analysis Report (Lab & Parts) will display Part Sales and Part Profit in $ values on screen. F8 MODE will toggle between various reports complied by Est, Debtor, Vehicle, Est By, Assessor, Source, Damage, Colour and Year. Columns can be sorted by clicking on the column heading. F10 Exit will return you to display by Est. You can view an OVD by using the Enter key on a highlighted Est record. You can view the contents of a line record by highlighting that line then using the Enter key, eg. Highlight an Assessor line in the Ass’r mode report then use the Enter key to view all the jobs that make up that line record.

PM/BM Analysis Report

Click on Reports in the OVD Top Menu to select this report This report can be generated using one of the following options They are all displayed by Job # -

Invoiced Jobs Only - Sorts by Job No

All Invoices - Sorts by Job No

All Estimates - Sorts by Job No You can select a Date range using the calendars You can select a particular Debtor or Vehicle or Assessor or Est By, or leave these fields blank to include all variances in those fields Click on F8 Start Use F1 to toggle between Dollar AMT and Hour HR values

This report displays the Paint Set Up Times (PSU1 PSU2), Panel Consumables (Pan C), Paint Consumables (Ref C), Paint Material (Liquids) by group (LS1 LS2 LM1 LM2 LM3 LM4) in both the F1 Amount $ and the F1 Hour options. The R&R Weld Allowance (Weld A) and Environmental Allowance (Env) only display in the F1 Amount option Supplement items are included in the calculations. Single Panel Mask Allowances are NOT included in this report. The Total figure is GST exclusive. F2 Previous and F3 Next will move you up and down through each screen Use F4 Average, to view the overall average Dollar or Hour figures for the jobs on the report Use F5 Mark, to mark the highlighted record and F6 to Undo the marking. Use F7 Print, to print the marked records or to print all records if none of them have been marked

F10 Exit

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Reports Cont. Estimate Not Jobs

This report can be used to chase up work Click on Reports in the OVD Top Menu to select this new report. This report can also be accessed by clicking on Reg in the OVD Top Menu. Select your Estimate Date range using both the calendars You can select a particular Debtor or Vehicle or Assessor or Estimate By, or leave these fields blank to include all variances in those fields Click on F8 Start The Est# report will display on screen Columns can be sorted by clicking on the individual column headings F1 will toggle between AMT ($ Amount), HR (Allowed Hours), and TAR (Target Hours) and display those choices in the column headings on screen PAN $, Hr and T column includes Remove & Replace, Remove & Install and Repair & Align categories REF $, Hr and T is the Refinish category only Part $ is the Parts category only The $ figures in these columns are exclusive of GST The Unibody Frame, Mechanical, Detail & Clean, Miscellaneous and Sublet categories do not display individually. The figures for these categories are included in the Est Total. The Est Total is the only column that includes GST Any $ figure in the OVD Excess field is ignored by this report You can view the OVD of any Est line records by highlighting that line then using the Enter key, or by double clicking on the line The total number of Estimates in the displayed report can be viewed at the bottom left of the screen and on the printed report The Total Est $ figures (exclusive of GST) for PAN, REF and Parts for the Est# report can also be viewed at the bottom of the screen and on the printed report The Total Estimate Hrs and Total Target Hrs also display at the bottom of the screen and on the printed report F2 Previous and F3 Next will move you up and down through each screen Use F5 Mark, to mark the highlighted record and F6 to Undo the marking Use F7 Print, to print the marked records or to print all records if none of them have been

marked F8 Mode, will toggle between various reports compiled by Debtor, Vehicle, Est By, Source, Damage, Colour and Year. The columns in these reports display Estimate $ values for Pan, Ref and Parts (all excluding GST), Allowed Hours and Target Hours. F10 Exit will take you back to Est#. You can view the contents of a line record by highlighting that line then using the Enter key, or by double clicking on the line. Eg. Highlight Toyota in the Vehicle mode report then use the Enter key to view all the Estimates that make up that Toyota line record.

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Rate To Edit Rate screen. Estimate is the hourly rate that the quote is written in, and Assessed is the hourly rate allowed by the insurance company. The rates can also be changed in the CAT screens with F5 Rates. Click on the red dot to match the estimated rate with the assessed rate. Materials Non NTAR Clients To set the Paint Material and other Body Material for a job click on Rate at the top of the required OVD. This $ value is multiplied by the total hours in the R&A and REF categories in that Estimate to calculate the total $ value of the materials. This $ value prints out on the Estimate and on the Invoice. Materials To set the Paint Material and or the Body Material for a job click on Rate at the top of the required OVD. This $ value is multiplied by the total hours in the R&A and REF categories in that Estimate to calculate the total $ value of the materials. This $ value prints out on the Estimate and on the Invoice.

Diff Displays the difference between original estimate and assessed assessment This screen can also be displayed using the OVD Hot Key Alt D

Totals When supplements are added, this is the only screen that shows the total of the supplement by R&R, etc, unless printing a quote. Also shows Supplement 9 (owner’s private work). These totals are also shown at bottom right of OVD screen S1, S2+, S9. The totals can also be accessed within the CAT screen F1 Total.

Profit The Job Profit Control Report (Alt J in DOS)

NRMA The Online Repair Management System with IAG/RACV

ADJ The Adjustments on this quote (for NRMA jobs only)

N DEL Keeps a record of how many days it is between when you send the quote, and when you receive the adjustments back from IAG

QMS The QMS/Suncorp/CSA System

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Differentiating between Functions on OVD Screen - b) Links

Times Shows target, actual, remaining hours on this particular job. Click on the cross on the top left to close window and return to Links screen. This option displays the name of the most recent Tradesman who was costed to each Cost Centre for the Job currently on screen. The Act Hr figures come from Times entered either through the OVD Prod Time function, or through the Time Clock. The Tar Hr, Act Hr and Rem Hr for each of those Cost Centres are also displayed. These Tradesmen come from the OVD Set Up Parameters F2 Add/Revise/Delete Tradesmen. This Link can also be used to record the Worker assigned to the Job currently on screen even if you don’t enter Times To use this feature you must first set your Workers up in the Worker Macro fields Click on the M Set Up Macros button at the end of the second address line on any OVD Highlight the field under Worker and to the right of Met at the top right of the Edit Macros screen Use the Tab key on your keyboard to access the Edit Macros Met Worker table Add your Panel Workers then click F10 Exit when complete Repeat the same process to add Ref, U/F, Mec and D&C Workers in corresponding fields When you have your Workers set up in here all you have to do to assign them to a Job is click on the OVD Times Link, then right click on the word Pan, Ref, U/F, Mec or D&C until the required Worker is displayed in the corresponding field

Phone Auto-Quote Phone Book where you can add contacts in one of three Phone Directories

Job Cost Entering Tradesmen Times for this particular job

Accounts MoneyWorks Accounting

Prod Production In and Out reports Daily Production In and Out Click on the OVD Prod Link then make required selections. The amounts in the Daily Total and Running Total on the reports are the sum of the Excess, Supp9 and the amount on the far right to be invoiced to the insurance company. When the F9 Print option is used the Status is displayed on the far right hand column of these reports If the F5 Screen option is used first followed by the F8 Print option the Status will not display on screen or on the printed report The Print Box option is only available when the F9 Print option is used

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Differentiating between Functions on OVD Screen - b) Links Cont.

Parts DB The Auto-Quote Parts Database and NRMA times MAKE-MODEL Selection It is much quicker for you to go directly to the make and model by using the Make-Model table on the lower right hand side of the screen Example - Press H for Holden and then click on Holden Commodore in the Make-Model table on the right hand side and all the Commodores will be displayed on the left hand side for you to make a selection Edit Cat Codes Access this function from the Parts DB Link in the top right hand corner of any OVD screen, or from the Parts icon at the main icon menu screen From the Auto-Quote Parts Cat Codes Scan screen tap the letter C on your keyboard then highlight the CAT Cat Codes Scan line Select F7 EDIT You can insert and delete lines as you require and you will find that the length of the Description field has increased to accept more characters than it previously did

Job Sum Job Costing Summary report for this particular job (DOS function was Alt S)

Reports Report Writer This is a valuable management tool. You will find standard reports already loaded into your Auto-Quote system. You can also generate you own reports, limited only by your own creativity and imagination. To access this module click on the Reports Link button from any OVD screen Portrait reports are up to approximately 117 characters and can be screened, printed and exported to MS Office Excel in a Comma Separated Values (CSV) File Landscape reports are up to and including 167 characters and can be screened, printed exported to MS Office Excel in a Comma Separated Values (CSV) File Reports exceeding 167 characters can be screened and exported to MS Office Excel in a Comma Separated Values (CSV) File. These reports cannot be printed. The Job O/C/E/X field can be used at the >>>Enter Search Data screen to separate the type of Jobs you want included in your reports O will include all OPEN Jobs C will include all CLOSE Jobs E will include Estimates Not Jobs (Estimates that do not have a Job Number) X will include all CANCEL Jobs

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Reports Cont. Report Writer Cont. a) Print a Report Select F8 Print Report, then click on an existing report then use the Enter key on your keyboard. You can also double click on the required report. In this example we will select a Report called All Estimates Report. You can modify the Report Name if required for individual print outs Use F1 Continue Select Screen then use F1 Continue Enter your required search data. Only one search option is needed, however more than one can be used. Eg. 01/01/09-31/12/10 entered in the Estimate Date field, and *FORD entered in the VEHICLE field, would select all Estimates written on Fords for that Date range. The columns would be those contained within the selected Report, eg. All Estimates Report. Use F5 Search Highlight your required sort field. Your Report will compile in that order. This can also be a field that was not included in your search data, or not in the selected report columns. F3 PRNT to print a single line format with a grand total F5 HDR to print with the sort option selected as a header F6 SUBA to print with the sort option selected subtotalled and a % analysis for each subtotal F7 SUBT to print with the sort option selected subtotalled Your Report will display on screen The total number of screens for your Report is displayed in the bottom left hand corner Use F8 to Print If your Report is more than 1 screen in length, you will be prompted by the PRINT OPTIONS screen to enter the From and To Screen numbers you require. Use F8 to Print You can select the required Number of copies: at the Select Printer screen Use F10 Exit to Enter new Search Data or to Select a new Sort Field. Use F9 Finish if you have finished using the reports module.

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Reports Cont. Report Writer Cont. b) Export a Report to MS Office Excel Select F8 Print Report, then click on an existing report then use the Enter key on your keyboard. You can also double click on the required report. In this example we will select a Report called All Estimates Report. You can modify the Report Name if required for individual print outs Use F1 Continue Select CSV File then use F1 Continue The CSV file output will default to Q:\AQWIN\CSV\All Estimates Report.CSV You can select a different destination if required Use F1 Continue Enter your required search data. Only one search option is required, however more than one can be used. Eg. 01/01/09-31/12/10 entered in the Estimate Date field, and eg. *FORD entered in the VEHICLE field, would select all Estimates written on Fords for that Date range. The columns would be those contained within the selected Report, eg. All Estimates Report Report. Use F5 Search

Highlight your required sort field. Your report will compile in that order. This can also be a field that was not included in your search data, or not in the selected report columns. Use F3 Print, your report will display on screen Export data to, eg. Q:\AQWIN\CSV\All Estimates Report.CSV Completed! will display on screen Note: In the example above Q:\ is the drive, AQWIN\CSV are the folders and All Estimates Report is

the name of your Report. Click on OK You can then go to the above location to view the report in a basic Excel format You can then edit the Excel spread sheet to your requirements Use F10 Exit to Enter new Search Data or to Select a new Sort Field. Note: If you select F10 Exit to change your Search Data or your Sort Field, the first CSV Report File you

created will be overwritten. To avoid this you must continue to Exit back and Enter a new Report Name for your subsequent report/s to save your different format/s.

Use F9 Finish if you have finished using the reports module.

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Reports Cont. Report Writer Cont. c) Edit a Report Select F7 Edit Report Click on an existing report then use the Enter key on your keyboard. You can also double click on the required report. You can modify the Report Name if required for individual print outs Use F1 Continue, the existing columns will be numbered. You can edit this numbering. The columns must number from 1 upward with no numbers missing. F2 Col Hdr, this function is used to change the name of the column heading. Click into the required numbered field then select F2 Col Hdr. Type the required wording in the New Header field then use F10 Exit. Example: The OVD REF No field is currently headed Estimate No on the Reports. You may wish to change that Header to something else. F4 Mode, this function is used to change the field lengths for the selected report. Type the new length in the required numbered field then use F3 Save if you have finished editing this report, or use F4 Mode again to return you to the Edit Report Columns screen. F5 Add New Column, this function is used to include the individual Cost Centre amounts. Use F1 Add CC. Type in the column numbers in the required CC fields. T.O. is Time Out. Use F10 to Exit back to the Add Extra Columns screen. You can also show a subtotal of a combination of the Cost Centre columns. Eg. You may want to see the P.M. and B.M. amounts separately but you also want to see the combined total of these two amounts. If you have them numbered, eg. 14 and 15 you can type, eg. 16 in the COL field, eg. MAT in the Header field and 14+15 in the Formula field. Eg. You may have used, eg. 7 in the Estimate Amount field, 8 in the Sup 1 Amount field, and 9 in the Sup 2+ Amount field but you also want to see the combined total of these three fields, so you would use the Add Extra Columns option with, eg. 10 in the COL field, eg. Est Tot in the Header field and 7+8+9 in the Formula field. Use F10 Exit to return you to the Edit Report Columns screen d) Add a Report Select F6 Add New Report Type the new report name in the field then select F1 Continue Number each field required for this new report from 1 upwards. This numbering determines the order of the columns across the top of the report. The width of the report displays in the message line down the bottom of the screen on the right hand side. (Portrait) or (Landscape) will also display. When the report width becomes suitable only for export to MS Office Excel in a Comma Separated Values (CSV) File, you will be asked to confirm this. Use F2 Col Hdr to change the name of the column heading. Click into the required numbered field then select F2 Col Hdr. Type the required wording in the New Header field then use F10 Exit. Use F5 Add New Column as explained in the Edit a Report section above Use F4 Mode to display the character length of each selected column. If required you can edit these field lengths. Use F3 Save when you have finished adding your new report. This new report will be saved in the report selection list.

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Reports Cont. Report Writer Cont. e) Delete a Report Select F1 Delete Click on the required report then use the Enter key on your keyboard. You can also double click on the required report. You will be asked to confirm if you want to Delete Report: and the name of the selected report will display. You will be given Yes and No options. If you select Yes the name of the report followed by Deleted! will display. Click on OK.

Est Cal Estimate Calendar

Sales Cal Estimate Calendar

WIP Labour Cost Centre Analysis on all Jobs that are set to OPEN on the OVD screen Next Booking Day Click on the OVD WIP Link button then use F8 Mode You can set the Working Hours/Day and the Working Days/Week to suit your own business Click on F7 Set In the Working Hours/Day field key in the number of productive hours in a day for your shop In the Working Days/Week field key in the number of productive working days in a week for your shop Click on SET

The Next Day that work can be booked in for each Cost Centre will display and will be calculated using the information have entered above Days Column If you are using the OVD IN and OUT fields accurately you can use the information in this column to determine the number of days a vehicle was in for repairs The number that displays in the Days column is picked up from the OVD screen and is the lower of the two numbers to the right of the OVD Prod Time button This number is determined by the dates in the OVD IN and OUT fields F1 CHANGE option allows you to Enter Search Data by Date range for Opened Jobs Only and for All Estimates by Est Date and for Invoiced Estimates and Debtor’s Invoices by Inv Date F9 EXPORT option allows the analysis to be exported in CSV format to MS Excel

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Gen Inv Create a General Invoice Gen Inv excl GST - you can enter General Invoices with 0.00 GST through the OVD Gen Inv Link

Prod Cal Productivity Calendar

Parts Profit Parts/Sublet Profit Analysis (month by month)

Profit Labour Profit Analysis

Letter Merging Letters in Estimating and Creating Letters through WordPad

Est Reg The Estimate Register showings all Estimates (DOS function was Ctrl E)

O/R Parts O/S Parts Link button on your OVD screen has changed to the O/R Parts Link button

If you left click on this Link it displays Outstanding Parts by Creditor

Right click on this O/R Parts Link to access your Received Parts Summary The Received Parts Summary can provide you with a multitude of information. For example, you might want to know how many Front Bumper Bars you have purchased from a particular Supplier over a certain period of time Set the Receive Date range required on each calendar then select F8 Start. The Receive Date is the date you used at the Creditors Incoming Invoice Confirm Inv No/Date/Amount Calendar screen when you entered your Creditor Invoice through the OVD Receive button. The columns can be sorted by left clicking on the required column heading. The Creditor Invoices entered through the OVD Receive button within your selected Receive Date range will display on screen

You can select F5 to MARK and F6 to UNDO selected line records

You can select F4 to EXPORT the entire Summary that is on screen, or to export only your marked line items, to a Microsoft Excel Comma Separated Values File. The default CSV File Output To is the CSV Folder within your AQWIN Folder.

You can select F7 to PRINT the entire Summary that is on screen, or to print only your marked line items. The printed version will include an S column showing if the Job is set to OPEN O, CLOSE C, or CANCEL N and it will also include the Vehicle and Rego details. The CSV version will display all of the above details plus the Owner details.

Adj Reg Shows all estimates, with the right hand columns showing the decreases and increases that the assessors have made to the original quote

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Notes Notes stored on this particular job. The button will appear red if any notes are stored and will have a number next to it indicating how many notes are stored. Estimate Indicators AQ Estimate indicators enable you to choose where individual notes are printed. These areas include the Estimate, Worksheet, Debtor Invoice, Excess Invoice and Production reports. You can also choose to display a comment on screen only. The indicators can be used in the Estimate Categories or in the Estimate Notes which are accessed through the OVD Links menu. If you are using them in the Estimate Categories you must ensure all Hrs and Amts columns on that line are left at 0.00. To activate the notes or comments use a full stop followed by the relevant indicator, followed by a space, followed by the note or comment. .E will print the note on the Estimate only .W will print the note on the Worksheet only .I will print the note on the Debtor Invoice only Example: Date In: 01/06/2009 Date Out: 12/06/2009 .O will print the note on the Excess Invoice only .. will print the note on the Production Report only .C will display your comment on screen only. The comment will not print on any document and it will not File Transfer to any Insurance Company, eg AAMI, NRMA, QMS etc.

Differentiating between Functions on OVD Screen - c) Buttons The Buttons appear all over the OVD. Place your cursor over the button to view its function.

Email Button The Email button is located under OWNER on the left hand side of the OVD screen Microsoft Outlook Email Program If you are using the Microsoft Outlook Email Program, the Auto-Quote Program allows you to edit as you would normally do in your Microsoft Outlook Send window before sending the email To set this up go to the Main Auto-Quote Menu (Big Icons Screen) Hold down the Alt key then tap the F12 key at the same time Ensure there is a Y in the OL box Remove any ticks that might be in 7L or 7O Do this in each of your computers Select Save When you select Send from any emailing option within the Auto-Quote program, your normal Microsoft Outlook Send window will now display on screen, allowing you to edit as required before you Send the email from your Microsoft Outlook program Email an Estimate/Images/Scan From the relevant OVD screen Click on the Email button Select the required Recipients - If you have an email address set up within your Debtor or Creditor record in Auto-Quote, or in your Assessor

macro it will automatically display based on the information you have used on this OVD screen - If the email address is not displaying you can enter it into the Recipient: field then use the Save Email

Address button if you want to retain that email address Select Estimate/Images/Scan Attachment If required you can edit the Email Subject: and Notes: Click on Continue Add>> any Images you wish to Email, Images will be emailed in .JPG format

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Differentiating between Functions on OVD Screen - c) Buttons Cont.

Email Button Cont. Email an Estimate/Images/Scan Cont. Select Est & Images Note: If you want to Email Images only to a Parts Supplier remove the tick from Est & Images then tick the

Images Only option then select Send then select the Export JPEG option then click on Next>>. Click on Send Select Amt Only or Unit Only or Amt & Unit Note: The AQ User option should remain unticked as it is used to transfer Estimates to other Auto-Quote

computers/users. Estimates will be emailed in .PDF format Click on Next >> Select Export Options required Click on Next >>

Email an Invoice for a Debtor, Excess, Supp9, Towing/Images/Scan From the relevant OVD screen Click on the Email button Select the required Recipients - If you have an email address set up within your Debtor record in Auto-Quote or in your Assessor macro it will

automatically display based on the information you have used on this OVD screen - If the email address is not displaying you can enter it into the Recipient: field then use the Save Email

Address button if you want to retain that email address Select Invoice/Images/Scan Attachment If required you can edit the Email Subject: and Notes: Click on Continue Select the Invoices you wish to Email Click on Next >> Add>> any Images you wish to Email, Images will be emailed in .JPG format Click on Send Note: The AQ User option should remain unticked as it is used to transfer Estimates to other Auto-Quote

computers/users. Invoices will be emailed in .PDF format Click on Next >> Email Merge Letter From the relevant OVD screen Click on the Email button Select the required Recipients - If you have an email address set up within your Debtor or Creditor record in Auto-Quote or in your Assessor

macro it will automatically display based on the information you have used on this OVD screen - If the email address is not displaying you can enter it into the Recipient: field then use the Save Email

Address button if you want to retain that email address Select the Merge button Select the File Name of the Letter you wish to merge Select F8 Merge Click OK at the Merge Completed window Select Continue Click on Send

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T Display / Print Tradesmen Times

P Profit Report

X Time Clock Upload Images from the Time Clock and the Small Time Clock Use the F1 IMAGES function to do this Please refer to the instructions in the Automatic Resizing of Images section for further information

S Set Up Parameters F9 Add/Revise Material List - any changes made in this area will be reflected in all new Estimates If the above changes are required in an existing Estimate use the Clear button in the PM/BM Cat, followed by F9 OVD. When you go back into the PM/BM Category the changes will reflect in the existing Estimate. Freight % - Mark Up % - WA Program If an Insurer allows you a Mark Up % and a Freight % on your Parts, there is no need to manually calculate and add Freight to your Estimate. Click on the OVD S (Set Up Parameters) button then select F7 Set Estimate Rates. F5 Search for the required DESC field Debtor. F8 Edit. Check that the allowed % of Mark Up is in the MU field. Enter the required % in the FRT field. F3 Save. If you have the Code for this DESC set up in the Rate Code field of the corresponding Debtor (OVD S Set Up Parameters F3 Debtors) and you select that Debtor on your Estimate OVD, the program will automatically calculate the Freight amount based on the entries in the Parts category of your Estimate.

M Set Up Macros

C Command Prompt

Prod Time Enter Tradesmen Times This function is used to enter the Tradesmen's Time Cards.

Select the correct Day and Date for the Time Cards you are keying in using the F3 DAY or the F4 DAYB functions. F3 will take you forward by day. F4 will take you back by day. The Day and Date display at the top of this screen.

Highlight the Tradesman in the list on the left hand side. Use the Up or Down arrow keys on your keyboard, or the scroll bar on the right hand side of this list. Click on the required Tradesman. The Tradesman's Rate and Time % will display at the top of this screen. Tap the Enter key on your keyboard.

Key in the Job number. If you prefer you can simply highlight the Tradesman then highlight the Job. This will automatically put that Job number in the entry field for you. Tap the Enter key on your keyboard. The Tradesman's default Cost Centre will display. This can be changed if required. The CC numbers and matching Descriptions are displayed at the bottom of this entry screen. Tap the Enter key on your keyboard. F2 Time - this option will make it very easy for you to make a manual adjustment to any Time Clock times

You can also use it when keying in times from a daily Time Card

You can use the F2 Time option when your cursor is in the Hours field An Enter Job Times screen will display showing your chosen Tradesman, Job number and Cost Centre

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Prod Time Enter Tradesmen Times Cont. Using the Calendar you can also Select a different Date, if required

You can select the Hours, Minutes and AM or PM in the Start Time and the End Time using the drop down lists, or you can key the exact Start and Finish Minutes in if required

F3 Save your selection Key in the number of Hours from the Tradesman's Time Card. Tap the Enter key on your keyboard.

The number of Pay Hours can be changed if required. Tap the Enter key on your keyboard.

Confirm the Date.

If the Tradesman is not set at 100% Time, the Adj. Hrs will automatically calculate for you. The cumulative Actual hours for this Cost Centre will display.

The Target hours will display. The Remain hours for this Cost Centre will display.

The Owner and Rego will display.

Follow the above procedure for each Job on the Tradesman's Time Card.

Use F8 to save your entry for this Tradesman.

Follow the above procedure until all Time Cards have been entered.

If you attempt to enter times to a closed or cancelled job that has not been invoiced a warning will display stating that eg Job 1234 Not On The List, Continue? Yes No.

You will also be given this warning and option if you attempt to enter times to a closed or cancelled job that has already been invoiced.

From the required OVD screen left mouse click on the red IN or OUT above the Inv Debtor button. Select required Month/Year/Day/Time then use F3 SAVE.

Date In/Out and Time In/Out If you do not wish to set a Time use F5 Date Only.

Date Out can be adjusted using Ctrl Up Arrow or Ctrl Down Arrow at the OVD screen.

Time Out can be adjusted using T (+15 mins) or R (-15 mins) at the OVD screen. It can also be erased using E at the OVD screen.

Time In can be adjusted using Alt T (+15 mins) or Alt R (-15 mins) at the OVD screen. It can also be erased using Alt E at the OVD screen.

Inv Debtor Shortcut to invoice the debtor for this job. We recommend that you use the F2 INV Function Key to invoice the debtor so you are able to access the Inv Type and date options

POI To reprint the debtor invoice for this job at any time after invoicing. Do not use Recall the Invoice to obtain an extra printed copy.

Inv Excess Shortcut to invoice the excess for this job

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POI To reprint the excess invoice for this job at any time after invoicing. Do not use Recall the Invoice to obtain an extra printed copy.

Inv Supp 9 Shortcut to invoice the Owner's private work. You can select any Debtor for this Invoice. We recommend that you use the F2 INV Function Key to invoice the Owner so you are able to access the Inv Type and date options.

POI To reprint the supplement 9 invoice for this job at any time after invoicing. Do not use Recall the Invoice to obtain an extra printed copy .

List Shows a chronological list of parts ordered, received and returned for this job and the supplier

Order Order Parts, for further information refer to Ordering Parts on page 56 Price Parts, for further information refer to Parts Price Requests on page 7

Receive Receiving parts and sublets

Return Returning parts

Inv Tow To invoice the towing for this job

POI To print the tow invoice for this job at any time after invoicing. Do not use Recall the Invoice to obtain an extra printed copy.

E Edit Estimate, edit the estimate OVD

C Cat Screen, R&R’s in edit mode for this job

X Exit to the Main Menu

E Tradesmen Efficiency / Bonus Report

F Floor Plan

Rep Car Replacement Car Control, for further information refer to Replacement Car Control on page 51

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S SMS Set Up From any OVD screen Click on the S button which is located in the lower middle of the screen Click on SET UP In Send Messages Via select SMS Email Server

In SMS Server type in what has been determined by your provider, eg. it might be ozesms.com if your provider is Ozefax

Note: The @ symbol must not be typed in to the SMS Server field in the Auto-Quote program. In Default Country Code type in 61 Tick Save SMS To Notes This will record the Message details in your Estimate Notes Click EXIT Send SMS Note: The number in the OVD Mob field must be keyed in without any spaces. From the required OVD screen Click on the S button which is located in the lower middle of the screen Select a previously stored message from the Select Message drop down list or type up a new Message Click SEND Follow the on screen prompts which will be specific to your individual email program, eg. Microsoft Outlook provides an opportunity for you to edit in their email window prior to sending the message

J Job Status - next to the S2+ Supplement Preview Button. This function can be used to record the Tradesmen assigned to the Job currently on screen. Right click on the required operation, eg. PAN, then double click the Tradesman from the list that displays. If the Estimate has been zeroed out, the relevant boxes in the Job Status section will revert to unchecked. The Estimate and Parts Status boxes will remain as they were prior to the zeroing the Estimate.

Differentiating between Functions on OVD Screen - d) Function Keys The Function Keys appear at the bottom of every screen and you can click with your mouse or use your keyboard to activate that process. Each screen has different function keys.

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Differentiating between Functions on OVD Screen - e) Hot Keys

From the OVD screen - Non Edit Mode ENTER To Edit SPACE To Diary Down Arrow Search Estimate Back Up Arrow Search Estimate Forward Ctrl Up Arrow Day Out Forward Ctrl Down Arrow Day Out Back A Add a New Estimate B Browse Jobs C Calculator D Duplicate an Estimate, for further information refer to Duplicate Estimate on page 18 E Erase Time Out F Production Floor Plan G GST Calculator H Help I Images J Job Profit Control - to access this report use the Hot Key J from the relevant OVD screen Top Screen Each Category is displayed down the screen. Beside each category are the ESTIMATE assessed Hrs and $. The Rate is the Cost Centre Rate from Set Up Parameters. This rate is used to set the target times. K Location Back L Location Forward

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Differentiating between Functions on OVD Screen - e) Hot Keys Cont.

From the OVD screen - Non Edit Mode Cont. M Main Menu N Notes O Order Parts, for further information refer to Ordering Parts on page 56 Price Parts, for further information refer to Parts Price Requests on page 7 P Print Estimate Q Quick to R&R R Reverse Time Out S Change Status T Time Out Forward U Job Time Report - this report can be accessed directly from the OVD screen, or from within the OVD B Job Register, by using the Hot Key U - It provides an analysis of Time Clock times for the selected Job by Date and Worker. - It displays a Cost Center break up which also includes OVD Prod Time times and OVD Job Cost Link times. - F6 Summary displays all Time Clock times by Worker. V Preview Estimate - check Estimates on screen prior to submitting them to Insurance Companies or Owners. You can also select F6 Hr + $ button to quickly display both Times and Dollars together on the one Estimate Preview screen W Work in Progress X Time Clock Upload Images from the Time Clock

Use the F1 IMAGES function to do this Please refer to the instructions in the Automatic Resizing of Images section for further information

XX Time Clock Non-Charge Y Enter Tradesmen Times Z Zero Estimate

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Differentiating between Functions on OVD Screen - e) Hot Keys Cont.

From the OVD screen - Non Edit Mode Cont. Alt D Difference Screen Alt X Small Time Clock Clocking On

When clocking onto a Job, your default Cost Centre can be changed by clicking on it until your required Cost Centre displays. This change can only be made after the START and CHANGE buttons display on screen.

Upload Images Use the F1 IMAGES function to do this Please refer to the instructions in the Automatic Resizing of Images section for further information

Alt F12 Workers Status + Add a new Supplement = Creditors Incoming Invoice

From the OVD screen - Edit Mode Tab in any field that has a drop down arrow will bring up selections already available for that field. Enter takes you to the next field.

Other Functions Available in Auto-Quote On the OVD you will notice underlined wording and also some large circles next to some wording. Some options are underlined for emphasis and some have further functions.

Underlined Wording

Ref No Prints a quote sheet

Job No Allocates a job number to the quote - shows job open. Click again to close job. Click again to cancel the job. The black dots directly underneath the job number allow you to search forward and backwards through open jobs.

Owner For emphasis

In A calendar to allow you to enter date in

Out A calendar to allow you to enter date out

Debtor Displays a list of estimates allocated to the debtor nominated in the field, eg. NRMA - displays list of estimates for NRMA

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Other Functions Available in Auto-Quote Cont.

Underlined Wording Cont.

Parts For emphasis

Vehicle For emphasis

Estimate Brings up a preview of the Estimate

Est Total For emphasis

Other Wording

Blue Word - Location The Location Status register will compile an instant list of all Estimates that have had the OVD Location set to IN To set the Location left click on that word on the OVD screen

IN indicates that the vehicle is on your premises

DONE indicates that the vehicle is finished Left clicking on the word Location toggles between IN, DONE and no Location and requires confirmation of each change To display the Location Status Register click on IN at any OVD screen Full details of this Register are available on page 48

Blue Word - Status The File Pending Register will compile an instant list of all Estimates that have had the OVD Status set to FP To set the Status left click on that word on the OVD screen

F indicates a paper file has been created for this Estimate

FP indicates this Estimate is active, but the Job is not active, temporarily eliminating it from the Time Clock Job Register

Left clicking on the word Status toggles between F, FP and no Status To display the File Pending Register click on FP at any OVD screen

Red Dots All red dots next to a field are a quick edit feature for that specific area

Owner Tab in this field to select an existing Owner or type the details in if the Owner is not in the existing list

Est By Enter Estimated by

Right of Debtor Tab in this field to select an existing Debtor or type the details in if the Debtor is not in the existing selection list

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Red Dots Cont.

Under Debtor Toggle switch to indicate 3rd party

Parts Supplier Tab in this field to select an existing Creditor or type the details in if the Creditor is not in the existing list

Vehicle Enter Vehicle details

Claim No Enter claim number

Assess Date You can set the OVD Ass Date using a new calendar by clicking on the word Date in the heading Ass Date in the assessing area of the OVD. Select the required date and the relevant Estimate then F3 SAVE.

Assess Date Report By clicking on the word Ass in the heading Ass Date in the assessing area of any OVD screen you can see what is due for assessment today. When the vehicle arrives at your premises, click on the OVD word Location (in blue). This action will display IN in red beside Location and will also display a tick to the left of the Owner’s name on the Assess Date report, the Production In report and the Production Out report to confirm that the car is actually on your premises. The name in the OVD Assessor field will also display on the Assess Date and the Production In reports. If you have selected Y (Yes) in the OVD A (Authorised) field (to the left of Assessor field) a tick will display to the left of the Assessor’s name on the Assess Date report and Production In report to confirm that the Estimate has been authorised. IN will display the Production In Report OUT will display the Production Out Report Assessments F9 ASSESS will display the Assess Date Report again The + button will display forward one day The – button will display back one day The Cal button will allow you to select any date These reports can be printed using the F8 Print option

Assessor Enter Assessor’s details

Owners Instructions Enter owner’s instructions

Excess Enter excess

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Black Dot

Location Status Register This dot is located to the left of Location and to the right of Supp in the top left hand corner on any OVD The Location Status Register enables you to effectively plan and manage your jobs within the workshop quickly and efficiently. To enable the correct use of this Register you must first set up your Macros for Location and Status. Select M (Set Up Macros) from any OVD then use the tab key to access the Edit Macros table for each of these fields. To record or change the details in the Location field use the K or L keys on your keyboard in non-edit mode at the OVD screen of the required Job. To record or change the details in the Status field use the S key on your keyboard in non-edit mode at the OVD screen of the required Job. If you are not already entering Times to your Jobs, but you wish to do so, you will also need to add your Tradesmen first. Select S (Set Up Parameters) from any OVD, then select F2 Add/Revise/Delete Tradesman. If you do not want to enter Times to your Jobs, but you do want to keep track of which Worker is on which Job you simply need to add your Workers in their relevant Macro field by selecting M (Set Up Macros) from any OVD screen then using the tab key to access the Edit Macros table for the Met Ref U/F Mec and D&C Worker fields. These Macro fields are located at the top right corner of the Edit Macros screen. To display the Location Status Register click on the black dot located to the left of the word Location and to the right of the Supp field in the top left hand corner of any OVD screen This Register displays all Jobs that have the OVD blue word Location set to IN To set this left click on the OVD blue word Location. It toggles between being left blank, to IN then onto DONE and requires confirmation of each change. You can sort the Register by clicking on any of the headers The OVD for the selected ► Job will display on screen behind the Location Status Register You can Open/Close/Cancel the selected Job by using the hot key O to toggle through these functions You can set the OVD Location to Done for the selected Job by using the Hot Key D You can change the Out date by clicking on the + and – buttons at the bottom of the Register. F2 Mode - use this to toggle through the lists located at top right hand corner to select Location, Status, or

Worker lists. You can also right click on the header of these lists to toggle through the options - the associated totals for Location, Status or Worker are displayed in these lists.

F3 Print - will print the Location Status Register in full

F8 Set - select your required search option in the Location, Status or Worker lists in the top right hand corner by left clicking to highlight the line yellow, then select F8 SET to display those Jobs on screen. If you select a Location then select F8 Set all the current Jobs for that Location will list on screen and summarise at the bottom of the screen. This same principle applies to the Status list and the Worker list.

F4 Print Sel - after selecting this option a dual calendar screen will display. It will automatically pick up the oldest out date of jobs within your search option and the current date (you can alter these dates if you wish). Select F8 Print, then select Print.

F10 Exit - select this after displaying or printing your selected search option to return to the full Location Status Register on screen and to unmark your previous search option and to select another search option.

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Black Dot Cont.

Location Status Register Cont. You can update the OVD Location and Status of any Job, or add a Worker to any Job from within the Location Status Register Select the required Job then use the F2 Mode button or right click on the list headers in the lists in the top right hand corner of this Register to display the required list Highlight the required Location, Status, or Worker from within that list Double click the highlighted line in the list above to update that information in the matching field for the selected Job. You can only assign or update a REF Worker to the REF field from within this Register. You can assign or update any other Cost Centre Worker to the PAN field from within this Register. The most recent Worker previously assigned to a Job through the OVD Times Link will automatically update the PAN and REF Worker fields on the Status Location Register The most recent manual Times entered to a Job through the OVD Prod Time function will automatically update the PAN and REF Worker fields on the Status Location Register Any Times clocked to a Job through the Time Clock will automatically update the PAN and REF Worker fields on the Status Location Register as they finish each session on the Time Clock F10 Exit

Search Opened Jobs Forward Click on the left hand side black dot under JOB No at the top of the OVD

Search Opened Jobs Backward Click on the right hand side black dot under JOB No at the top of the OVD

Production In Report Click on the black dot under IN button next to the date in field on the OVD, this will display the current days production in list, use the + (plus key) or - (minus key) to select the day required

Production Out Report Click on the black dot under OUT button next to the date in field on the OVD, this will display the current days production in list, use the + (plus key) or - (minus key) to select the day required

Parts Return Register Click on the black dot to the left of Return on OVD screen to access the Parts Return Register. The Return List will only display outstanding returns. Those that you have previously finalised using the F5 DOC No option will no longer display. F2 JOB from this screen will display every Return for the selected Job. Click or press F2 JOB then key in the Job number then F8 Continue Select F1 All to display the outstanding returns for all jobs. Select F6 Date to enter a Date Range for previous months.

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Green Dot

Left of Excess For emphasis of confirmed NIL Excess

Nil Excess To emphasize that an Excess has been confirmed as $0.00, click on the Green Dot to the left of the word Excess on the OVD. A green Nil will display beside that green dot and also above the Date Out field. The word NIL will also display on the Job No line on the Production In and Production Out reports that are generated from the OVD Prod Link. If you have confirmed that an Excess is 0.00, click on the OVD green dot to the left of the red word Excess. This will display the word NIL in green to the right of that green dot and also above the Date Out field.

Right of Rep Car Print Replacement Car Agreement

Print Outstanding Parts Order List Click on the green dot to the right of Parts Supplier to Email, Fax or Print any outstanding parts that have been ordered but not received. Select the required Supplier and click on F3 POUT. Select F2 EMAIL, or F4 FAX, or F8 PRINT

The Fax option is only available if you are already setup to use this.

Auto-Quote recommends that prior to using the Email or Fax options you set up the relevant Creditor’s email addresses and fax numbers through the OVD Setup Parameters function.

Above Right OWNER Print OVD Summary If you need to give someone printed details from the OVD, eg. the person who is going to pick up a customer for you, the person who is going to inspect the suitability of non genuine parts for you etc, you can simply click on the OVD green dot above the word OWNER and a summary of all the required information will print. There will also be space to write on this printed summary.

How to Setup Macros

From the OVD screen, click on M Set Up Macros in the middle of the screen. Enter down to the field you wish to

add macros on and hit the Tab key to edit the field. Press F6 Add and enter a Code and Description as required. When you have finished added macros, exit back to the main menu (icons) to ensure the additions you have made are updated for all users.

How to Change Default Rate Codes

From the OVD screen, click on S Set Up Parameters and press F7 Set Estimate Rates. Press F5 Search to locate

the rate you wish to change. Press F8 Edit, make the changes then press F3 Save.

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Replacement Car Control The Replacement Car Control will manage your loan cars for you.

Add Vehicles

Click on M Setup Macros. This can be found on any Owner Vehicle Details (OVD) screen at the end of the second Address line.

Click in the Rep Car field then use your Tab key on your keyboard

F6 Add, to add vehicles to the list

F10 Exit twice - when all Vehicles have been entered

Assign Vehicles

Select the required OVD then click on the Rep Car button

Highlight the Replacement Vehicle

F7 Assign, to select the Date and Time Out, the due Date and Time Back and to enter any Daily Rate applicable

F3 Save

F10 Exit

Change Dates after Assigning This can be done from the OVD in Edit mode in the required Rep Car date field Use the + key on your keyboard to put the date forward Use the – key on your keyboard to put the date back This will also update the record in the Rep Car program Another option from the OVD in Edit mode is to right click on the Rep Car button then manually delete the Date Out and/or Date Back then key in the new date/s

On Return of Vehicle

Click on Rep Car button on selected OVD

Highlight the required Vehicle

F8 Back, press Now to record the Vehicle being returned as at the current Date and Time, or select the actual Date and Time Back

F3 Save

F10 Exit

Other Functions from the Replacement Car Control Screen

F2 Cancel, to cancel a Vehicle Assigned in error

F3 Notes, for each Vehicle

F4 NIS (Not In Service), to flag Vehicles not in service

F5 Remarks, to type a Remark that will display on the Control screen when that Vehicle is highlighted in list

F6 History, for a complete Loan Car Log of all Vehicles

F9 Print, to print a Loan Car Summary or a Loan Car Register

Booking Replacement Cars Ahead

Add a Production Note using the Estimate OVD Notes Link

Production Note lines must commence with .. (two full stops)

Select required Estimate

Confirm that Date IN and Date OUT are correct

Click on Notes Link

Start the Production Note lines with two full stops, eg. ..Replacement Car required for 5 days

F10 Exit

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Replacement Car Control Cont.

To check to see how many Replacement Cars will be required on any one day

Click on the Prod In Report black dot under IN on any OVD screen

Click on CAL

Select the required date on the calendar

Any previously entered ..Notes including those relating to a Replacement Car will display on this Production In Report for the selected Date

To check to see how many Replacement Cars will be required for any specified time frame

Click on the Prod link on any OVD screen

Tick Production In Report Type:

Select the required date range on the From and To calendars

Omit Notes must be left unticked

Confirm other selections

F9 Print or F5 to bring to screen then F3 or F4 to view different screens then F8 Print

Any previously entered ..Notes including those relating to a Replacement Car for the selected date range will display on this Production In Report

SurePlan Estimate & Invoice

Upload Original Estimate From OVD screen in Auto-Quote Click on File Transfer, then Export Select Est & Images Select List Price Only Select Export Select .PDF in File Name: in Export File Name Options Click Next Click OK on Export Completed!

Upload Supplementary Estimate From OVD screen in Auto-Quote Click on File Transfer, then Export Select Est & Images Select List Price Only Select Export Select .PDF in File Name: in Export File Name Options Click Next Select required Export Options for this Supplement Click Next Click OK on Export Completed!

From SurePlan Email Link Click on Upload Files Browse and select, eg. Q:\1out\REGO.PDF, or F:\1out\REGO.PDF, or C:\1out\REGO.PDF Note: To determine your drive, close your Auto-Quote Windows program. From your Windows desktop, right

click once on your Auto-Quote Windows icon and then left click once on Properties. Your drive will display at the beginning of the Start in: field, examples include Q:\ or F:\ or C:\ Once you have noted your drive click on Cancel and the Windows desktop will be displayed again.

Select required Estimate in Type of Upload, eg. Quote/Estimate, Supplementary Quote etc Click Upload

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Job Costing

Table of Contents

Cost Centres 54 Define Cost Centres 54

Tradesmen 54 Add/Revise/Delete Tradesman 54

Tradesmen Times 55 Enter Tradesmen Times 55

Parts 56 Price Sublet Items 56 Ordering Parts 56 Pricing Parts 57 Print Parts Labels 57 Receive Parts 58 Receive Sublet 61 Receive F3 MET 62 Parts Database - Locate Part by CAT Code, Manufacturer, Part Number, or Check

List Price 63 Return Parts - F5 TJob Recommended Option 64 Return Parts - F7 Tran to MoneyWorks Option 65 Parts Repair Allowance 66

Production 67 Floor Plan 67 Location Register 68 OVD Status Field 68 Location Status Register 69 Production In/Out Reports 70

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Job Costing

Cost Centres

Define Cost Centres

From the OVD screen, click S Set Up Parameters. Select F1 Define Cost Centres. From this screen you can edit

the Target Calc: field to either $ or % and edit the Rate: field to suit your business. Select F3 Save to take you to the next cost centre. When you have finished making your changes, select F10 Exit twice to return you to the OVD.

Tradesmen

Add/Revise/Delete Tradesman

From the OVD screen, click S Set Up Parameters

F2 Add/Revise/Delete Tradesman Options available are - F1 Delete, to delete a tradesman This should only be done after considerable time as you will still need their name to appear on any

retrospective reports you print in the future (refer to F8 Edit, below) F2 Add, to add a new tradesman Name - the tradesman's name, all entries will be listed alphabetically by this field Code - up to 4 characters, usually the initials of the tradesman Rate - the real hourly rate. Total cost for a year divided by total productive hours to sell per year for panelbeaters. Include paint material costs when calculating real hourly rate for painters. Cost Centre - the main cost centre the tradesman will work under, use legend at bottom of this screen, eg. panelbeater would be 1 Bonus Rate - a bonus rate can be calculated for each tradesman on the target time saved. Type in $ amount of bonus per hour, eg. 10.00 would calculate $10.00 on each target hour saved. This calculation appears on the Tradesmen Efficiency/Bonus report which is accessed by clicking on the E button to the right of the Code/Color field on any OVD screen. Time % - a tradesman would be 100%. An apprentice can be added at the same real hourly rate as a tradesman. A percentage of an apprentice's time can be clocked to the job, eg. 1st year - 25%, 2nd year - 50%. Hrs/Week - the number of normal hours per week, eg. 38 for full time F5 Print, prints a list of all tradesman F8 Edit, to edit the existing highlighted tradesman, F3 Save, after editing

If a tradesman leaves you can untick the Active box. Unticking this box removes their name from the Enter Tradesmen Times Tradesman list and the Time Clock Tradesman’s Name drop down list, and also enables their name to continue to appear on any retrospective reports you print in the future.

F10 Exit

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Tradesmen Times

Enter Tradesmen Times From any OVD screen click on the Prod Time button located to the right of the SMC buttons Select the correct Day and Date for the Time Cards you are keying in using the F3 DAY or the F4 DAYB functions. F3 will take you forward by day. F4 will take you back by day. The Day and Date display at the top of this screen. Highlight the Tradesman in the list on the left hand side. Use the Up or Down arrow keys on your keyboard, or the scroll bar on the right hand side of this list. Double click or press the Enter key on the highlighted Tradesman. The Tradesman's Rate will display at the top of this screen and, if less than 100%, the Time % will also display. Key in the Job number. If you prefer you can simply highlight the Tradesman then highlight the Job. This will automatically put that Job number in the entry field for you. Press the Enter key. The Tradesman's default Cost Centre will display. This can be changed if required. The CC numbers and matching Descriptions are displayed at the bottom of this entry screen. Press the Enter key. Key in the number of Hours from the Tradesman's Time Card. Press the Enter key. The number of Pay Hours can be changed if required. Press the Enter key. Confirm the Date If the Tradesman is not set at 100% Time, the Adj. Hrs will automatically calculate for you The cumulative Actual hours for this Cost Centre will display The Target hours will display The Remain hours for this Cost Centre will display The Owner and Rego will display Follow the above procedure for each Job on the Tradesman's Time Card F8 Save, to save your entry for this Tradesman Follow the above procedure until all Time Cards have been entered F2 Time This option makes it very easy for you to make a manual adjustment to any Time Clock Times. You can also use it when keying in times from a daily Time Card. You can access the F2 Time option only when your cursor is in the Hours field An Enter Job Times screen will display showing your chosen Tradesman, Job Number and Cost Centre Using the Calendar you can also select a different Date, if required You can select the Hours, Minutes and AM or PM in the Start Time and the End Time using the drop down lists, or you can key the exact Start and Finish Minutes in if required F3 Save your selection

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Parts

Price Sublet Items From the OVD screen of the relevant Estimate

Click on the Order button or use the Hot Key O F2 SUBLET Select the Supplier required from the drop down list F5 MARK the line items to be priced F4 ORD Note: Ensure that Blank Order No. is ticked and stored. The Order Number will then default to the Job

number or the Estimate number if the Estimate has not been made into a Job at this stage. Untick Supply Sublet Tick Supply Prices Tick any other options to provide information you require the Supplier to be aware of Check Header Notes are relevant and change if necessary Check Footer Notes are relevant and change if necessary F2 EMAIL You can tap the first letter of the email recipient to bring that section of the email names and addresses into view Click on the required single or multiple recipients You can Add additional email names and addresses to the existing list Select Next >> F4 FAX Enter the required Fax Number: F3 Next F8 PRINT Select the required printer Print

Ordering Parts From the OVD screen Click on Order or press the hot key O to order parts, select supplier F5 Mark parts required F4 Order Note: Ensure that Blank Order No is ticked and stored. The order number will then default to the job number

or the estimate number if the estimate has not been made into a job as yet. Tick Print Date Out option if you require this information to display on your Parts Order. If selected, the OVD OUT Date will display on the Parts Order. Answer options and check message and F8 Print, F4 Fax or F2 Email Click on either the Name or Email Address column headings then simply tap the relevant letter on your keyboard to quick search these lists

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Parts Cont.

Pricing Parts

Sending Separate Emails to Multiple Suppliers You can create a single parts price request and Email it to multiple suppliers. Separate Emails will be sent to all Suppliers selected. Set up a Creditor in Auto-Quote just for this purpose e.g. Code PRICE Co Name PRICE PARTS GL Code 2010. Select this Creditor in the OVD Parts Supplier field then F3 SAVE Select ORDER F5 MARK required Parts F4 ORDER, ensure Supply Prices and Blank Order No. are both ticked. Edit Header and Footer Notes if required. F2 EMAIL, click on required Email Addresses. Ensure Direct to Email and Separate Email are both ticked. Click on Next >>, click on Send, follow any prompts displayed by your Email program

Print Parts Labels Use Only Avery L7162 - 16 Labels per Sheet Once you have the Supplier’s Invoice go to the relevant OVD screen in your Auto-Quote program Select W/Sheet from the top menu Select LABELS from the drop down list The Reg No Job # Owner Colour Vehicle Supplier fields will automatically display what is on the OVD screen but these fields can be edited if required Key in the Inv # and the Date from the Supplier’s Invoice Each Supplier’s Invoice is done separately If required key in any Comment that may be relevant Enter the number of Labels required in the Copies field Check your blank Label sheet then enter the Start Row # and the Start Column # Select PRINT Select the required printer Select PRINT Diagram

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Parts Cont.

Receive Parts This option is used to job cost Suppliers/Creditors Invoices through the Auto-Quote Estimate If you attempt to enter Creditor Invoices, through Receive on the OVD screen, to an opened, closed or cancelled job that has already been invoiced a warning message and option will display stating that eg Job 1234 Already Invoiced! Do You Want To Continue? Yes No. 1. From the OVD screen , click Receive

a) To select an existing Creditor, activate the drop down arrow (), search by pressing the first letter of the Creditor. Highlight the required Creditor and press Enter or select F8 Select.

b) To add a new Creditor, F3 Add Cred, type in all required details and F3 Save

Note: This new Creditor will be recorded in MoneyWorks when you complete the Incoming Invoice transaction. If you exit after F3 Save without completing the Incoming Invoice transaction, the Creditor will not record in MoneyWorks Names until it has been activated by revising the Creditor in Auto-Quote Setup, using F8 Edit, then F3 Save.

c) To return to the Creditors Incoming Invoice screen, F10 Exit

Type in the Invoice No, click F1 Continue or press Enter and F1 Part

2. Highlight the parts supplied on this invoice. If all field on a line are correct, F5 Mark to highlight the

description. If any field on a line is incorrect, type in the correction to highlight the description. If you are keying in additional parts on the run through Receive you need to manually multiply the single List price on the supplier’s invoice by the quantity you are receiving. The Trade price on the supplier’s invoice is normally the multiple Trade price, but you need to confirm this.

When all parts on this invoice have been highlighted F8 Continue List - the total of all highlighted List prices, inclusive of any MU% Cost - the total of all highlighted Trade prices, this should agree with the invoice GST - the GST on the invoice Without GST - you can now enter Creditor Invoices with 0.00 GST through the OVD Receive option Inv Total - this should agree with the invoice If any of the above amounts are incorrect, F8 Edit, to make corrections, F8 Continue and F1 Continue. When all entries are correct, F1 Continue to Update Job Cost Files.

3. Confirm Inv No/Date/Amount

To change the Date, click on the calendar, or click + or – key, or highlight the Date field then press + or – key on the keyboard. F8 Continue and F1 Yes. Auto-Quote Comment Field When Creditor Invoices are entered through the OVD Receive option you can add to or change the information in the Comment field at the Auto-Quote Confirm Inv No/Date/Amount screen and this new information will now be displayed in the (Description) brackets in your MoneyWorks transaction lists, Payments History enquiries, GL Account enquiries, etc. This may be helpful if your supplier has included several jobs on one invoice, eg. Pinstriping

4. Check GL Code and Description

If more than one dissection is required, the tab key can be used to dissect the Gross between the Amount and GST. Press Enter to move to next line. When all entries are correct, F8 Save. The OVD Parts Receive No and Date will be updated. The Creditor Invoice will display in the MoneyWorks Transaction list.

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Note: If you do not require the invoice to be job costed through the Estimate, you can enter the invoice

directly into MoneyWorks.

Parts Cont.

Receive Parts Cont.

GST Calculator If you are entering a Creditor Invoice that does not display the GST component separately, simply click on the GST CAL button Key in the Gross (Incl GST) amount from the Invoice then press the Enter key. This will display the Net and GST figures separately. The GST Calculator will remain on screen until you click on the GST CAL button again

Non-Charge Estimates & GST Calculator This function below has been added to the GST Calculator and it is a great time saver when entering consumables to your internal NON-CHARGE Estimates Enter the Description, Part No, Qty and Sup, if applicable. With your cursor in the List field, left click on the GST CAL button then key in the Gross figure from your Creditor's Invoice then press the Enter key. Left click on the word Net in the GST Calculator and the amount will automatically be inserted in the List field below, or you can Right click on the word Net in the GST Calculator and the amount will automatically be inserted in both the List and Trade fields below. The GST Calculator will remain on screen until you click on the GST CAL button again

Price Change If you are entering a Creditor Invoice and you come across a List price that differs from the price that has been authorised by the Insurer, you can record this price difference on a Supplement of your choice simply by using the Ctrl W function. Enter the correct Trade price on the original line then press the Enter key once. The Description field will be yellow and the cursor will be flashing at the end of that line. If the correct Trade price is already displayed on this line use F5 Mark and the Description field will be yellow. Use the Up arrow on your keyboard to return the cursor to anywhere on that line. Hold down the Ctrl key then tap the letter W Enter the New List Price then press the Enter key Confirm the required Supp No then click on F3 Save The additional line will display showing Price Change in the Part No field and the Difference in the List field. The Trade field will display 0.00. The complete Trade price is recorded on the original line.

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Parts Cont.

Receive Parts Cont.

Comment Line Sometimes you may find yourself in a situation where a part has been broken or lost in your workshop and you want to record this cost. You may also wish to record the cost of consumables used on a particular Job. These items can be recorded as an expense against the Job by simply using the .C function. Any Estimate line commencing with .C will display on screen only. It will not effect any other process. The broken, lost or consumable item must be entered with the Description commencing with .C followed by a space followed by the item. The Net cost is entered into the Trade column. Diagram This Net expense will display as a negative in the Disc $ column on the Job Summary Diagram

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Parts Cont.

Receive Sublet This option is used to job cost Suppliers/Creditors Invoices through the Auto-Quote Estimate 1. From the OVD screen, click Receive

a) To select an existing Creditor, activate the drop down arrow (), search by pressing the first letter of the Creditor. Highlight the required Creditor and press Enter or select F8 Select.

b) To Add a new Creditor F3 Add Cred, type in all required details and F3 Save

Note: This new Creditor will be recorded in MoneyWorks when you complete the Incoming Invoice transaction. If you exit after F3 Save without completing the Incoming Invoice transaction, the Creditor will not record in MoneyWorks Names until it has been activated by revising the Creditor in Auto-Quote Setup, using F8 Edit and F3 Save.

c) To return to the Creditors Incoming Invoice screen F10 Exit Type in the Invoice No, F1 Continue, or press Enter and F2 Sublet

Do not use an * Asterisk Star, or a / Forward Slash, or a \ Back Slash in the Inv No field as these will create a Run-time error ‘52’: Bad file name or number when F8 Save is activated at the GL Dissection screen . 2. Highlight the sublets provided on this Invoice. If all fields on a line are correct, F5 Mark to highlight the

description. If any field on a line is incorrect, type in the correction. Changes to the Supp and Est field will also highlight the description.

When all sublets provided on this invoice have been highlighted F8 Continue

List - the total of all highlighted Estimate prices Cost - key in the total cost (exclusive of GST) of all highlighted Estimate prices GST - the GST on the invoice Inv Total - this should agree with the invoice

If any of the above amounts are incorrect, F8 Edit, to make corrections, F8 Continue and F1 Continue. When all entries are correct, F1 Continue to Update Job Cost Files.

3. Confirm Inv No/Date/Amount To change the Date, click on the calendar, or click + or – key, or highlight the Date field then press + or – key on the keyboard. F8 Continue and F1 Yes.

4. Check GL Code and Description

If more than one dissection is required, the Tab key can be used to dissect the Gross between the Amount and GST. Press Enter to move to next line. When all entries are correct, F8 Save.

The Creditor Invoice will display in the MoneyWorks Transaction list. Note: If you do not require the invoice to be job costed through the Estimate, you can enter the invoice


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Parts Cont.

Receive F3 MET This option is used to job cost Contractors Invoices through the Auto-Quote Estimate From the OVD screen, click Receive To select an existing Creditor, activate the drop down arrow (), search by pressing the first letter of the Creditor. Highlight the required Creditor and press Enter or select F8 Select To Add a new Creditor F3 Add Cred, type in all required details and F3 Save, then use F8 Select Type in the Invoice No Do not use an * Asterisk Star, or a / Forward Slash, or a \ Back Slash in the Inv No field as these will create a Run-time error ‘52’: Bad file name or number when F8 Save is activated at the GL Dissection screen . F1 Continue, or press Enter Select F3 MET

Enter Key All MET Categories $ Cost If you want to record a dollar cost to the combined MET Categories just use the Enter Key on your keyboard then key in the Cost to you exclusive of GST then use the Enter Key again and the GST and the Inv Tot will calculate and display

Enter Key Individual MET Category $ Cost If you want to record a dollar cost to one of the individual MET Categories just click on R&R or R&I or R&A to mark or unmark as required then use the Enter Key on your keyboard and the List price for your selected Category will display in the List field, then you can key in the Cost to you exclusive of GST then use the Enter Key again and the GST and the Inv Tot will calculate and display. You can select more than one Category if you want to.

F1 %Amt If you want to record a percentage cost to the combined MET Categories key this percentage figure into the Contractors Pay Rate field then select F1 %Amt. The percentage will be multiplied by the Estimate Amount for the total of all three MET Categories and the resulting figure will display in the Cost field and the GST and the Inv Tot will also calculate and display.

F2 $/Hr If you want to record an hourly dollar cost to the combined MET Categories key this dollar figure per hour into the Contractors Pay Rate field then select F2 $/Hr. The dollar per hour will be multiplied by the Target Hours total of all three MET Categories and the resulting figure will display in the Cost field and the GST and the Inv Tot will also calculate and display.

R&A%Amt If you want to record a percentage cost to the Repair & Align Category only key this percentage figure into the Contractors Pay Rate field then select R&A%Amt. The percentage will be multiplied by the Estimate Amount for the Repair & Align Category only and the resulting figure will display in the Cost field and the GST and the Inv Tot will also calculate and display. If you need to make any changes use F8 EDIT Note: The F1 %Amt and F2 $/Hr functions are both also available in the F4 REF, F5 U/F, F6 MEC, F7 D&C

and F8 MISC options

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Parts Cont.

Receive F3 MET Cont. When all entries are correct select F1 Continue to Update Job Cost Files Confirm Inv No/Date/Amount To change the Date, click on the calendar, or click + or – key, or highlight the Date field then press + or – key on the keyboard F8 Continue F1 Yes Check GL Code and Description If more than one dissection is required, the Tab key can be used to dissect the Gross between the Amount and GST. Press Enter to move to next line. When all entries are correct, F8 Save. The Creditor Invoice will display in the MoneyWorks Purchase Invoices Transaction list Note: If you do not require the invoice to be job costed through the Estimate, you can enter the invoice


Parts Database - Locate Part by CAT Code, Manufacturer, Part Number, or Check List Price If you have a part that needs to be sent back for credit and your Estimate Number or Job Number has not been recorded on that part, or you simply just want to identify what Job the part belongs to, you can use the F6 CHKP function in the Parts Database to help you determine the correct Job This function can also be used to obtain a List Price You can access your Parts Database from the Main Auto-Quote Big Icons Menu by a single left mouse click on the Parts icon, or you can also access it from any OVD screen by clicking on the Parts DB button in the Links menu in the top right hand corner Select F6 CHKP If you have the Part Number enter that in the Part No: field (Example 92216430) and HOLDEN in the Make: field then use the Enter key You will be given a list of HOLDEN COMMODORE Models to remind you of which Job it belongs to If you have a Front Bumper Bar and you know it belongs to a Holden Enter FB in the Enter Code: field and HOLDEN in the Make: field then use the Enter key You will be given a list of HOLDEN Models to choose from

Make1/Make2 You can list up to 5 manufacturers in the Make: field provided they are correctly separated by a forward slash / with no spaces, for example FORD/HOLDEN/TOYOTA/NISSAN/MAZDA A search on a FB for all these manufacturers will display all Front Bumper Bar records for these manufacturers Use F5 MARK to highlight a line Use F6 UNDO to undo the highlighting Use F7 PRINT to print the highlighted lines or to print all the lines if you have not marked any

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Parts Cont.

Return Parts - F5 TJob Recommended Option This option is used to request an Adjustment Note from a supplier for parts that have returned 1. From the OVD screen, click Return. To select the correct Creditor, activate the drop down arrow (),

search by pressing the first letter of the Creditor. Highlight the required Creditor and press Enter. 2. Highlight the parts to be returned and F5 Mark to highlight the description. Check, or enter, the Date and the

Invoice No (as per the supplier’s invoice). If required, the Part Description can be changed to the exact wording on the supplier’s invoice. Check the Part No and check the Qty being returned and change if required. Unit Amount is the supplier’s cost to you exclusive of GST (Estimate Trade price). F8 Save.

If you do not require this request to display as a negative amount in the Creditor section of the Job Costing Summary, ignore Step 3 and go to Step 4

If you do require this request to display on the Job Costing Summary, the Print Option Screen will be available again after Step 3

3. F5 TJob, this will enable the Return to be displayed in the Creditor section of the Job Costing Summary

List - the total estimate list of the returned parts, inclusive of any M/U% Cost - the total of the supplier’s costs of the returned parts, exclusive of GST Total - the cost plus GST (List, Cost and GST are all displayed as negative figures)

F3 Save and F1 Continue, this will transfer the Credit Note to the job

4. If required change the Attention field and the Header and Footer Notes to suit this Return F9 Print, Print or press Enter, When you create a new Return from the OVD screen you can select and print the required Number of copies: at the Select Printer screen. 5. When the Adjustment Note is received from the supplier you can simply process it as a Creditors Credit Note

in MoneyWorks 6. When the Adjustment Note is received from the supplier click on the Parts Return Register black dot to the

left of the Return button on the OVD. Click on the Rtn No that you sent to the supplier, click on F5 DOC No and key in the supplier’s Adjustment Note Number, and F3 Save.

The Parts Return list will then provide you with an accurate record of Adjustment Notes still to be received. To select date ranges for this list use the F6 Date function. To print these lists use the F4 Print function. If you want to confirm which parts are on a particular Return No use the F7 Detail function. If you want to reprint a particular Return No use the F7 Detail function, followed by the F4 Print function.

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Parts Cont.

Return Parts - F7 Tran to MoneyWorks Option This option is used to request an Adjustment Note from a supplier for parts that have been returned. This option also records a Creditor’s Credit Note in MoneyWorks at the time of processing the original Return. From the OVD Screen 1. Click Return. The most recent Creditor used on this Job will display. To select a different Creditor, activate

the drop down arrow (), search by pressing the first letter of that Creditor. Highlight the required Creditor and press Enter.

2. Highlight the parts to be returned and click or press F5 Mark to highlight the description of the parts to be

returned. The highlighting will be yellow. Check, or enter, the Date and the Invoice No (as per the supplier’s invoice). If required, the Part Description can be changed to the exact wording on the supplier’s invoice. Check the Part No and check the Qty being returned and change if required. Unit Amount is the supplier’s cost to you exclusive of GST (Estimate Trade price). Click or press F8 Save.

3. Click or press F7 TRAN, this will enable the Return to be displayed as a Credit Note in MoneyWorks

Check the GL Code, Description, Amount and GST

Amount - the total of the supplier’s cost price of the returned parts, exclusive of GST GST - the total of the GST charged by the supplier on the returned parts (Amount and GST are displayed as negative figures) Click or press F8 Save List - the total Estimate List price of the returned parts, inclusive of any M/U% and is displayed as a negative figure Cost - the total of the supplier’s cost price of the returned parts, exclusive of GST Total - the cost price plus GST (Cost, GST and Total are all displayed as positive figures)

Click or press F3 Save and click or press F1 Continue. This will transfer the Credit Note to the job and to MoneyWorks.

4. If required change the Attention field and the Header and Footer Notes to suit this Return. Click or press

F9 Print, click Print or press Enter. When you create a new Return from the OVD screen you can select and print the required Number of copies: at the Select Printer screen.

5. When the Adjustment Note is received from the supplier click on the Parts Return Register black dot to the

left of the Return button on the OVD. Click on the Rtn No that you sent to the supplier, click on F5 DOC No and key in the supplier’s Adjustment Note Number, and F3 Save.

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Parts Cont.

Parts Repair Allowance This option is used to request a Repair Allowance from a supplier for a part they have supplied damaged 1. From the OVD screen, click Return. To select the correct Creditor, activate the drop down arrow (),

search by pressing the first letter of the Creditor. Highlight the required Creditor and press Enter. 2. Highlight the damaged part and F5 Mark to highlight the description. Check, or enter, the Date and the

Invoice No (as per the supplier’s invoice). If required, the Part Description can be changed to the exact wording on the supplier’s invoice. Check the Part No and check the Qty is one (1). In Unit Amount enter the agreed amount for the Repair Allowance, exclusive of GST. Change the Reason code to R (Repair Allowance). F8 Save.

If you do not require this request to display as a negative amount in the Creditor section of the Job Costing Summary, ignore Step 3 and go to Step 4

If you do require this request to display on the Job Costing Summary, the Print Option Screen will be available again after Step 3

3. F5 TJob, this will enable the request to be displayed as a negative amount in the Creditor section of the Job

Costing Summary Change the List to zero (0.00), this will automatically revert back to your original List price after this request is completed

Cost - the agreed amount for the Repair Allowance exclusive of GST Total - the cost plus GST

F3 Save and F1 Continue, this will transfer the Credit Note to the job.

4. If required change the Attention field and the Header and Footer Notes to suit this request

F9 Print, Print or press Enter, repeat this process until you have the number of copies required, and F10 Exit

5. From the OVD screen, F7 Part and change the C in the Ord column to R, this is done because the part has

not been returned to the supplier 6. If an Adjustment Note is received from the supplier you can simply process it as a Creditors Credit Note in

MoneyWorks.

Click on the Parts Return Register black dot to the left of the Return button on the OVD. Click on the Return number that you sent to the supplier, then click on F5 DOC No and key in the supplier's Adjustment Note number and F3 Save.

Note: For more details on the Parts Return List please refer to the previous section on Return Parts. If a Payment is received from the supplier you can simply process it as a Cash Receipt in MoneyWorks.

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Production

Floor Plan Diagram Once the job has a date out it will appear on the Floor Plan.

From the OVD screen press the letter F or click the button F at the bottom of the screen in the middle. To scroll to

the next screen on the right you can click F5 Mode or left click anywhere on the screen. There are 6 screens to view. The floor plan is based on a weekly plan. You can continually go forward 7 days with the F1 key and go back 7 days with the F2 key. Most of the headers should be self explanatory. Some of them have colour codes just to make things easier for you to look at quickly. Date Out, when you use the Mode function all jobs for one day will be red and all jobs for the next day on the report will be black.

There are certain fields you can setup yourself in the Job Status area, from the OVD screen press J in the middle

down the bottom and then F2 Define. To assist you to set these up correctly to match your Estimate Cat Codes you can click on the Parts DB link button on OVD, tap the letter C highlight Cat Codes Scan use F8 Sel then enter each Key (flag) number (eg !1) in the Scan Parts Description field then click on Search. A list of all your Cat Codes with that Key (flag) number will display. Example, the Job Status Option W/A which has the Key !1. A red dot under the heading W/A in the Floor Plan, means a wheel alignment is to be done. This information is picked up by the program from the Estimate where the

Wheel Alignment has been flagged with a !1. Once the W/A is done you can click on the J for Job Status and click

on W/A and this will place a tick in the box to say it's been done and then the red dot in floor plan will become a black tick. This is the same for all of these fields.

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Production Cont.

Floor Plan Cont. The next headers are as follows: HQAA ORAR - a dot indicates that action is neutral and a tick indicates it's been activated. Eg. a dot in H indicates the car is NOT HERE, a tick in H indicates the car is here. Again, these are activated through the J for Job Status button. H Here - the car is here, this tick is activated by clicking on the word Location on the OVD to display IN Q Quoted - the car has been quoted, this tick is automatically activated when an entry has been made in the

Estimate Categories A Assessed - the car has been assessed, this tick is activated when an Assessor's name has been entered on

the OVD A Authorised - the car has been authorised, tick this in the Job Status area and click in the A field on the OVD

to display a Y. The A field is between Ass Date and Assessor fields. O Ordered - the parts have been ordered, this tick is activated after using the OVD Order function R Received - some of the parts have been received, this tick is activated after using the OVD Receive function A All - all of the parts have been received, this tick is activated after using the OVD Receive function R Returned - some of the parts have been returned, this tick is activated after using the OVD Return function The number above the headers indicates how many of those jobs need to be done. Eg. the number 2 above W/A indicates that 2 wheel alignments need to be carried out for this week. The dollars figures and hours above the headers of R&R etc.. are the total of each of those columns

Location Register You can print a location register, which will give you a list of where all the cars are in the shop as of today's date. You first must make sure every job in the shop shows IN beside the heading Location on the OVD. You can achieve this by clicking on the word Location. Then you must have something from your macros in the drop down box under the word Location. You should also have correct IN and OUT dates on the OVD. Click on the OVD Prod link, tick Report Type: Location In, tick Print Box and also tick Omit Parts if you don't want the report to display the Parts as this can sometimes make the Report quite long.

OVD Status Field This field is located under Status in the top centre of any OVD To record or change the Status of a Job use the S key on your keyboard in non edit mode To enable the correct use of this field you must first setup your macros for Status. Select M (Set Up Macros) from any OVD then use the tab key to access the Edit Macros table for the Status field.

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Production Cont.

Location Status Register The Location Status Register enables you to effectively plan and manage your jobs within the workshop quickly and efficiently This Register displays all Jobs that have the OVD blue word Location set to IN To set this left click on the OVD blue word Location. It toggles between being left blank, to IN then onto DONE and requires confirmation of each change. To enable the correct use of this new Register you must first set up your macros for Location and Status. Select M (Set Up Macros) from any OVD then use the tab key to access the Edit Macros table for each of these fields. If you are not already entering Times to your Jobs you will also need to add your Tradesmen first. Select S (Set Up Parameters) from any OVD then select F2 Add/Revise/Delete Tradesman. You can sort the Register by clicking on any of the headers

The OVD for the selected ► Job will display on screen behind the Location Status Register

You can Open/Close/Cancel the selected Job by using the hot key O to toggle through these functions You can set the OVD Location to Done for the selected Job by using the Hot Key D You can change the Out date by clicking on the + and – buttons at the bottom of the Register. F2 Mode, use to toggle through the lists located at top right hand corner to select Location, Status, or Worker. You can also right click on the header of these lists to toggle through the options - the associated totals for Location, Status or Worker are displayed in these lists. F4 Print Selection - You can select and print any item(s) in these lists by left clicking to highlight them yellow. After selecting F4 Print Selection a calendar option will display automatically picking up the date range of all jobs on the Location Status Register (you can alter these dates if you wish). F8 Print will print a Location Register that displays the Jobs within the selections you have made. F3 PRINT - will print the Location Status Register in full You can update the OVD Location and Status of any Job, or add a Worker to any Job from within the Location Status Register Select the required Job then use the F2 Mode button or right click on the list headers in the lists in the top right hand corner of this Register to display the required list Highlight the required Location, Status, or Worker from within that list. Double click the highlighted line to update that information in the related field for the selected Job, or you can left click and drag the box outline down to the Location Status Register, release the mouse, and the related field for the selected Job will be updated You can only assign a Worker to the Cost Centre used in their Tradesman record Any manual PAN and REF Times entered to a Job for a Worker through the OVD Prod Time function will update the Worker field on the Status Location Register automatically Any PAN and REF Times entered to a Job through the Time Clock will update the Worker field on the Status Location Register automatically when they finish each session on the Time Clock F10 Exit

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Production Cont.

Production In/Out Reports There are several different options for production in/production out reports

Option 1 From the Links menu, click Prod and the report required, select the required date range, and edit print options to suit. Press F7 Shop to display the sublet items in the report.

Option 2 Click the black dot under the IN button next the date in field on the OVD, this will display the current days production in list, use the + (the plus key) or – (the minus key) to select the day required Select the black dot under the OUT button next the date in field on the OVD, this will display the current days production out list, use the + or - key to select the day required

Option 3

From the OVD screen, press the letter F to display the floor plan which displays this week’s production out. This

list can be printed using the print out and can be displayed in several different modes. To select next week’s production in press F1 or to view last weeks production press F2. Select the Prod In button to view the production in list for this week

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Notes

Updated Aug 2013

Auto-Quote Australia Pty Limited 496 Forest Road, Penshurst, NSW, 2222

Ph: 02 8567 0700 Fax: 02 8567 0701 Email: [email protected]

Web: www.auto-quote.com TM

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