Overview 

Outsourced estimates are used for production-related products that are outsourced.

These explanations start by describing how to create lookup lists, setup an Outwork Estimate, and end with illustrating how to use an Outwork Estimate on a quotation.

Lookup Lists

Lookup lists can be created or edited under settings:

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab) 

Setting: Quotations > Standard Outsourced Printing Lookup Lists. Click Edit in the Value column to create lookup lists for: 

• Parts

• Printing

• Substrate

• Finishing

Online Library 

• Additional Items in the Substrates and Finishings categories can be imported from the Online Library.

• The items imported into the lookup lists must themselves have been imported into the Materials' categories.

1. From the Main Menu, navigate to Setup > Settings and Defaults > Quotations > Standard Outsourced Printing Lookup Lists > Edit.

2. Click Substrate (tab).

3. Select the relevant Category from the dropdown list.

4. Click Import (button) to load the imported items into the lookup list.

5. Confirm the import.

Adding/Updating a Service 

1. Navigate to Main Menu > Setup > Services.

2. Double-click an entry to edit it.

3. Type a description for the entry.

4. Input the Definition which will appear in the Pre-Press remarks field - this remark will also appear on the Quotation Letter output.

5. Select a Service Category from the category dropdown list.

6. Check the option to Add this Service to the Quote Description.

Outsourced Quotation Estimate 

Overview 

• The estimate feature in Quotations are used to generate cost-based estimates of printing and other products.

• The cost on an estimate consists of Materials, Services, and Outwork which are marked up to determine a Sell Price.

• Quotations are created by adding Items which have been created in other modules such as Materials or Services. These items are pre-formatted to contain information such service details, unit types, costs and prices and their details can only be updated in the associated modules.

• Items generated using the Estimate feature are extracted from the Products and Services setups and contain pre-formatted details which are selected and added to the current quotation.

• The item type is shown in the grid row as follows:

  • EPD: Estimate - Product

  • EOS: Estimate - Outsourced

  • EPR: Estimate - Price Range

• Estimate items can be added to a new or existing quotation. In instances where Estimate items are added to an existing quotation, the quotation status must be set to Pending.

Buttons 

The following items are available from the Actions button inside the Estimate of the Quotation Item:

• Copy Estimate: Copies the estimate to create a new one.

• Copy to Work Order: Copies the estimate to a work order.

• Update Estimate from Setups: Updates the fields from the Estimate Type and Material setups.

• Cancel all Prices Fixes: Cancels all the price fixes.

• Revert to default Adjustments: Reverts to the default adjustments setup on the Estimate Types or Materials.

• Delete all Quantities and Prices: Deletes all the quantity and prices.

• Create/Update Material: Opens the material interface to create or edit a material.

The following items are available from the Menu button inside the Estimate of the Quotation Item:

• Don't Round off: Does not round the prices.

• Round Selling Price: Rounds the selling price.

• Round Unit Price: Rounds the unit price.

• Delete Estimate: Deletes the estimate.

• Layout

  • Save Grid

  • Restore Grid

Create a Quotation 

A customer must be selected for a quotation. However, customer records can be created or edited by clicking Actions (button) > Add new Customer or Edit Customer.

1. Navigate to Quotations (Main Menu > Customers > Quotations).

2. Click New (button) to create a blank quotation.

   1. The Quotation number (QT), Version number and today's Date are prefilled.

3. Customer = Select a customer from the dropdown list.

4. Click Save (button) to prefill the fields from the customer's record.

5. Contact = Select a contact from the dropdown list.

6. Rep = Select a rep from the dropdown list.

7. Reference = Type a brief description of what the quotation is for.

8. Deliver to = Select the customer's delivery address.

9. Controller = Select the applicable staff member from the dropdown list.

10. Category = Select a category for the quotation from the dropdown list.

11. Price List = Select a price list if one is not already filled in.

Example of a quotation at the point a customer was selected and Save (button) clicked.

Outsourced Estimate Items 

The Outsourced Estimate created earlier can be added to a quotation using this process.

1. Continuing with the quotation created in the previous step:

2. Click Estimate (button) > Outsourced.

3. The estimate is opened with several tabs that must be completed or checked - as described below:

Description (tab) 

Lookup lists for the Categories are created from Quotations List View > Menu (button) > Edit Categories.

Lookup lists for the Sizes are created from Quotations List View > Menu (button) > Edit Size Lookup.

1. Description = Type a description of the estimated item. This description appears in the Quotation Letter (the quotation that is sent to the customer).

2. Size = Select a size from the dropdown list.

3. Category = Select a category from the dropdown list.

4. Qty = Type a quantity in the field provided click Add Qty. Repeat this step to add additional quantities.

5. Default Qty = In the summary section check the quantity that is the default quantity.

   • Note: The default quantity determines the price, and the other quantities are shown for comparison purposes.

6. Click Save (button).

Numbering Option 

• The numbering options provides a range of numbers which can be added to the estimate description.

• The availability of this feature is determined by a General Setting:

  • Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

  • Setting: Quotations > Printing > Enable Numbering. Select an option from this list:

    1. No: Numbering is disabled.

    2. Manual: Numbers must be manually added.

    3. Auto: Numbers are automatically added.

Pre-Press (tab) 

A comment field is included to add remarks or notes which are specific to the estimate.

1. Select an item from the dropdown list:

   1. Type the quantity in the adjacent block

   2. Click Add (button) to add the item.

2. or click the arrow on the Add button and select one of these options:

   1. Add Custom Item: Opens a blank Pre-press form and you must complete all the fields.

   2. Add & Edit: Adds the item as selected under Step 1 but allows it to be edited.

   3. Update selected: Updates the selected items from the Services setups.

3. Check the D checkbox to include the item in the estimate description.

4. Check the A checkbox to include the item in the estimate.

Parts (tab) 

The Printing tab is used for creating a specification and contains three components which comprise the printer job:

• Printing

• Finishing

• Suppliers

1. Click Add (button) next to Printing and complete the new line as follows: 

   1. Part = Select a part from the dropdown list.

   2. Colours Front = Select the colours from the dropdown list.

   3. Colours Back = Select the colours from the dropdown list.

   4. Substrate = Select a substrate from the dropdown list.

2. Click Add (button) next to Finishing and complete the new line as follows:

   1. Description = Select an option from the dropdown list.

3. Click Add (button) next to Suppliers and complete the new line as follows:

   1. Active = Check the box if this option is active.

   2. Name = Select a supplier from the dropdown list.

   3. Reference = Type a reference.

   4. Quantity columns = Columns are shown for each of the quantities. Add the prices for each quantity in the respective columns.

   5. If there are more than five quantities, click Edit Qty & Price (button) to add prices for all the quantities.

Material (tab) 

Materials are prefilled. However, additional materials can be added.

1. Select a material from the dropdown list (use the preceding two buttons to filter the list).

2. Select a quantity type from this list:

   1. Fixed: The quantity is fixed regardless of the estimate quantity.

   2. Est X: The quantity is the estimate quantity. The quantity is automatically updated if the default estimate quantity is changed.

   3. Est /: The quantity is multiplied by the Estimate Quantity per Unit. The quantity is automatically updated if the default estimate quantity is changed.

3. Additional materials can be added by selecting a material and adding it.

4. (Optional) Click the arrow on the Add button and select one of these options:
   
   

   1. Add Custom Item: Opens a blank Material form for you to complete.

   2. Add & Edit: Adds the material item as selected under Step 1 but allows it to be edited.

   3. Update selected: Updates the selected items from the Material's setups.

Despatch (tab) 

The Despatch tab allows the input of information which describes the packaging, intended destination, and delivery option.

1. Packaging: Select a packaging option from the dropdown list.

2. Destination: Select a delivery option from the dropdown list.

3. Click Add (button).

4. (Optional) Click the arrow on the Add button and select one of these options:

   1. Add Custom Item: Opens a Packaging (tab) and Delivery (tab) for you to complete as needed.

   2. Add & Edit: Adds the items selected under Steps 1 and 2 but allows editing.

Costs (tab) 

• The Costs tab provides information on the costs.

• It can be grouped by selecting one of the radio buttons on the top row.

Pricing (tab) 

• The Prices tab displays the Mark Up percentages, costs, profits, commissions, and sell prices.

• It allows a range of quantities to be added by completing the fields next to Batch Update and clicking Add (button):

  • Qty: The start quantity (e.g. 100).

  • Qty to: The end quantity (e.g. 1000).

  • Step: The gaps between each quantity (e.g. 100 which will add 100,200,300... 900,1000).

• The default quantity can be selected on the summary section or the prices tab by clicking the checkbox.

Overrides (tab) 

• This tab displays all the fields that were changed from their defaults (e.g. their setups on the Service Types, or Materials).

Description (tab) 

This is the tab on which you started. However, as the other tabs were completed, this tab was updated.

1. Click Description (tab).

2. Note that all the descriptions from items on the other tabs were added to the description.

3. This information can be changed by checking or unchecking the Description (d) boxes on the various items.

4. It is also governed by this setting:

   1. Navigation: Main Menu > Setup > Settings & Default > Settings (tab).

   2. Setting: Quotations > General: Material Description Format: Select an option from this list:

      1. Description

      2. Qty x Description

      3. Description (xMultiply by)

5. Additional notes can be added by typing a name next to Internal Notes and clicking the Add or Edit buttons.

Summary 

The summary section summarises the costs and prices. Quantities and defaults can be added and selected on the summary section or on the Prices tab.