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When you are done receiving all available vendor quotes, click Done and close the Line Item screen to return to Order Entry. Before quoting our customer on this job, let’s first add our standard setup charges. Select Commands > Additional Charge. Additional Charge is a simple, more direct way of adding line items to jobs. This method is meant for simple charges requiring little, if any, additional instructions or descriptions. By no means should this be used as a “fast track” to entering complex line items; you will only affect the integrity of your records and work against the Xebra’s goal of efficiency.
| • | From the Additional Charge dialog, enter the Item Code as SETUP. |
| • | Tab through the Description and Product Category, confirming their accuracy. |
| • | As we do not know the exact vendor we will be using for this job yet, Tab through the Vendor field leaving it blank. |
| • | We know our Cost for Setup Charges to be $35.00 and we will be marking that up to a Price of $50.00. Enter this information in the appropriate fields now, using Tab to progress to the next field. Notice the Xebra automatically calculating the percent margin. This works in reverse as well, so we could have chosen to enter a specific margin and allow the system to calculate the dollar amount. |
| • | Click OK to return to Order Entry and notice the Setup Charges have been added to the list of Line Items. You are now ready to prepare the customer quote. |
| • | From Order Entry select Actions > Prepare Customer Quote. |
| • | The dialog will display a list of all items on the job. Double-click item A1006 to open Quote Information. Since we used the Xebra to record all vendor quotes, our job in creating a quote to our customer will be easier. Select New Based on Vendor Quote. |
| • | You can now compare all quotes we received to ensure we are offering the best price possible on all quantities. Comparing the costs for a 1000 pens, we see that the best quote was from Universal Suppliers. Double-click this entry now. Information from the selection has been transferred to the Quote Information dialog and we are prompted to enter a price. Rather than enter the dollar amount, enter a Margin of 40 and Tab. Notice the Xebra calculates the dollar amount. Returning to New Based on Vendor Quote, repeat this process, choosing the best cost for 1500 (offering a price Margin of 37) and 2000 (Margin of 35). Once complete, click Close. |
| • | As our second line item has a static cost and price already associated with it, it is time to create the Customer Quote. Select Commands > Print Quote. Review the document in Xebra Print Preview before printing, faxing or emailing to customer. |
| • | Close the open dialogs to return to Order Entry. Notice the Quote Date. The system will default to the current date, though you may change it if necessary. |
| • | You can now update the Tracking Information and Follow-up Dates on the Line Items as necessary to make proper use of the Reminders Report. You may also choose to update this job with any pertinent notes. Click on the Notes option and enter: “Called Andrew to confirm he received the quote. Said he had and that he would have a decision by tomorrow.” Whenever adding notes anywhere in the Xebra it is best to follow the text with your initials or Operator Code so that the origin of the note can be identified in case of questions. |
| • | If your customer has multiple orders, and you need to add the same job note to each one, you can double-click on the note which will bring it up in a pop-up screen. Highlight the message, copy it, and paste it in the notes field on each job so you do not have to retype the message. |
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