Reports: Quote Letter

Creating a Quote and Generating a Quote Letter.
Under The Hood – Explanation Of Some Points From The Original Document


The reason we start typing a company name in the “Sell-To Contact No.” field and not in the “Sell-To No.” field as that if a Company we are quoting for is not a Customer yet but only a Contact, it will not yet have the “Sell-To” number assigned – and nothing will come up.
Typing in the “Sell-To Contact No.” field will find ANY company – whether it is a Customer or only a Contact. More on Customers and Contacts later.




It is a very important topic all potential customers have to be clear about it. We may want to make a series of videos about Contacts and Customers, and what is the difference.

Select Order Type, then select Product Group. Always in this sequence.
These 2 selections will initiate the automation on the background.

Unlike in this demo company, Product Groups are usually linked to Order Types.
So, if you wish to find the right Product Group, you need to start entering the right Order Type.
What “initiates the automation on the background” is the settings we make on the Product Group + a template we link to it.
A template is a Quote line from a normal PrintVis Case, except it is marked in a specific area as a “template”. We enter any info that we know will remain the same – usually pages, inks, some prepress, maybe even a press and some finishing. We leave the size and the quantity blank – to be populated when we create a real PrintVis Case.



The “External Description” displays the very basic production data using the specific wording that is set on the “Product Group” under “Standard Description”.
Here is how the setting looks:




So, once we enter the flyer size and the quantity, system will fill-in the blanks and we will see the following: 2500 Flyers, 8.5 X 11 size, printed 4 / 0


Our automated template took care of the rest of the calculations, because we setup the paper, the press and the finishing on the “Job Card” page:


This page opens. We can see the substrate, the press calculation list and the finishing calculation list:






We can then open the “Specification” page and see the layout don automatically by PrintVis.


And see this page:


Close this page (hit “Escape” button)

Lastly, we can open the “Estimating” page, where we see all “Calculation Units” in this estimate on top of the screen and all “Calculation Details” at the bottom.
“Calculation Units” are linked to specific Cost Centers. A “Cost Center” is usually a machine, but it can also be a function, a person or a specific “workplace”.
Each “Calculation Unit” contains specific calculation lines that show the cost of labor and materials.
With presses, we usually setup a separate calculation unit just for paper.


Example:


Select the “P” line and look below. PrintVis calculated 1,200 sheets:



The rest of materials get added directly on the “Press” calculation unit.

Please do not call presses “printers”, customers will not like that ?
Regardless of how small it is, it is still a “press”.

Since this is a digital press, we are calculating some “click charges” (a fixed price per each color impression) and the amount of toner we are using:


** note: I am just using a NEXTPRESS setup in this demo version. I would not necessarily set this press up this way. Dry toner presses usually does not get calculated this way – but, as an example this works.

You may notice that sometimes PrintVis needs an additional piece of data to do the calculation.

See the blue “I” button: click on it and you will see that PrintVis wants you to enter the “quantity of files” where the red asterisk shows up. That means if customer supplied a few different names for a business card, or maybe a few different artwork version for a poster, and if we want to charge for each additional file processing, we need to enter them here.

As soon as you enter a digit, PrintVis calculates the ½ hour of extra time and gives you the price:



Again, note that as soon as you enter something manually, a “Manual Quantity” checkbox got “ticked”.


if you “untick” it, the entered quantity will disappear – PrintVis will re-set itself:

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