Instant Quote Professional V8.00 January, 30 2013
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Track Serial Numbers
Instant Quote Professional allows you to track all serial numbers sold or purchased, including 2 search screens for quickly finding the exact invoice or purchase order that contained the serial number. This is very helpful in checking the invoice and/or purchase date for warranty information. You can even have the system create 'blank' serial entry records determined by the part's category.
Configurations allow you to set up configuration records for the
basic items you sell, which will step the user through creating a
new quote or invoice (users are free to create new quotes & invoices
directly on the screen as well). This feature drastically
reduces training needs for new employees so they can begin
quoting and invoicing right away. Additionally, using the configurator
reduces errors and omissions by allowing the
user to validate their quote or invoice to double check the configurations
against required parts. The configurator, shown below, steps the user
through the basic part categories, or parts, that are required for
a set configuration.
This powerful new feature allows you to setup base parts and relate them to other parts. By doing this, you can enable prompting to add related parts, automatically add related parts, or require related parts for a valid configuration using the configurator. This feature is sure to make extra money for your business by suggesting related parts that might otherwise be missed.
Setup main part and associate with other parts in the screen above, then set your part rule
The above screen shows a prompt for the part rule "Suggest Associated Part"
New to version 7 is the ability to track customer equipment and assets. In the Customer screen, you can now see all equipment that you track for a given customer, including the warranty expires date, last serviced information, and current equipment status (in for repair, etc.). Quick action functions allow you to create a new Job for the selected equipment, or to quickly create a new equipment record from an Invoice Serial Entry record.
Notice the Invoices button in the ribbon toolbar below. This is a new Access 2007 split button (pictured in 1st picture above). Clicking the top portion of the button will open the Invoices screen. Clicking the bottom portion of the button will open the menu allowing you to access the Invoices screen, or brand new Invoice searching screens. Each major screen button below (except Reports), has a search screen in the lower half of the dropdown button.
For those wondering where all the "File" - or "Tools" commands have went in the new version, notice the office button pictured below (the round, top-left button). Clicking this button, with no screens opened, will open the options shown below, including access to the Setup options screen, for adding your logo, setting your markup preference, tax rates, etc. With a screen open, the Office button will reveal display printing options.
Instant Quote Professional version 6 now offers a vast improvement in searching your database over past versions. There are many search screens throughout the program. On each major screen, you will find full-screen search facilities, as pictured below:
Click the lower-half of the split menu button shown above to reveal search options (or search button in each screen)
Just open the search, then click the dropdown carrot arrow on ANY column heading. Then you can use Text Filters option, and the search text "Contains" option to search for any text.
Click the down arrow circled above, in ANY column heading to reveal powerful searching options
Version 6.40 introduced, for the first time ever, a Quote Form with individual part pictures for each line-item. These pictures come from the Parts screen, and allow you to send a quote form to your customer with pictures.
The screen below is a brand new screen allowing you to browse and search your entire customer database. It is accessed using the split button menu above for Searching Customers. Notice the bottom of the screen has a built in search. Typing in a search phrase will automatically search all the columns for the text entered. Double-clicking a record in the company name or address fields will open the customer screen shown in the next section.
Below is the customer screen, with the refreshed Office Access 2007 look. Notice that the customer screen has it's own ribbon / menu bar at the top of the screen. The notes section will now support rich text, and will have a memo notes history. Many functions have been moved up to the menu bar area, and the main contact / billing address has moved to the main page. Notice the buttons in the menu ribbon for "Shipping / Additional addresses", "Call Log", "Customer Options", and "Customer Files Manager". These have been moved to their own screen, so you only need to open them when needed. As you open more screens, other screens that are already open will be added to the tabbed interface (Search / view customers, and Customers screen are both open - shown below).
Below is the Supplier screen. Notice that the Supplier screen has it's own ribbon / menu bar at the top of the screen. The notes section will now support rich text, and will have a memo notes history. Many functions have been moved up to the menu bar area. Notice the buttons in the menu ribbon for "RMA Address / Additional addresses", "Search Suppliers", etc. These have been moved to their own screen, so you only need to open them when needed. As you open more screens, other screens that are already open will be added to the tabbed interface (Ex: Search / view Suppliers, Suppliers screen and RMA Address are all open - shown below). A brand new Search Suppliers screen (similar to the search / view all customers screen above) will allow you to search for your suppliers and quickly pull up the supplier's record).
Below is the Parts database screen, with the refreshed Office Access 2007 look. Notice that the Parts screen has it's own ribbon / menu bar at the top of the screen. Most functions have been moved up to the menu bar area. For example, the "Default Datasheet View" and the "Hide Inactive Parts" new toggle button are now in the ribbon toolbar, and the status of these options will be remembered when you exit the program. The parts screen has been redesigned to automatically re-size to fill your screen based on your screen resolution. For higher screen settings, you will automatically see more columns of data. A powerful, new built-in search will allow you to search on any column (pictured below). To search the part number column, for example, you would click the small down-arrow carrot that is in the column heading for the part number. A menu will then appear allowing you to sort, or search using a text filter. For the 2007 version of MS Access, each screen is being redesigned to be completely self-contained (In prior versions, all main screens were loaded / unloaded into a sub form container that was below the main menu customer selection area). This means that you can keep the parts screen open, then travel to the Quotes screen, then easily switch back and forth using the tabs (pictured below).
New to version 6.40 is the ability to import parts data from a Synnex CSV file. This compliments the existing External Parts Browser screen that already supports Tech Data, Ingram Micro and Cisco Systems. You can now easily add Synnex parts data directly from a CSV file exported from their website.
Below is the Quotes screen, with the refreshed Office Access 2007 look. Notice that the Quotes screen has it's own ribbon / menu bar at the top of the screen (Samples of the Quotes ribbon dropdown menu's will be below the main screen below). Most functions have been moved up to the menu bar area. Now it will be much easier to find common functions, such as editing a quote, ordering a purchase order from a quote, starting a new revision of a quote, etc. For example, editing the standard quote layout, and the excel based layout will now be directly on the preview button menu in the top ribbon (shown in menu samples below). The Quotes screen has been redesigned to automatically re-size to fill your screen based on your screen resolution. For higher screen settings, you will automatically see more Rows and Columns of quote line-item data. New searching options have been added that allow you to open a screen where you can search ALL line-items contained on ALL quotes! (Shown below) Additionally, 2 more full-screen search's have been added for searching all Quotes, and searching the Quote History for the currently selected customer.
The Quotes Screen - The Heart of Instant Quote Professional
Here's a view of the Create New Quote menu opened, notice options are now easier to find than in previous designs.
The new Preview Current Quote menu.
Added New menu options for searching quotes
All major screens in Instant Quote Pro now have built in search screens, which allow you to search on any column. To search all quote line-items, you would click the selection shown above. Searching is now a snap in IQ Pro 2007: double-clicking the search entries will call up the quote on the quotes screen. (See Below)
Below is the Invoice screen. Notice that the Invoice screen has it's own ribbon / menu bar at the top of the screen, similar to the Quote screen menu's shown above. Most functions have been moved up to the menu bar area. Now it will be much easier to find common functions, such as making a payment, ordering a purchase order from an invoice, searching invoice serial numbers, etc. The Invoice screen has been redesigned to automatically re-size to fill your screen based on your screen resolution. For higher screen settings, you will automatically see more Rows and Columns of quote line-item data. New searching options have been added that allow you to open a screen where you can search ALL line-items contained on ALL Invoices! Additionally, 3 more full-screen search's have been added for searching all Invoices, searching the Invoice History for the currently selected customer, and searching ALL serial numbers.
The Invoices Screen
Added New Search Menu options for searching Invoices, Invoice line-items and current customer Invoice History and Invoice Serial Numbers. Searching is now a snap in 2007, and double-clicking the search entries will call up the Invoice on the Invoice screen.
The new Search Invoice Serial Numbers screen (pictured below) will make finding serial numbers a breeze.
Simply double-click on a line above to open the screen shown below.
Below is the Payments screen. Most functions have been moved up to the menu bar area. Now it will be much easier to find common functions, such as making a payment, previewing a report, or searching all payments. A new search option for Searching the current Customer's payments is now included, thus giving 2 search options for payments. Additionally, from the Customer screen, you can easily search Payments, Quote History and Invoice History, all from one location. Payment Notes will now support rich text, allowing you to draw attention to important notes for your customer.
The Payments Screen - View all Customer Invoice and Payment history
Below is the Service screen. Most functions have been moved up to the menu bar area. Now it will be much easier to find common functions, such as creating a job, job check-in tasks, previewing various job forms, or searching all jobs. New search options for Searching the current Customer's service history, searching all job line-items / parts, and searching all work needed items are now included. Additionally, from the Service screen, you can easily find and view the quote the job was created from, as well as the invoice that was created from the job. Job check-in information has now been moved to the top-left of the service screen.
The Service Screen
Track detailed information regarding your Job Order by clicking the "Work Needed / Hour Tracking" button on the service screen. You can enter all tasks required for the job, as well as the time required to complete, and total mileage, if traveling on-site. Reports are available in the Reports screen for total hours by employee, and total mileage.
The Service Screen - Work Needed / Hours Tracking
Below is the Purchases screen. Most functions have been moved up to the menu bar area. Now it will be much easier to find common functions, such as creating a new purchase, auto-purchases, checking on serial numbers, viewing payments, and RMA's. New search options for Searching All P/O's, searching the current Supplier's service history, searching all line-items, Serial Numbers and searching all payments and RMA's have now been included. Additionally, from the Service screen menu, you can quickly see if you have pending items you wish to add to a new purchase by looking at the P/O Scratch Pad button in the toolbar ribbon (shown below).
The Purchases Screen - Create Purchase Orders to your Supplier's
Below is the Reports screen. This is where you will go when you want to run any available report for Customers, Quotes, Parts, Invoices, Financial / Tax Reports, Inventory Stock, etc. Most reports support entering date or other criteria. Leaving most criteria blank will show all records. Quickly build a list of your favorite reports for easy access!
The Reports Screen - Over 90 reports available!!
Below is the new Instant Billing screen. Instant Billing will still be an add-in that requires the purchase of an additional key, however, Instant Billing will now be contained within the Instant Quote Pro program file. Additionally, the existing data from Instant Billing will be imported into the main database. New features have also been added with two new search options to allow searching of all billing records, and all detail line-items contained within the billing records. Microsoft's new .PDF writer will be supported when e-mailing batches of invoices, so you will be able to e-mail as .pdf invoices.
Instant Billing Add-In - Setup Billing Records / Run Batch Recurring Billing
After you setup all your customer billing records, clicking the "Create Batch Invoices Now!" button, pictured above, will open a preview of all invoices that would be created. You can accept all, or selected invoices.