Create New Estimate/RO text

From ProfitBoost Manual

Opening a New Estimate / RO

In this segment we will be covering one method of opening a new Estimate or Repair Order.

Start by clicking New Estimate / RO. Envision that you have just placed a blank handwritten form on the counter in front of you.

First step is to note if it is to be an estimate, or if it is a Repair Order. If it is an Estimate, leave the Make into RO check box blank. The form will become an Estimate with the next sequential estimate # assigned to it.

If it is to be a Repair order then click to put a check in the box. The form will become a Repair Order with the next sequential repair order # assigned. This box is checked or unchecked by default based on a program setting that is covered in the Program Setup segment

Written by is the person writing the RO. By default it fills with the current logged in user and can be changed by selecting from the drop down list. The department fills with the primary department of the current logged in user and can be changed by clicking on the drop down list. If your company has only one dept it will always be that department.

The date IN field fills with current date. It can be changed either by clicking the Look Up link and selecting the date from the pop up calendar, or by entering the date with the key board. The date must be in the month slash, day slash, year format. The date will not be stored correctly if dashes or spaces are used in place of slashes.

A due or promised date and time can be entered as desired in their respective fields.

If your customer for this RO uses a purchase order number, enter it in the PO Number field.

In the RO Lead Source field, select the reason the customer brought the vehicle in this time from the drop down list. Lead and Referral sources can be added or edited in the system Admin lead and referral tracking section. The difference between RO lead source and Account lead source is covered in the Lead and Referral source tracking segment.

The Customer Concern is the reason or one of the reasons for this vehicle visit to the shop. Customer Concerns can be entered free form or they can be pulled from the ‘canned’ or…in other words…saved list of common customer concerns that have been canned previously. To can and use a customer concern on the fly, click on Use Canned, then click Add New, key in the concern and click Save Record. The text is saved to a new item in the canned concern list and is added to RO

The estimate field is a place to record the amount of money you have discussed with the customer and the customer is authorizing for this job. An entry here creates a Contact Log record. Details about the Contact Log are covered in another segment.

If there are multiple unrelated reasons the vehicle is at the shop, for instance Brake noise and Coolant leaks, click the Save & add another customer concern / job link, and add another customer concern. Repeat until you have added all the customer concerns.

Then click either Find / Add account to create the RO and add the customer Account and vehicle information to it OR click Save + Go to RO to create the RO and leave it with out customer account or vehicle information. The customer account and vehicle information can be added or edited later.

To return to the RO page for editing later, click RO on the side menu, then click Edit RO.