Creating New Estimates or Repair Orders

  1. From the shortcut bar, click Main >> New Estimate or Repair Order.

    • Result: A new, blank Quote form displays, with the Job View tab selected.

      • Note: The Job View tab is near the bottom of the page, just above the Save as Est button.

  2. Enter customer and vehicle information by clicking Customer.

    • Result: The Select Customer window opens.

      • If more than one vehicle is assigned to the customer, a Select Vehicle window allows you to select a vehicle to use.

    • For new customers:

      • Click New to open the New Customer window.

      • Add the customer information, and then click Add Vehicle to add a vehicle to the customer.

    • For returning customers:

      • In the Search By box, select Customer Name.  Start typing the customer's name in the search text box.

      • The customer list updates based on your entry.

      • When the desired customer name is found select the customer and click Select.

      • Click Submit after entering vehicle information, and again to close the New Customer window.

  3. Enter or select information for the general order (these vary depending on the status of the order):

    • Refer to Est. #: This field displays the estimate number. This is a read-only field.

      • Note: The Estimate number is likely different from the Repair Order or Invoice number.

    • Key Tag #: Type a tag or window hanger number in this field, if there is one.

    • Mileage In: Type in the mileage of the vehicle when the customer brought it in.

      • Note: This field determines the Service Interval information presented when adding a Service Interval Job and this field may be populated by importing customer data or appointments.

    • Mileage Out: Type the mileage of the vehicle when the customer picks it up.

    • Date Written: This field is pre-filled with the current date, but can be changed.

      • Use the down arrow to open a calendar and select a date.

    • Written By: Select the name of the person (from your list of service writers) responsible for writing the order.

    • Promised Date: Either leave it as Not Specified or click the arrow to select a promise date from the drop-down calendar.

    • Save Parts: Indicates whether to save old parts or not.

  4. From the button bar (in the middle of the window) click Add Job to choose the type of job:

    • New Job: The Add Job and Select New Job Items windows display.

    • Generic Shop Job: Select desired Generic Shop Jobs from the list >> Click Submit to add them to the order.

    • Specific Shop Job: Select desired Specific Shop Jobs from the list >> Click Submit to add them to the order.

    • Service Interval Job: The Select Service Interval Job window displays.

    • Recommendation: Select Recommendations from the list >> Click Submit to add them to the order.

      • Note: The recommendation option displays only if recommendations exist for the selected vehicle.

  5. Complete the displayed Job windows as appropriate and repeat for each job that you want to add.

  6. While on the Order window, you can also:

    • View or edit Line Items in the Job section.

    • View or edit Line Items for all Jobs on the Order while viewing the Line Item View tab.

    • Add additional Jobs containing WorldPac parts to the Order using the WorldPAC button.

    • View parts on the Order that were added from the Aftermarket Parts catalog on the Aftermarket Parts View tab.

    • Check the pricing and availability of the parts on the order that were added from the Aftermarket Parts catalog by using the AZ PartsConnect button on the Aftermarket Parts View tab to access AZ PartsConnect.

      • Add disclaimers to the order, using the Disclaimers button.

      • View Hazmat, Supplies, and Tax charges.

      • Verify Order Revision Totals, Line Item Totals, Subtotals, and the Final Total in the column at the right.

  7. When done entering information, use the following buttons (in the lower button bar) to perform the corresponding task:

    • Note: Buttons are greyed out or don't appear when they are not longer valid options.

      • Examples: The Save as Est button does not display after the Order is saved as an Estimate, and you must revise a Repair Order before the Revision button is activated.

    • Save as Est: Click to save an unsaved Order as an Estimate.

    • Save: Click to save the Estimate, Repair Order, Counter Sale or Invoice.

    • Save as RO: Click to save an unsaved Order as a Repair Order.

    • Conv. to Inv.: Click to save an Order as an Invoice.  Invoices can be cashiered.

    • Conv. to RO: Click to convert an Invoice back to a Repair Order.

    • Save as Appointment: The New Appointment window displays. 

      • Note: The Save as Appointment button is only available for new, unsaved Orders.

    • Repair Information: Click to open the Repair Information window.

    • Revisions: Click to open the Revisions dialog box.

    • Disclaimers: Click to open the Disclaimers list.

    • Customer Follow-up: The Customer Follow-up selection list consists of a list of system messages and custom messages that can be selected to be added to the Follow-up Message queue.

      • When opening the Customer Follow-up window, ALLDATA Manage determines if Service Reminder or Thank You letters are configured to Auto-queue.

        • If they are, the Service Reminder letter or Thank You letter option is selected as the default.

      • When you click Submit, the selected messages will be queued up for processing in the Customer Follow-up module.

      • From this window:

  8. After saving the Order, you can request the appropriate action using the corresponding buttons (in the bottom-right corner):

    • Take Deposit: Click to apply a Deposit payment to a Repair Order.

    • Cashier: Click to apply a payment.

    • Post: Click to post an Invoice or Counter Sale.

    • Print: Click to print the Estimate, Repair Order, Counter Sale or Invoice.

    • Close: Click to close the Order.

Note: The status bar at the bottom of the Order window displays:

  • Recommendations: An indicator displays when Recommendations exist for the selected vehicle.

    • Clicking the indicator opens the Recommendations window in view-only mode.

  • Profit Margin: An indicator displays when a Minimum Order Profit Margin is configured and you add a cost or flagged hours value to an Order.

    • The flag is green if the profit margin threshold is met, and red if it is NOT met.

    • Clicking on the indicator opens the Profit Margin window where you can graph and analyze the Profit Margin by Order, by Job, or by Line Item.