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Creating an Estimate

There are 6 steps to follow when creating an estimate.

  1. From the client or session record, select Client/Session Estimate in the New group of the ribbon. See also: Client Ribbon, Session Ribbon

  2. Take a look at the new estimate. You will see the following areas:

    • Ribbon - The ribbon where you'll find tools for working with your estimate. For a complete description of each tool on the ribbon, see Invoice Ribbon reference topic.

    • Header - The top section of the General tab contains the contact information for the Session Client, as well as the Bill-To Client information. When creating an estimate, these will automatically be the same client.

    • Detail Tabs - There are several detail tabs right above the client information. When creating an estimate, you'll focus on the General tab, the Order Detail tab, and the Notes tab. The other tabs will automatically display details for any images or tasks related to the estimate.

  3. Review the client information, including the details of the Client, the Bill-To-Client, and the Shipping Address

    • To update the Client contact information, open the client by clicking Client in the View group of the ribbon. Make any necessary changes on the client's record and then click Save & Close. Click Refresh on the estimate to update the displayed client information.

    • To change the Bill-To Client, click the person icon. You'll have the option to "Change the Bill-To Client," "View Bill-To Client," or "Create New Bill-To Client."

    • To choose the Shipping Address, click the down arrow on the right side of the first row. You can ship to the client, the bill-to client, or the studio.

  4. Fill in the following fields on the General tab.

    • Estimate Date - This date is automatically created but can be changed if needed by entering the date or clicking the calendar icon.

    • Estimate Type - The "Estimate" type will automatically be selected. You can change the estimate to an invoice later by simply changing the type. Note: A client-based estimate can only be changed to a client-based invoice, not to a session-based invoice. See also: Changing an Estimate to an Invoice, Invoicing Overview

    • Estimate Description - Provide a brief description of what the estimate is for. The description will be displayed on the Invoices tab of the client and/or session record as well as on the Invoices hub.

    • Estimate Status - Select the status of the estimate. Statuses can be used for sorting purposes on the Invoices hub and on your reports. See also: Using Invoice Statuses

      The session date and session number will remain blank if the estimate is not related to a specific session.
    • Notes - Enter any notes related to the estimate. If you do not want these notes to appear on the client's printed estimate, uncheck the Print box.

    Though optional, you may also want to consider using the following fields to help organize and track your orders and estimates:

    • Sales Rep - Select the individual that created the estimate. You can choose the sales rep from the drop-down list.  See also: Setting up Users

    • Payment Due Date - Select the date the payment would be due for the estimate. The default date is today's date. If payment is not due today, you can change it by entering a new date or clicking the calendar icon. When typing in the due date, you do not need to enter slashes. For example, 010112 would appear as 01/01/2012.

    • Approx. Delivery Date - Use this date field to give your client the estimated date their order would be ready.

    • Custom Fields - There is one text field and one date field for you to use as needed.

  5. Add items to the estimate on the Order Detail tab.

    • Item Selection Window - This is a list of all the items available from your price list. See Price List for more information on setting up your price list.

    • Invoice Details - The item number, description, quantity, unit price, and extended price are displayed here. Add items to the estimate in one of the following ways:

      1. Double-click the item in the Item Selection Window.

      2. Enter the item number in the Item field and press Tab.

      3. Or, enter a special item that has not been pre-defined in the price list by simply entering a description in the Description column. No item number is necessary. A quantity and price can also be entered.

      4. TIP!
        The orange arrow to the left of the line shows which item is currently selected. Right-click the orange arrow and choose to Insert New Line, Move the line up or down on the invoice, or Delete the line.
    • Add a Discount - There are two ways to discount an estimate. You can discount one item using a Line Item Discount, or you may discount the entire estimate with an Invoice Discount.

      • Line Item Discount - To discount an individual item, highlight the appropriate item on the estimate and click the Item Detail tab in the Payment Information section in the lower left. Enter the percentage or dollar discount information, along with any notes you want to record about the item. Stratus will calculate the discount and display the adjusted price in the Extended column above.

      • Invoice Discount - To discount the entire estimate, locate the "Discount" line in the lower right. You can either enter a percentage in the smaller box and let Stratus calculate the discount, OR you can type in a dollar amount in the box on the right.

  6. Click Save & Close when finished.

See also

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