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View and print a quote
This document will explain how to load a customer invoice into the invoice spreadsheet and than print off that invoice for a customer to sign.



Quote screen explained.

Purpose
The purpose of the quote screen is to allows representatives to load up a user's quote (from the customers' spreadsheet) and than print it off for the customer to signup to the service.


screenshot - quote screen explained


1: Title and business information
This area provides an outline of the business name, address, phone number, email and website address. The aim here is to provide details on the quote.


2: Customer details
This information provides details of the specific quote, the quote date will automatically appear as today, the Customer ID is the vital field that must be entered to load the user's data (more details in sections 2. and 3.), and than first name, last name, address, suburb, post code and date of birth are automatically loaded from the customers' spreadsheet.


3: Load latest quote
This button loads a macro to put the latest Customer ID from the customers' spreadsheet into the Customer ID field, in turn this will load the user's latest quote. (more details section 2.)


4: Quote details and amounts
This information provides a basic description and amounts of the quote, the basic fee combines the risk fee and age fee, the extras fee provides the fee if the user has selected extras, and the rebates fee subtracts amounts from rebates. The subtotal adds up the extras and basic fee, and than subtracts rebates. The payment type discount takes off a percentage based upon mode of pay, and than the total is the final amount payable.


5: Quote signature
The customer signature box allows customer's to immediately sign up for a service based upon the quote.


6: Instructions
This box provides basic details on how to operate the quote spreadsheet.


Loading latest quote.

Aim
The aim of this function is to automatically load the latest entered customer data into the quote screen.


1: Press 'Load latest quote!' button.
In order to load the latest quote from the customers' spreadsheet the first step is to press the 'Load latest quote!' button (as the arrows point to in the below screenshot).

screenshot - quote screen load latest



2: That's it!
That's it, the latest quote will now appear in the spreadsheet, this is done by updating the Customer ID to the latest Customer ID from the customers' spread sheet.


Select specific quote.

Aim
The aim of this tool is to allow representatives to load a specific quote.


1: Find the Customer ID in the customer spreadsheet.
The customer's ID can be found on the left most column within the Customers' spreadsheet. Once you have found the correct Customer ID please swap to the Quote spreadsheet.

screenshot - customer screen select specific customer


2: Enter the Customer's ID
In order to load a specific quote please type (you cannot copy this ID) the chosen Customer ID into the Customer ID box (as highlighted in red in the below image).


screenshot - quote screen enter customer ID


3: That's it!
That's it, the selected quote will now appear in the spreadsheet.


Printing a quote.

Aim
To print off a quote for the customer to sign.


1: File -> Print… or Ctrl-P
In order to print off the document you must simply use the built in excel printing function, this can be either accessed by using the keyboard shortcut of Ctrl-P (or Command-P for Mac) or using the File -> Print… function. From here you are able to select colour, quantity, etc as you would for any normal document.


2: That's it!
That's it, the quote will now print (see below screenshot for final output.)
screenshot - quote printed





Input and validation.

Customer ID
The only input within the invoice spreadsheet is the Customer ID. This field is validated based upon an active list of current customer IDs from the Customers' spreadsheet.

An example of a reasonable data includes '1' ,'8', or '10'. Invalid data would be any value that isn't a number currently active as a Customer ID, this includes '1921021902190', 'number-one', '-', or 'a'.


Possible errors.

Invalid Customer ID
This error appears when an invalid (not within the Customers' spread sheet) identification number has been entered. This can be rectified by either using the 'Load latest quote!' button, or alternately manually entering a specific customer's ID.



screenshot - error 'Invalid Customer ID'
The cell or chart you are trying to change is protected and therefore read-only.
In order to protect the integrity of the spreadsheet's formulas, the Invoice spreadsheet has been locked. This means that the only editable cell is the one required to select the Customer ID. Therefore if you try to edit any other cell you will receive the 'The cell or chart you are trying to change is protected and therefore read-only.' error.



screenshot - error 'The cell or chart you are trying to change is protected and therefore read-only.'



How to...
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