A Workshop Quote is an order type in Cloud POS that lets you quote a customer for workshop work, such as a service or repair, before the work is confirmed. You create it in the Point of Sale, and it behaves in the same way as a standard Quote, with one important difference: it also appears in Cloud POS Workshop, so your workshop team can see and manage it alongside your Workshop Jobs.

When your customer is happy to go ahead, you can convert the Workshop Quote into a Workshop Job.

This article covers the following topics:

• What is a Workshop Quote?
• Creating a Workshop Quote in the Point of Sale
• Managing Workshop Quotes in Cloud POS Workshop
• Sending a Workshop Quote to your customer
• Converting a Workshop Quote to a Workshop Job
• Converting a Workshop Job back to a Workshop Quote
• Recalling a Workshop Quote
• Workshop Quotes in the Back Office

What is a Workshop Quote?

Workshop Quote is one of the order types in Cloud POS, alongside Special Order, Layaway, Workshop Job and Quote. Here are the key things to know:

• A customer must be set on a Workshop Quote before you can save it, as with all order types.
• No stock is committed to a Workshop Quote. Stock is committed when you convert the quote to a Workshop Job.
• Deposits cannot be taken on a Workshop Quote, and there are no items to pick up.
• A Workshop Quote can be scheduled and edited in Cloud POS Workshop in the same way as a Workshop Job.

Creating a Workshop Quote in the Point of Sale

You can set the transaction type either before or after you have added items to the transaction, and before or after you have set the customer.

1) There are two ways to set the transaction type to Workshop Quote in the Point of Sale.

a) Click the Change Transaction Type button in the transaction summary panel, then click Workshop Quote:

OR

b) Click into the Customer Orders menu and click Workshop Quote in the list:

2) A window opens, prompting you for some details about the quote. You can complete these options as fully as you like. None of them are required. If your customer has dropped their bike off for quoting, you can mark it as checked in and set the Storage Slot where it is being kept:

For a description of the other options, such as the reference, order status and due date, please refer to the following article: How do I create a Workshop Job?

3) Once you have entered the required details, click Apply and Close.

4) You will return to the Point of Sale screen. Make sure that you have set a customer and added the required item(s).

5) Click Save Workshop Quote. The text on the save button changes to reflect the order type you have chosen:

6) You will proceed to the Transaction Options screen, so that you can print and/or email receipts to your customer, if required.

The Workshop Quote is now saved, and will appear in Cloud POS Workshop.

Managing Workshop Quotes in Cloud POS Workshop

Once a Workshop Quote has been saved, it appears in the Cloud POS Workshop and can be scheduled, unscheduled and edited in the same way as a Workshop Job. For guidance on scheduling, please refer to the following article: Scheduling a Workshop Job

Workshop Quotes are highlighted with a dash outline and with this draft icon in the bottom right corner, so that you can tell them apart from Workshop Jobs:

To show only Workshop Quotes, use the filters on the Board and Calendar views. In the List view, use the filter on the Type column to choose between Workshop Jobs and Workshop Quotes.

When you open a Workshop Quote, the Complete Job button is replaced by a Convert Job button, and the QC option is hidden.

Converting a Workshop Quote to a Workshop Job

When your customer is happy to go ahead, convert the Workshop Quote to a Workshop Job. Converting the quote changes the order type and commits stock for the items on the order. A comment is added to the order to record the conversion.

In the Cloud POS Workshop

1) Open the Workshop Quote and click Convert to Job.

In the Point of Sale

1) Recall the Workshop Quote. For guidance, please refer to the following article: How do I recall a customer order or quote?

2) Set the transaction type to Workshop Job, using either of the methods described in the section above on creating a Workshop Quote.

3) Click Save Workshop Job.

In the Point of Sale, a Workshop Quote can also be converted to a standard Quote, and a standard Quote can be converted to a Workshop Quote. A Workshop Quote cannot be converted to a Special Order or Layaway.

Converting a Workshop Job back to a Workshop Quote

If a job needs to go back to the quoting stage, you can convert a Workshop Job back to a Workshop Quote from either Cloud POS Workshop or the Point of Sale. A comment is added to the order to record the conversion.

In Cloud POS Workshop

Open the Workshop Job and use the option to convert it back to a Workshop Quote. If you have any unsaved changes, you will be warned before the conversion goes ahead, because the conversion is saved straight away:

In the Point of Sale

1) Recall the Workshop Job.

2) Set the transaction type to Workshop Quote.

3) Click Save Workshop Quote.

If you have entered a deposit or marked items for pick-up on the Workshop Job the option to convert to a Workshop Quote will not be available.

Before you convert a Workshop Job back to a Workshop Quote

In the Cloud POS Workshop, you cannot convert a Workshop Job back to a Workshop Quote if it came from a web order, or if there are outstanding deposits on the order. When you hover the mouse over the greyed out 'Convert to Order' button, a message explains what you need to do, for example refunding a deposit.

When the conversion goes ahead, any stock committed to the job is released and becomes available again, and any QC value on the job is cleared.

 

Recalling a Workshop Quote

Workshop Quotes can be recalled in the same ways as other orders. For guidance, please refer to the following article: How do I recall a customer order or quote?

On the Recall Orders grid, you can filter the Type column to show Workshop Quotes.

Recalling Workshop Quotes with other orders

Workshop Quotes can be recalled together with other Workshop Quotes and standard Quotes, but not together with Special Orders, Layaways or Workshop Jobs. If you try to recall a mixture of Quotes and other order types at the same time, you will see a message telling you that this is not possible.

 

Workshop Quotes in the Back Office

In the Back Office, Workshop Quotes are shown with the order type Workshop Quote. You can see and filter by this type in the following places:

• Customer Orders, and the Orders & Workshop Jobs tab on a customer's record.
• Customer Order Lines.
• The Customer Orders tab of Stock Enquiry.
• The Sales Dashboard, in the order grids and the order drilldown. As with standard Quotes, the pick-up value for a Workshop Quote is always 0.

Workshop Quotes do not appear on the Picklist, in the same way as standard Quotes.

Frequently Asked Questions