The Estimate maintenance option enables the "translation" of estimates produced by various subsystems in Autoline (Audatex for example). Autoline imports an estimate created by a subsystem into the Bodyshop Estimating (BE) module where it is translated. Regardless of the source subsystem, once the estimate has been imported the data is translated into the same standardised information, and is therefore always presented in the same way throughout the BE system.
What do you want to do?
The Estimate Maintenance form is displayed when the Estimate maintenance option is selected from the BODYSHOP ESTIMATING menu.
Toolbar/Menus
Menu Icon Description File > Exit Exit estimate maintenance File > New Create new estimate File > Open Open existing estimate File > Close Close estimate without saving File > Save Save current estimate File > Print Print estimate File > Check estimate Checks links are valid for wipno creation File > Create WIP Create WIP Reject > Reject Reject estimate Tools > Import Estimate Import estimate Links > Point of Sale Allows you to go to Point of Sale in display mode only Links > Loan vehicles Displays the Loan Vehicle Diary in display mode only to check the availability of loan vehicles when making a booking for a customer. Help > Contents Help files
Information about an estimate is compiled and displayed on the Estimate Maintenance form in the following tabs:
Note: The Summary tab is the first form displayed. Access to the other tabs is only available following completion of the Estimate (Number) field in the Summary tab form.
Normally there are three links that must be made within the Estimate maintenance function before any actions (other than Rejection) can be performed. These links should be made in the following order:
Vehicle Details: A CRM vehicle link must exist before wipno can be created and this checks franchise information held against the vehicle, which can be used for part formatting, etc. This means there must be a valid franchise letter against the vehicle.
Point-of-Sale Customer: A CRM link must exist for the WIP customer - this is usually the driver, but can be defined as something different in BE System Parameters.
Point-of-Sale Account: A CRM link must exist for the WIP account customer - this is usually the insurer.
Note: These links are checked and must be established before printing or authorisation is allowed.
This tab displays a Summary form for the estimate. The form comprises six information areas as follows:
Estimate
Number: This is allocated by the subsystem which created the estimate, and is used to identify the estimate throughout BE. Duplicate estimate numbers are possible.
Note: If you want to view the most recent estimate, click the Last Estimate button.
There is a search facility available for all other estimates. Click on the Ellipsis button
to display the Search for Estimate form.
Operator: This specifies the POS operator assigned to this estimate, together with their full name (if the operator ID is found in the POS operators file). This field is mapped from the user ID given by the subsystem (see Assessors in the BE/SS Code mapping option on the Miscellaneous menu). If the user ID given by the subsystem is not found in this mapping table, or the subsystem does not supply the information, the system gets the POS operator from the Subsystem maintenance file.
From: Details the estimates originating subsystem.
on..at: These fields detail the date and time the estimate was produced on the subsystem, or N/A if the information is not available.
Status
This area defines the current status of the estimate. The five possible status designations are:
Imported: The estimate has been imported from a Subsystem, but has not yet been edited or printed. This is one of the initial status designations of an estimate.
Authorised : The estimate has been imported from a Subsystem, which has marked the estimate as being authorised, and work can be started. This is the other initial status of an estimate, although changing the estimate does not mark it as Edited.
Edited: The estimate has been saved (in other words, links to CRM have been made, or the estimate details have changed) or printed.
Authorised: A WIP has been created from this estimate so the estimate is effectively completed
Note: No further amendment is allowed following Authorised status.
Rejected: The estimate was unsatisfactory and no work results from it.
Note: No further amendment is allowed following Rejected status.
If another estimate with the same number is imported from a subsystem, and the system parameters do not allow duplicate estimates, this estimate is not overwritten.
Current WIP: If the estimate has been authorised the appropriate text appears showing the WIP number that was created - it is not shown otherwise.
Vehicle
This area of the form presents basic data about the vehicle defined in the estimate. If the vehicle has been found in CRM, or a link has been created, the form also shows CRM Link made but if there is no link, this text does not appear. This area is for information only, and the vehicle details are edited through the Vehicle Detail tab.
Contact Details
Right click on driver normally and click Edit address to open a target form which details should be filled in and on completion if target did not exist then tick the Create CRM and the CRM link is made for you.
Dates
This area shows various dates associated with the estimate, including the date the estimate was imported\created (Created) and the date when the estimate was last amended (Updated).
Totals
This area gives summary information about the financial aspects of the estimate.
This form shows the vehicle details obtained both from the subsystem and from the details found in CRM. It is useful as a method of creating the vehicle link to CRM.
The Vehicle Details tab comprises two data areas, CRM Record and Estimate Record. Both of these areas provide the following details:
CRM Record / Estimate Record
Vehicle: This line provides four fields: Franchise - Model - Variant - Description
Registration: Vehicle Registration number. If there is a Registration Number in this field from the subsystem, the system uses it to create a CRM link and as a basis for its marketing search for existing records
Note: The user must still transfer the details from CRM to Bodyshop Estimating (by using the Search CRM option), in case the automatic link is incorrect, or details are missing from the CRM record.
Date Registered: Date of registration.
Chassis number: Chassis number of the vehicle. If there is a chassis number in this field from the subsystem, the system uses it to forge a CRM link to existing records in the database.
Engine: Engine number of the vehicle.
Colour:Vehicle colour.
Magic: Vehicle Record Number
PUSH BUTTONS:
Edit CRM detail: When you click on this option the system accesses CRM which allows you to edit the vehicle details.
Search CRM: When you click on this option the system accesses CRM and presents you with a blank vehicle record. When the appropriate criteria is input the system then searches the vehicle files for the vehicle, using the CRM Search form.
Edit BE details: This option, in the lower half of the screen, allows editing of the details and is normally only used if a CRM vehicle is to be created using this information.
Create CRM:This option, in the lower half of the screen, creates a CRM vehicle record from the Bodyshop Estimating details and creates a link.
Use CRM details: If the automatic link has been made, and the CRM details are correct, this option transfers the details of the CRM vehicle (in other words, in the top half of the screen) into the Bodyshop Estimating details (in other words, in the bottom half of the screen), and a link is created. Effectively, this option confirms the link.
This form provides the list of parts lines that have been imported from the subsystem.
Note: Some parts may be highlighted in red, indicating that some of the information on that line has changed since it was imported from the subsystem. This provides a method of cross checking when an estimate does not match the subsystem estimate.
Part Number: Double left click on line to see the part number's specific details, or right click and select the amend option for part line.
Description: This text is supplied by the subsystem. If the part is created by Estimate Maintenance it uses the given text else it searches first in stock file and Manufactures price file and uses that instead.
Qty: Quantity of parts required.
Unit: Unit price.
O: Opinion indicator which is set to Y if any imported details have been entered or changed by the user. Any prices not provided by the subsystem are regarded as merely opinion.
BET: Defined as Betterment percentage. If betterment is to be applied (for part-worn tyre's, etc.), this field contains the percentage that the customer must contribute - for example, 50% means the customer must pay half the cost of this part. Both line value and Vat values are recalculated as percentage.
Price: The full retail price, per unit, to be charged are entered to the customer.
S: Defined as line Status. Valid line status designations are: <BLANK>, W, D
W: Line on Wipno. This part already appears on Wipno for this vehicle and is not put into any resulting Wipno created by Bodyshop Estimating. However it is included on any printouts/totals in Bodyshop Estimating. Used to stop duplication of lines on Wipno.
D: Deleted. This is no longer and does not form any part of printout/totals in Bodyshop Estimating or appear on resulting Wipno.
T: Defined as Type. When compiling estimate details, the system needs a method of knowing how to total the individual lines. This column field allows the user to change the total that included this line. Most parts are type 8 (Normal Parts), unless extra items, (such as paint and materials which are normal treated as labour items), are to be processed. A part line of Type 8 means that the value of that line is added to the parts total.
The purpose of this line becomes clearer when looking at labour lines. The totals are divided into 3 areas - Labour, Additional costs and Parts.
Summary:
Parts lines: total number of parts on estimate.
Value: Total Net value of parts.
Vat: Total Vat that is applicable.
Parts Value: Total Parts Sale value.
This form allows the user to view the labour lines imported from the subsystem.
Note: Some lines may be in red, indicating that some information on that line has changed since it was imported from the subsystem. It provides a method of validating data with the subsystem estimate.
Note: Click onto line to highlight it. Then double left click to for details or right click to select Amend.
RTS Code: This is the Repair Time Schedule code supplied by the subsystem, allowing the work to be carried out.
Note: Some subsystems do not supply manufacturer RTS codes, but use their own.
Tip: Click ellipsis button to search for codes via Standard RTS codes search form.
O: Opinion indicator. This is set to Y if the RTS Code has been entered\Labour details changed by the user. Any RTS codes not provided by the subsystem are considered opinion.
Description: A full description of the work to be carried out.
WU:Allowed Work Units. The total Allowed Time for the line.
R: Type\Labour Rate from the Point of Sale rates file.
Rate: Hourly Labour rate applied to this line.
Value: The monetary value of this line (calculated from the allowed times and rates in the Labour Breakdown section at bottom left of the screen).
S: Defined as line Status. Valid line status designations are: <BLANK>, W, C, D
T: Defined as Type. When compiling estimates, the system needs a method of knowing how to total the individual lines. The Type field allows the user to change the total that includes this line. The totals are broken down into 3 areas - Labour, Additional costs and Parts.
Summary:
The total labour costs as defined by type.
M.E.T (Labour)
Panel
Paint (Labour)
Paint & Materials (Additional Costs)
Sundry (Labour)
Extras
Other
Note: Breaking down the lines this way enables reports and printouts to show totals for one particular aspect of the estimate - for instance, showing all the Paint lines. Since additional costs tend to be shown as labour lines, it also enables you to separate these from the true labour lines.
This form comprises five areas and contains additional data relating to the current repair:
Insurance Details
Claim Number: The Insurance Company claim number.
Policy Number: The Customers Insurance Policy Number.
Policy Type: The relevant Policy type.
Supplement number: The reference number for any invoice raised for additional work.
Dates
Accident: Enter the date that the accident, relating to this claim, occurred. Press
Date Arrived at the Bodyshop: The date that the Vehicle arrived at the Bodyshop. Press
Estimate Requested: The date that the Estimate was requested. Press
Estimate Needed: The date by which the Estimate is required. Press
User / Operators
Subsystem User ID: Subsystem used, Audatex or Glassmatix, for example.
POS Operator: The POS operators number. Press
Franchise Codes
Vehicle: This area details the franchise code of the Vehicle being repaired.
Stock: The Stock Management Franchise code that applies to parts included on the estimate.
Miscellaneous
Other Details: This area contains other related descriptive text details.
Deductible Amount: The Deductible amount (normally Insurance Excess)
Loan vehicle required: Select this check-box if a Loan car is required for the customer when creating a WIP. Loading the WIP into Point-of-Sale and selecting the Load from the Workshop Launch control displays the Loan Vehicle Diary. You can then select a loan vehicle and make the Loan car booking for the customer on the date required.
Note: The helpfiles for the Loan Vehicle Diary and Loan car bookings should be read first before making any booking for loan vehicles.
