Sales Form - Interactive Sales Form

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THE INTERACTIVE SALES FORM - SUGGESTED METHOD OF HANDLING

The term "Sales Form" is used interchangeably for Estimates, Quotes, Pick Lists, Work Orders, Orders and Invoices.

Sales Form Status "conversion" Radio Buttons.

They all have the same basic format (layout) except they are "labeled differently" depending on which Sales Form "Status" radio button is selected to let everyone know which kind of SALES FORM it is at the time it was printed.

You can still write things down on your printed sales forms, at least to keep track of what has been done and parts used for a SHORT time while getting used to the new system. However, keep it SHORT... Maybe a month or 2 weeks? Less??

Whatever you think would be the best while you are getting used to this system but be sure and keep it as short as possible.

Here is how the Interactive Sales Form System works:

1. When the car/customer comes in/calls do the FORM in the system as understood up to that point in KwikSALESTM Manager and then print the initial or "beginning" form. The initial form will probably be an Estimate or a Quote but it could also be a Work Order or an Order.

NOTE: Money "deposits" to forms can be made now before (or after) printing it out. So that makes it able to be used like a "layaway" or take payments until paid in full and then release method too. Each successive printed form becomes a receipt showing the balance due.

2. Then use your copy of the "beginning" form (quote or order) as the "work sheet" in the shop by the tech (or whomever) to write stuff on just like you do now. Doing this allows everyone to get used to the new Sales Forms and will provide "notes" to use when returning to the computer to bring the Sales Form in the application "up-to-date" as needed. This updating at a later time can take place many times and can also be performed from a networked computer in the service area.

3. If the customer wants an estimate to take with them, make sure all of the line items to make it a "complete estimate" are entered correctly and then print two copies and give the customer one copy as their "estimate" copy and keep the other copy as your business record or shop "work sheet".

4. Then, when the job is done, use your "work sheet" copy with the newly "hand written down" (if any) on the printed copy to key in (add to or change the Sales Form) the necessary line items and other pertinent data to the FORM in the computer to make it complete, including all comments and special notes to record the hand writtin stuff and bring it up to date in the computer.

That gives you everything as a "digital" record as well as the hand written "work sheet" record. This also gives a "legal audit and proof trail" for insurance and legal purposes if necessary later in case of some sort of a dispute.

5. Apply immediate payments at any time as necessary.

NOTE: The program will automatically print "aged" statements on the balances later provided Accounts Receivable functions are installed and accounts setup. Another copy of each form can also be printed later to go along with each statement when statements are sent out. Payment is usually MUCH faster doing it that way since the Customer can audit the statement right away from the copy sent along.

6. Then apply payments immediately or later as necessary.

7. Then "convert" the Sales Form from a Quote or a Work Order to an Invoice, by printing out the completed Sales Form as an Invoice, give it to the customer as a "receipt" and get them to "sign off" on it. Or do whatever your unique business circumstance requires.

What has just been described above is called using an "interactive Sales Form" (Estimate, Quote, Pick List, Work Order, Order or Invoice). It can be done a couple of other ways but we think the above fits most situations the best.

NOTE: It is always best to complete today's entries RIGHT AWAY but no later than the next day. Otherwise they will be forgotten and then overlooked.

If you get way behind making entries to Sales Forms, like a week or so, it's a real pain to catch up. The biggest problem is that it is difficult to remember what was done a week or even a couple of days ago. Most shops work on way too many cars to remember all of that "fine detail" stuff for very long.

Doing the above (converting to an interactive invoice system) has been one of the most difficult things for businesses that are "new" to using a computer for "Sales Forms" (Quotes/Orders/Invoices) to understand.

Doing the above is what is termed "real-time" mode. I am sure you have heard that term before.

If and when business data is entered into this program immediately, then up-to-date (demand) reports, including invoices, can be printed or viewed at any time.

The term for those reports is "demand" reporting. e.g. current "up-to-date" reports "on demand" at "any time".