Permaquote User Guide Release 2.0

Table of Contents

1. Introduction to PermaQuote

1.1 About PermaQuote

1.2 What PermaQuote Does to BusinessVision and to Your System

1.3 Look and Feel

1.4 Installing PermaQuote

1.4.1 One serial number per copy of PermaQuote

1.4.2 Before Installing PermaQuote

1.4.3 Serialize Your Copy of PermaQuote

1.4.4 Selecting Which Company Database(s) to Use

1.5 Starting PermaQuote

2. Getting Started

2.1 Where to Find PermaQuote within BusinessVision

3. Creating and Modifying a Quote

3.1 Creating a Quote

3.1.1 Entering Line Items

3.1.2 Removing Line Items in a Quote

3.1.3 Saving the Quote

3.2 Modifying a Quote

3.2.1 Deleting a Line Item

3.2.2 Deleting a Quote

3.2.3 Renaming a Quote

3.2.4 Copying a Quote

Appendix A: System Requirements

Appendix B: End-User License Agreement (EULA)

Appendix C: Technical Notes

- 1 -

Chapter 1Introduction to PermaQuote

Chapter 1

1.Introduction to PermaQuote

1.1 About PermaQuote

In BusinessVision, once a quote is converted to a sales order, the original quote is lost.

PermaQuote, from Evron Computer Systems Corp., extends BusinessVision’s core functionality by maintaining a separate data file that permanently stores quotes which you edit, copy and re-use.

1.2 What PermaQuote Does to BusinessVision and to Your System

PermaQuote does not, in any way, touch any aspect of the original BusinessVision program. Anything to do with PermaQuote is kept in files that are separate from BusinessVision.

After installing PermaQuote, the BusinessVision icon on your desktop will be “aware” that PermaQuote has been installed. You do not need to change or add anything, nor do you need to run a separate program each time you want to do quotes.

1.3 Look and Feel

PermaQuote is a true “add-in” product, not an “add-on” product. An add-on product requires that the application run externally to BusinessVision. You would have to run such a program separately, each time you want to create or edit a quote.

An add-in product runs seamlessly with BusinessVision. PermaQuote is accessed from the standard Order Status dropdown box on the Order Details display screen. Quotes are always available to you instantly.

If you are familiar with the menu structure, navigation structure, graphics, and functionality of the core BusinessVision application, then you intuitively know how to use PermaQuote. PermaQuote also incorporates in-context automatic help boxes that pop up when you move your cursor over a button or box within the PermaQuote application. These pop-up boxes provide a brief explanation of the function or purpose of each object.

1.4 Installing PermaQuote

1.4.1 One serial number per copy of PermaQuote

PermaQuote is serial number-protected, using a key code generator that is created at the time of installation and based upon the specific machine on which you install BusinessVision and PermaQuote.

You need to have a license for each copy of PermaQuote that you operate. If you want to run PermaQuote on more than one machine, please contact Evron at:

Evron Computer Systems Corp.

5 Denison Street(905) 477-0444

Markham, Ontario

L3R 1B5, Canada

The serial number you receive from Evron will only work on the specific computer on which you first installed PermaQuote, and is based on your computer’s hardware / software configuration.

If at any point you must reinstall PermaQuote because of some malfunction of your computer, you may need to acquire a new serial number from Evron if your hardware / software configuration has changed.

1.4.2 Before Installing PermaQuote

Before installing PermaQuote, Evron must update its internal customer database to allow you to generate a serial number. After we have received payment, you will receive an email from Evron indicating that you have been set up in the website database.

There are two ways to acquire a serial number. If for any reason you are unsuccessful using these please contact Evron directly at 905-477-0444 or .

1.4.3 Serialize Your Copy of PermaQuote

We have endeavoured to provide the fastest, most expedient ways to minimize the time and effort required to get PermaQuote up and running on your machine.

1. On-Line, Via the Internet:
When you run PermaQuote for the first time you will be prompted to enter your registration serial number.
If the computer you are using is connected to the internet, you will be provided with a website link and instructions on how to register. Follow the link.
When you reach the website you will be asked:

1. To log in using your Email address and BusinessVision Serial Number.
   
2. If you have pre-registered with your Evron Sales Rep. If you have not registered an Email address with Evron, please do so by contacting Evron and registering with us. You will then be allowed access to the Evron Web Site to receive your serial number.
   
3. Once you receive access to the registration site… you will then be asked to enter your KeyCode. The KeyCode is the series of letters that are displayed to you on your registration screen.
   
4. Enter your KeyCode and press the Register button.
   
5. If you have not reached your limit of license counts you will be shown your Serial Number. Enter this number into your PermaQuote Registration screen and press OK.
   
6. If the serial number is valid you will then see a message telling you that you have successfully registered your software -> press the OK button to complete your registration.

2. Off-line Via Phone/Fax:

If you do not have an internet connection you can register your software by contacting Technical Support via Phone or Fax and telling the Technical Support your Key Code.

You will then be provided with the Serial Number to unlock your PermaQuote Application.

1. Enter this number into your PermaQuote Registration screen and press OK.
   
2. If the serial number is valid you will then see a message telling you that you have successfully registered your software.
   Press the OK button to complete your registration.

1.4.4 Selecting Which Company Database(s) to Use

BusinessVision can support multiple companies and, therefore, multiple databases. BusinessVision also allows each database to be stored separately from the BusinessVision application. For example, some companies store their data on a network server that is separate from the PC on which the BusinessVision application is run.

After you have installed PermaQuote, you need to identify to PermaQuote where each company database resides on your network.

PermaQuote helps you do this by looking at BusinessVision’s installation information and displaying to you all the databases that BusinessVision knows about. When this screen appears, simply select which databases you want PermaQuote to work with.

If, at any time, you decide to add or remove PermaQuote support for any company database, go to:

• Start button on your desktop
• Select Programs
• Select the BusinessVision folder
• Select the PermaQuote folder
• Run the Company Setup program

1.5 Starting PermaQuote

As part of the installation, the PermaQuote install program will place a PermaQuote icon on your desktop as well as in your Start / Programs listing. Double-clicking on this icon will launch BusinessVision, including the PermaQuote add-in product.

Any time you intend to use PermaQuote, you must start BusinessVision using the PermaQuote icon. The icon does not do anything to your system or to BusinessVision except to let BusinessVision know that PermaQuote is to be made available to you.

BusinessVision does not have a built-in capability that allows external programs to be run from within BusinessVision.

See Technical Notes in Appendix C for more details.

- 1 -

Chapter 3Creating and Modifying a Quote

Chapter 2

2.Getting Started

2.1 Where to Find PermaQuote within BusinessVision

After you have double-clicked on the PermaQuote icon on your desktop and logged into BusinessVision in the usual way, go to the Order Status field on the Order Details screen, and select Quote from the list of options (Fig. 3).

This will start PermaQuote and display the PermaQuote Selection Screen (Fig. 4). The first time you use PermaQuote, the contents of the screen will be blank since no quotes have yet been created. With normal use, this screen will present a list of all the quotes that you have created.

The buttons at the bottom of this screen provide you with the functions that you may use to maintain your listing of quotes.

Your can:

• Add a new quote;
• Modify an existing quote;
• Delete an existing quote;
• Rename an existing quote, or;
• Copy an existing quote to create a new quote.

Click on the Add button to enter your first quote (Fig. 4).

Clicking on the Add button will bring up the New Quote screen (Fig.5).

Proceed to the next chapter to learn how to create and modify a quote.

- 1 -

Chapter 3Creating and Modifying a Quote

Chapter 3

3.Creating and Modifying a Quote

3.1 Creating a Quote

3.1.1 Entering Line Items

To enter line items, type in the part number in the Part Number field (top left corner).

Part # List: Alternatively, you can click on the magnifying glass to the right of the Part Number field, which will open a separate window that lists all the part numbers in your company database.

Browse List: You can use the scroll bar to quickly scroll through the listing.

Sort List: You can sort either the Part Number column or the Description column alphanumerically by clicking on the appropriate heading.

Jump To A Record: You can also click once on any record in the listing, type in the first few characters of the part number, and the listing will jump to the appropriate starting point.

Add An Item To The Quote: When you have found the part number that you are looking for, you can either double click on that record or press the Enter key. This will transfer the Part Number and Description in the company database to the appropriate fields in PermaQuote.

Next, type in the quantity in the Order qty field and then click on the Add button. This transfers the information in the three data entry boxes to a single line item in the quote listing below them (Fig. 7).

To enter part numbers for additional products, click on the magnifying glass again or press the Enter key to return to the inventory list.

Repeat the steps until you have all of the parts, descriptions and quantities that you require for your quote (Fig 8)

Limitation To Number of Line Items: There is no limit to the number of line items that you may type into PermaQuote. However, BusinessVision allows a maximum of ninety-nine (99) line items in its internal quote system (Fig. 9).

Therefore, if you exceed ninety-nine line items in your quote, PermaQuote will warn you. If you exceed 99 line items, you can either try consolidating certain parts into subassemblies or sub-units, or you will need to break up the quote into two logical parts and create two quotes.

Warning - Saving Your Quote: All the additions, changes and deletions that you have made in Edit Quote – Quote Editor screen are stored only in your computer’s memory. The inputted information is not saved in the quote data file, nor is any of the information passed to BusinessVision, until you save the quote by clicking on the OK button.

Suggestion: If you are working on a quote with many line items, you should save your quote from time to time, and then go back and add additional line items using the Modify Quote procedure.

3.1.2 Removing Line Items in a Quote

On Quote Editor – Edit Quote screen, whether you have just created the quote or if you have called it up for editing, you can highlight any part number in the quote listing and press the Delete key. This will remove the whole line item from the quote listing.

Warning – No Caution Screen: Because inputting line items may typically require many inputs and changes in the course of constructing a quote, displaying an “Are you sure?” caution screen here would become burdensome to the process. Therefore, to facilitate rapid data entry, there is no warning that the line item you are about to remove will be deleted.

Undo: Clicking on the Cancel key will void the very last action you took. For example, if you deleted a line item by mistake, clicking on Cancel will undo this last operation and return the line item to your quote listing.

3.1.3 Saving the Quote

Clicking on the OK button at the bottom right corner of the Quote Editor – Edit Quote screen, brings up a confirmation window. Select Yes to save the entire quote, or No abandon it.

If you select Yes to save the quote, you will be prompted to give the quote a name. Enter a meaningful name that is easy to remember or uniquely descriptive of the quote content.

Suggestion – Naming: Adopt a logical naming convention for your quotes. For example, using a year/month/day syntax – 2002 08 13 DEF Logistics Inc. – will automatically keep all your quotes in chronological order.

When you click on OK on the Save Quote as … screen, your new quote will appear in the PermaQuote – Selection window.

3.2 Modifying a Quote

If you need to modify your quote, click once on the quote in the PermaQuote – Selection window to highlight it and then click on the Modify button (Fig. 12).

Double click on the specific line item that you want to Modify. The individual line item components will be displayed in their respective fields (Fig. 13).

Change the part number or the order quantity fields,

and press the Update button (Fig. 14).

3.2.1 Deleting a Line Item

To remove a line item from the quote listing, highlight the specific line item by clicking on it once. Then click on the Delete button to remove it. Click OK to save the changes and update the quote, or Cancel to cancel the proposed changes.

3.2.2 Deleting a Quote

To delete a quote from your data file of quotes, highlight the quote you want to delete by clicking on it once. Then click the Delete button at the bottom of the screen.

The following screen will appear (Fig. 16), asking you if you would to delete the named quote file.

Warning – Delete Permanent: Once you delete a quote, there is no way to retrieve it. Clicking on the Yes button will cause the stored quote to be removed from the quote list and deleted from the folder on your
computer where the quote templates are stored.

3.2.3 Renaming a Quote

You can rename any quote in your listing of quotes by clicking once on the target quote to highlight it. Then click on the Rename button (Fig. 17) at the bottom centre of the screen.

Simply type in the new name (Fig. 18) you want for the selected quote and click on the OK button. As before, you can name the quote to just about anything you want.

After you click on the OK button, the renamed quote will appear in the list.

If you instead click on the Cancel button, then the following screen will appear. After you have read the message, click on OK to continue.

3.2.4 Copying a Quote

This function can substantially increase your quoting productivity, one of the principal benefits of PermaQuote.

Rather than repeatedly typing in the same quote over and over again in BusinessVision, you can copy an existing quote, give it a new name, and then edit it as required.

To do this, highlight the quote you want to copy, by clicking on it once. Then click on the Copy button near the bottom right corner of the screen (Fig. 21). You will then be prompted to add in a new name for the quote – you must do so (Fig.22) When you click on the OK button, you will see a new entry in your listing of quotes.

If, however, you click on the Cancel button, the following screen will appear, click “OK”.

- 1 -

Appendix B

Appendix A

Appendix A: System Requirements

Appendix B

Appendix B: End-User License Agreement (EULA)

- 1 -

Appendix C

Appendix C

Appendix C: Technical Notes

How PermaQuote is Launched

• No File Modification: PermaQuote is “launched” from within BusinessVision but it does not write directly to any BusinessVision data file nor modify any program file within BusinessVision.
  
• Launching: When you select Quotes from within the BusinessVision Order Detail screen, this launches the PermaQuote application. The PermaQuote application handles all storage, change, and delete functions relating to quotes.
  
• Data Entry Program: PermaQuote is essentially a separate data entry program that manages the process of assembling quote information in its own form. The form is designed to look-and-feel the same as any BusinessVision form.
  
• Form Populating: PermaQuote populates the respective fields in the BusinessVision Order Details form using the data the user has inputted. BusinessVision then takes over and continues to process the information as it normally does.

Plug In