Quote Entry Tutorial

6 minute to read

A quote is defined as a request from a customer for the rate that will be charged for the service of moving freight from one location to another location.

In this tutorial you will learn how to enter a quote and search for a quote.

A. Quote Entry

The Quote Entry screen allows you to enter rate quotes for customers, without entering an order. An order may then be easily created from the original quote.

1. Go to the Operations menu and on the Quoting option select Quote Entry.

2. The cursor will start out in the Quote field, do not enter a number, Keypoint will assign a quote number after the quote is updated. Press Tab to move to the Initials field.

3. Enter your initials into the Initials field and press Tab. (may already be filled in)

4. Enter the customer abbreviation in the Customer field and press Tab. If you do not know the abbreviation of the customer, enter the first few letters of the name, press tab and a lookup screen will display (example below).

5. Use the arrow keys on your keyboard to scroll to the desired record and press the “Select” button or double-click on the record you want to use. Keypoint will return you to Quote Entry screen with the pickup abbreviation populated along with the customer’s name, address, and contact information. Press Tab.

6. Select the order type using the dropdown box in the Order Type field and press Tab.

7. Enter the bill to customer abbreviation in the Bill To field and press Tab. (may already be filled in)

8. Select the division on the Division field and press Tab. (may already be filled in)

9. Select terms in the Terms field and press tab. (optional)

10. Select terms in the Terms field and press tab. (optional)

11. Enter reference information in the 6 main references and press Tab. (optional)

12. Select the equipment type in the Equipment Type field and press Tab. (optional)

13. Enter the class in the Class field and press Tab. (optional)

14. Enter declared value amount in the Declared Value field and press Tab twice. (optional)

15. Now you are on the Pickup Tab. Enter a pickup abbreviation into the Pickup field and press Tab. If you do not know the abbreviation of the pickup location, enter the first few letters of the name, press tab and a lookup screen will display.

16. Use the arrow keys on your keyboard to scroll to the desired record and press the “Select” button or double-click on the record you want to use. Keypoint will return you to Quote Entry screen with the pickup abbreviation populated along with the customer’s name, address, and contact information. Press Tab.

17. If the pickup location is not set up as a shipper in Keypoint, you may tab past the abbreviation field and enter the name and address information in the proper fields. Only the company name, city, state, and country are required fields. Everything else may be left blank in the Pickup section.

18. The cursor is now in the pickup Contact field. If you had entered a primary operations contact in the customer record, the primary operations contact’s name will display in this field. If desired, you can leave the name as is or type in a different contact name. Press Tab.

19. Enter the pickup dates and times into the Date fields and press Tab. (optional)

20. Click on the Delivery Tab.

21. Enter a delivery abbreviation into the Delivery field and press tab. If you do not know the abbreviation of the delivery location, enter the first few letters of the name, press tab and a lookup screen will display. Press Tab.

22. If the delivery location is not set up as a record in Keypoint, you may tab past the abbreviation field and enter the name and address information in the proper fields. Only the city, state, and country are required fields. Everything else may be left blank in the Delivery section.

23. Enter the delivery date and time into the Date fields and press Tab. (optional)

24. The cursor is now in the delivery Contact field. If you had entered a primary operations contact in the customer record the primary operations contact’s name will display in this field. If desired, you can leave the name as is or type in a different contact name. Press Tab.

25. You now have the minimum information added, click Update and the Quote number will be assigned. Your screen should look like this:

26. Now you should be back on the Main Tab of the Quote. Go to the Line Items Tab, located next to the Name/Address Tab, to enter the charges to the customer.

27. Click on the Comments Tab to enter comments for the Quote, these comments are external and will show up on the Quote Report. (optional)

28. Click on the Update button at the top of the screen. Your screen should look like this:

29. Click on the Update button one more time to clear the screen. You have now entered a Quote into Quote Entry. Note: The Quote field located at the bottom right-hand corner of the Main Name/Address Tab is where you can enter the projected cost for the carrier, this isn’t a required field.

30. Quotes have many similarities to Orders: (use of buttons at top of screen)

    1. Order: use this button to turn a Quote into an Order and then find a Carrier to take it
    2. Void: use this button to void a Quote that is no longer available
    3. Print: use this button to print off or email the Quote Report to your customer
    4. Duplicate: use this button to duplicate a Quote

Quote Inquiry

1. Go to the Operations menu and on the Quoting option select Quote Inquiry.

2. The Quote Inquiry screen is very similar to Dispatch Control screen, see the screen below:

3. Enter the criteria you want to search with on the Inquiry tab, then Click on the Search button.

4. Just like Dispatch Control, you can right click on each quote on the Results tab to get the options that are available to use on the selected quote.