2.6 Creating a Quote

In this section...

In this section we'll create the Quotation letter for the Optel Seminar.

To create the Quotation Form you should have clicked Create Booking Quotation.



The Quotation Form is used to record all details. When it is first opened it looks like this and will automatically include all information from the Customer file.



Record details of Quote....


Step 1.
Select Menu Package Requirements

Click Menu Tab (automatically defaults to this when first opened).

To open the Menu Package dialog single click Select Menu button.


To select the Package click on the packages required in the dialog box and single click OK.





Step 2.
Select Beverage Package

Click Beverage Tab

To open the Beverage Package dialog single click the Select Beverages button:



To select the Package click on the packages required in the dialog box and single click OK.

Note: Only one beverage package can be selected.






Step 3.
Select Extra Items and Room Setup required

Click Extra Items & Room Setup Tab

To open the Extra Items dialog single click the Add Extra Item Category button:



To select the Extra Items required click on each item required in the dialog box and single click OK.



To open the Room Set up dialog single click the Room Setup button:



To select the Room Set up details click on each item required in the dialog box and single click OK.





Step 4.
Determine Labour Requirements

Click Labour Tab

To estimate the cost of labour required to services a function single click dialog single click the Labour Requirements button:



To select the Staff types required click on each item required in the dialog box and single click OK. YOURFunction will use the staff to guest ratios in the Administration Database to determine the number of each staff type required and the estimated cost based on the duration of the function.




Step 5.
Accommodation

To enter Accommodation requirements, single click in the Accommodation Required box and enter the number of guests to accommodate.



To select the Accommodation Type required, single click on the Room Types button.



Select the Accommodation type from the dialog



YOURFunction will request you enter the number of rooms required and allow you to enter any other relevant information in Reservation Details.




Step 6.
Diary Notes

Diary Notes are linked to your Lotus Notes To Do.

To add a diary Note single click Add Note.



Enter the Task or note and single click OK.



Enter person to delegate to (if necessary), due date, priority and single-click Create to do.



You will be notified when the To Do has been added to your Personal To Do list.





Step 7.
Quote Costing

To calculate the cost of any extra items, enter the quantity of each item required and single click Calculate Costs Button.




To determine the labour costs associated with the function, single click in the Required column and YOURFunction will automatically determine the number of staff required to service the function.





Step 8.
Comparison

The Comparison table highlights expected profitability for the function being quoted.


Create the Quote Letter...


Step 1.
Select template to use


Step 2.
Modify Text


Step 3.
Send Quote to customer



Lesson Summary....

Notice several of the things we worked on in this lesson: