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QwikQuote Reporter 2000

The QwikQuote Reporter makes it easy to generate reports from QwikQuote's historical quoting database and Price List data.   A "point-and-click" report generator, QwikQuote Reporter 2000 allows you to search, sort, and manipulate data on the fly, then display it on your screen -- or print, fax, or e-mail.  

QwikQuote Reporter 2000 screen showing two reports running at once

QwikQuote Reporter allows you to generate standard reports like these within a few minutes of installation:

·                     Commission Report by Month, Day, or Year
·                     Quotes Generated by Salesperson
·                     Quotes generated for a specific customer
·                     All quotes that include a specific item
·                     Quote approval sheet with margins
·                     Price Sheet

The QwikQuote Reporter is not designed to be a complicated tool with every conceivable reporting option. Excellent tools to create complex reports already exist and are compatible with QwikQuote such as Crystal Reports and Microsoft Access. However, these products are considerably more difficult to use and may consume too much of the time of the average sales professional. See below for more information on running customized Crystal Reports with the QwikQuote Reporter.

If you would like to see additional reports...

We have incorporated most reports that our customers have requested, but QwikQuote will continue to build in new reports and options according to input that we receive from you. Please send an e-mail to support@qwikquote.com or call us at 609/ 818-1074 if you require a specific report. If the report is generic enough for other users, we will build it into future releases. If your request is highly specific to your business, QwikQuote may be able to produce it for a modest customization fee.

Two Types of QwikQuote Reports

QwikQuote Reporter generates reports about (1) historical quotes and (2) Price List data that pull information from their respective databases. The only exception to this is the "Product in Quote" report in the Quote section, which uses descriptions from the price list to find quotes that contain certain products.

Most reports are associated with the kind of data from which they derive. For instance, Commission reports are created from data in the quoting database while Price Sheet and Catalog are found in Price List Reports.

Your first decision is to choose a Quote Report or Price List Report. These options are presented in the Introduction to QwikQuote Reporter window by two buttons marked "Generate Quote Report" and "Generate Price List."

Choosing Quote Reports by clicking on the [Generate Quote Reports] button

Names for QwikQuote Quoting History and Price List Databases

The name of the Quote Report History database is always RPTDATA.MDB. The name of the Price List database is *.MDB where "*" is whatever name you have assigned. For instance, the sample data Price List file supplied with QwikQuote is called MAKEACAR.MDB; you may have called your data, "MYSERVIC.MDB" or "BUSES.MDB" or many other names.

First time you run QwikQuote Reporter

The first time you run QwikQuote Reporter, make sure to specify the correct location of your quote reporting history file and your price list. Choose "File Locations" under the "Options" pull-down menu at the top of the screen.

Specifying file locations under Options or from the Introduction screen

Generating a Report, and Displaying or Printing it

The procedure below steps you through generating a pre-formatted report. This list also includese procedures for printing and e-mailing various file formats.

Selecting and Generating a Report

To select a pre-formatted report:

1. Click on the button {Generate Quote Report] or [Generate Price List]. These can be found at the top of the screen on or the Introductory screen.

Quote Report and Price List buttons at the top left of the screen

2. Click on an available report style button. (User-defined reports are discussed later.) Each report is described to the right of the button.

Clicking on the [Customer - Detailed Report] button

3. Choose a report file and click on the [Open] button. Report files contain column titles and searching and sorting options. For instance, the reports depicted in the window below are identical except that for one search option: the first contains quotes and orders, the second only quotes, and the third only orders.

4. Click on the [Generate Report] button.

[Generate Report] button in upper right corner

Long Descriptions / Short Descriptions

QwikQuote 5 prints long descriptions of up to 32,000 characters, and displays 255 characters descriptions on the screen. QwikQuote Reporter 2000 uses the 255 character descriptions throughout to keep reports from becoming unmanageable. The exception to this rule is the Catalog report, which produces a catalog that lists the complete long description.

User-defined reports also have the option of including long descriptions by selecting that field name.

Setting Up Your Printer

QwikQuote Reporter uses your Windows default printer setting. For instance, if your Windows default printer is an HP LaserJet 5, QwikQuote will attempt to print to the HP LaserJet 5. To change your printer, click on the "Report" menu at the top left of the screen, and choose "Printer Setup."

"Printing" to the Screen or Printer

The [Generate Report] button at the top center of your screen generates your report on the screen. Depending on the size of your quote database or price list, and the speed of your computer, this may take a few moments.

Once you have reviewed the report on the screen, you can print it by clicking on the "Print" button at the top left of the report.

Print button at top left of report after you click [Generate Report]

"Exporting" to your Word Processor (RTF)

Most word processors can accept a "vanilla" file format known as Rich Text Format. Unlike simple text files, RTF files retain formatting attributes as well as the information itself, so you can incorporate reports or even a few pages of your report into most popular word processors including Microsoft Word and Corel Word Perfect.

To create an RTF file:

1. Click on the Generate Report button.
2. Choose the Report drop-down menu.
3. Choose Export to…, then Your Word Processor (RTF) option.
4. Name your report. QwikQuote Reporter applies the *.RTF extension.

To incorporate the RTF file into your word processor:

1. Open your word processor, and the document into which you want to insert the report – or open the RTF file itself as a new document (if a new document, you are finished.)
2. Place the cursor where you want the QwikQuote Report to appear.
3. In Microsoft Word, use the Insert | File command on the top menu. Most word processors allow you to insert a file.
4. Look for the file with the RTF extension. It will not appear as a standard document since it has an RTF extension.

Once the file has been inserted into your document, you can format it as you would any other text.

"Exporting" to Electronic Mail or Disk

QwikQuote Reporter also allows you to create electronic documents that can be sent over the Internet or stored on diskette. These Portable Document Format files (PDFs) can be read by the popular (and free) Adobe Acrobat available on the web from http://www.adobe.com. To create an electronic report:

1. Click on the Generate Report button.
2. Choose the Report drop-down menu.
3. Choose Export to, then the E-Mail (Acrobat PDF file) option.
4. Name your report.

QwikQuote Reporter creates a compact PDF file that can be read by anyone with the free Adobe Acrobat Reader.

Creating a report for electronic mail distribution

Saving as a Report Document Format

A Report Document Format (RDF file) can be read by anyone who uses QwikQuote Reporter 2000. An RDF file stands alone: it does not require the database or report file in order to be read by anyone who uses the QwikQuote Reporter.

To create an RDF file, select Save As from the Report menu at the top of the screen.

On Screen Viewing Commands

When you generate a report to the screen, you will see these buttons at the top of report:

	The mangnifying glasses zoom in or out on the report. The "plus" sign enlarges; the "minus" sign makes it smaller.
	The page size box is a more precise way of setting your view. We recommend Page Width as the most comfortable setting.
	The page up and page down buttons take you to the previous or next page of your report.
	The page number box indicates you are on page 1 of a 9 page report. To go directly to any page, type over the "1".
	The "Modify Report" button allows you to return to the modification window where you can change column titles, and search and sort options
	The "Close Report" button closes the current report. You can also close by clicking on the "x" in the upper right corner of the report.

Viewing Multiple Reports Simultaneously
The Window pull-down command allows you to view multiple reports for comparing data quickly and to move between them by clicking on the name of the report. The "Cascade" command automatically arranges your reports and other windows in a neat "cascade" of overlapping windows. "Tile Horizontally" automatically sets windows for multiple reports going horizontally across the screen; "Tile Vertically" sets windows vertically. Be careful: tiling more than two open reports creates very small windows that are unreadable.

"Tiling vertically" under the Window pull-down command

"Tiling horizontally" under the Window pull-down command

Closing Reports
To close a report, choose "Close" from the Report menu, "Close" from the command line at the top of the report, or click on the "X" in the upper right hand corner of the report window.

Organizing Your QwikQuote Files
QwikQuote Reporter creates reports from the RPTDATA.MDB database – a "ball" of all your quoting activity. Over time, it is possible to save quotes from multiple versions of QwikQuote, on multiple computers, or on networks. Such quotes may not become part of your reporting database. QwikQuote Version 5.X includes a utility called the QwikQuote File Organizer (formerly called "Reconstruct Search & Report Databases") that helps to organize your QTE files.

The QwikQuote File Organizer

The QwikQuote File Organizer is a separate utility that can be found in your QwikQuote 5 folder. Use it to consolidate your QwikQuote documents (files with a *.QTE extension) into one reporting database.

1. Run the QwikQuote File Organizer from your QwikQuote 5 file folder.
2. Choose a directory where you have stored QTE files.
3. Click on OK. You will see QwikQuote File Organizer importing information.
4. Select another directory where there are more QTE files, and click again on OK. QwikQuote again imports.
5. When you have selected all directories, click on Exit.

Reporting on Quotes from a Field Sales Force

The QwikQuote File Organizer is also helpful when creating reports for a field sales force. Now, instead of spending time creating reports, your salespeople can simply send in a copy of their QTE files. Sales managers can add the files together and generate reports by salesperson or region.

When using QwikQuote with a field sales force, we recommend that each salesperson have his own range of quote numbers. This prevents quotes with identical numbers from over-writing each other.

How to use other Report Writers with QwikQuote

QwikQuote stores quote data in two places: RPTDATA.MDB and individual quote files marked with the *.QTE extension. QTE files are discrete documents that allow you to create templates or move a quote to another computer; however, they are not useful for historical information. QwikQuote records all historical information in the RPTDATA.MDB file in the main QwikQuote directory. This is a Microsoft Access-compatible database that can be opened directly by Microsoft Access, Crystal Reports, or other customizable report writers. Be careful not to write back to RPTDATA.MDB: this may change the structure of the file and interfere with future data collection.

QwikQuote stores Price List data in *.MDB files. While QwikQuote Price Lists can reside anywhere on your system, they are usually stored in the main QwikQuote directory. For example, a sample database file, MAKEACAR.MDB, is included with QwikQuote.

In the networked versions of QwikQuote, shared files like RPTDATA.MDB and your Price List are usually kept in the QwikQuote network directory. Note that this is not the case if you opted not to share data with other users during the network installation.

Quote Reports

Quote Report Overview

You can generate a variety of reports about your quotations or orders by making choices in the Quote Reports window. To choose Quote Reports, click on the [Generate Quote Reports] button.

Quote Reports

Quote Reports - Available Report Styles

The Quote Report box allows you to choose from Available Report Styles, and to establish a report title, column or field names, and search / sort options. Click on a button in the Available Report Styles box to select the report you require.

Report Title

The Report Title box in the Columns tab allows you to print a name on the report regardless of the name of the report file.

Choosing Quotes, Orders, or All Documents

Once a quote has been accepted as an order, you can change its classification from a quote to an order within QwikQuote by clicking on the [ > Order ] button in the Quote window. This button sets a flag in the QTE file identifying the document as an order, and can also change the printed format of the document if you choose another document type in Options | Layout.

In the QwikQuote Reporter, you can generate quoting history reports relative to quotes, orders, or all documents by clicking in the Search / Sort tab, then choosing from the list in the Document Type box:.

Selecting "Orders Only" from the Document Type box in the Search / Sort tab

Sorting and Searching Quote Reports

The "Sort By" and "Search By" boxes on the left panel offer different sorting and searching options depending on report you choose.

Sorting Quote Reports

The "Sort By" box allows you to sort Quote Reports by:

Sorting a quote report by quote number in ascending order

Searching Quote Reports

The default is normally "Show All Records." After a detailed search, you can make the report all-inclusive by choosing "Show All Records."

If click on the down arrow in the first search box, a list of field choices is displayed. If you choose a field that has a limited number of options, those options are displayed in another box that appears below. For instance, if you choose "Manufacturers," QwikQuote Reporter presents a lists of manufacturers. Click on one to establish the search criteria.

Choosing to search for a Manufacturer, then selecting "QwikQuote" from the list of Manufacturers provided

When a list is not supplied, or when you enter your own term, you can search for a term within the description by using an asterisk before and/or after the term. For example: "*engine*" will find the word engine anywhere in the first 255 characters of the description – remember that QwikQuote Reporter does not use the entire long description in QQ 5. Note that *car * (with a following space) will find "car" and anything that ends in "car"; *car* will find "car", "card" and anything that contains the characters "car".

If your search does not produce results, click on the [Modify] button at the top of the report and try re-specifying the search criteria.

Include Dates

The easiest way to search for a range of dates is to click on the down arrow and choose from the list. For instance, choosing "This month" automatically enters the dates for the current month. Note that your computer's internal clock must be set correctly and have a working battery. If the dates in the boxes are gray, they cannot be changed: they have been set by the pull-down menu. To change the dates, choose "Range" from the list.

Gray dates cannot be changed; they have been set to "This Year."

Include Quote Numbers

This box allows you to create reports from a range of quote numbers. The default is "All." To enter a range of quote numbers, first choose the button, "Range". If you do not choose an end point to the range in the end date box (the second box), the Reporter assumes you mean to search for the entire range higher than the beginning date.

Customer – Detailed Report

The Customer-Detailed Report summarizes all quotes or orders that have been quoted or sold to an individual contact or "customer." Each quote or order is listed as a single line. For the complete quote, choose the Customer – Detailed report.

Manufacturer's Rep Report

The Manufacturer's Rep Report is designed to allow Manufacturer's Representatives to create a list of products that they have quoted for a single or multiple manufacturers.

Product in Quotes Report

The Product in Quotes report can help find quotes containing a specific product based on a description. This is useful if a product has been in a shortage situation, is now available, and you want to follow up with customers who have expressed interest in that item. It may also be useful for gauging the interest in an item based on the number of sales quotes in which it appears.

To generate a Product in Quotes report, click on Product in Quotes, then go to the Search / Sort tab, choose an attribute like "Part Number" in the Search box, then enter the text in the box below button. The click on [Generate Report].

Searching for Part Number 002 in the Product in Quotes report

Detailed Profit Report

Sort out the most and least profitable customers.

User-Defined Quote Reports: Commission Example

User-Defined Quote Reports can be used to create almost any historical quote report you might require. The following example shows a standard commission report.

Creating a User-Defined Commission Report

1. Click on the [Generate Quote Report] button.
2. Click on the [User Defined Reports] button in the Quote Reports box.
3. Click on the [New] button in the Open Report File box.
4. Name this report "Commission by Salesperson."
5. Set the fields and column widths according to the illustration below. Note that the total width of the report is summarized in the lower right corner of the Reports Field box under "Total Width." This is helpful in establishing the widths of your columns.

Setting up columns for a user-defined report

6. Click on "Group Data by" and set to "Salesperson."
7. Click on "Total Numeric Columns."
8. Click on the Search / Sort tab and choose Sort by Salesperson.
9. Also on the Search / Sort tab, choose Document Type "Orders Only" since you are seeking only completed sales.
10. Select a range of dates to calculate commissions.
11. Save the Report, then click on [Generate Report] button.

Sample commission report

Price List Reports

Price List Report Overview

You can generate a variety of reports about your products and services by making choices in the Price List Reports screen. To choose Price List Reports, click on the [Generate Price List] button in the upper left corner of the screen.

Searching and Sorting Price List Reports

Sorting Price List Reports

The "Sort By" box in Price List Reports sorts reports by their results. For instance, if your Price List contains many items of a similar description and you want to find the lowest cost, you can search on Description and sort on cost in Ascending order: the lowest cost item will appear at the top of the report. Choose Descending to sort from highest to lowest.

Searching in a Price List

The "Search By" box in Price List Reports searches by a single attribute. The default is "Show All Records." This is useful for assembling information from a single manufacturer or supplier.

Searching for the manufacturer "Krimpler" in the Price List and sorting the results by Part Number

If you choose Manufacturer, Category, or Supplier, a list of all choices is displayed. Double-click on your choice, or click once on it, then click on the OK button in the Search Box.

Price Sheet Reports & Options | Price Sheet Fields

The last Report Type in Price List Reports is User-Defined Price Sheet.

Calculating Prices in Price Sheets

You can calculate all prices based on a percentage and a type of calculation: margin, markup, or discount.

1. Add the field "Calcd Price" to your price list by selecting it from the list of fields.

Choosing "Calcd Price" for field number 5

2. Select a pricing method for the calculated field and enter a percentage to calculate.

Selecting a Markup of 16.5%

Renaming Column Titles in a Price Sheet

You can call a column whatever you like by entering a new name in the white boxes to the right of the column description. The column description will continue to contain the QwikQuote field name so that you can match the data with your column header as in the example above.

Line Card Report

The Line Card compiles a list of manufacturers that your company represents. Line Cards are usually presented to purchasing agents as reference tools when purchasing from your company.

Catalog Report

The Catalog report is designed to create quick catalogs with a color printer. Any picture printed out will be included. "Our Price" in the Catalog is the first price in QwikQuote's quantity price breaks.

Item Detail Report

The Item Detail Report supplies detailed information about each item in your database for internal audit and reference.

User-Defined Price Lists

You can create many specific price lists with by using the User-Definable Price List option.

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