Managing Samples on Quotes

Use this guide to create, track, and return material samples on a quote. Samples are managed only within quotes and should be checked in before the quote is exported to an order.

Checking Out Samples

Samples are entered on a Quote as a line item.

If you use bar coding, samples can be entered into your inventory and then scanned when entering the Quote line or you can simply enter a line and indicate that the line represents a sample.

1. Inside the Quote, Click the Insert button . 
2. If using bar codes, make sure that the cursor is in the Product Code field before scanning. 
3. After the Information is entered, click the Sample box at the bottom left of the screen.
4. Fill in the Sample Information dialog.
5. Click OK.

Field	Explanation
Out Date	Date the sample was checked out. Defaults to today's date.
Due Date	Date the sample is scheduled to be returned by. Defaults to two days after the check out date.
Date Returned	Fields is updated when the sample is returned either manually or using a barcode scanner.
Deposit Amount	Any amount required to remove deposits can be entered here.    Note: This money is not posted into the system. One way to keep track of this is to print a copy of the estimate and keep on file with the deposit money.

The sample line will show in green and have a sample icon on the line.

  Tip: The Sample Due Date can be printed on the customer’s quote or estimate if your RFMS system has been configured for this option using the Config Creator utility. Contact your system administrator for assistance or see Config Creator: Enable Sample Due Date on Printouts for setup instructions.

Returning Samples

Samples can be returned with our without a barcode scanner and this can be done from the Quotes browse screen or from within a quote.

  Tip: In the Quotes browse screen, use the filter icon, , and check the box for "Quotes with Samples Outstanding Only". All quotes with samples checked out will appear in the browse screen.

With a Scanner in the Quotes Browse Screen

1. Select the Return Sample button, , in the toolbar.
2. Select the submenu option for Return Samples with a Bar Code.
3. Ensure the cursor is in the Scan Sample field before scanning.
4. Scan the sample barcode and select Return at the bottom of the Return Samples dialog.
5. A confirmation message will appear.

Returning Samples Manually

From the Quotes browse screen:

1. Highlight a quote.
2. Select the Return Sample button, .
3. Select the submenu option for Return Samples for Quote: #####
4. In the Select Sample Lines for Return dialog, tag all samples you wish to return then select the select button, , 
5. Confirm the action by selecting Yes.

From with a Quote:

1. Highlight the sample line item
2. Select the Return Sample button, , from the Lines toolbar.
3. Confirm the action by selecting Yes.

Sample Status Report

A record of samples can be printed. For more information please see the article Printing a Sample Status Report.