Customer Quotes

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Reduce The Complexity And Time Spent On Creating And Managing Customer Quotes Of All Types

Vista-Suite Enterprise modernizes aviation customer quoting with unmatched flexibility and efficiency, removing the burdensome sales workflows of legacy systems. The ability to clone entire quotes for multiple customers at once, selectively apply clauses, and manage diverse transaction types within a single quote, streamlines sales operations significantly. Quote creation features, such as line-item traceability and exchange transaction details, ensure crucial information is accurately represented. Seamlessly transition from quotes to sales orders, work orders, vendor quotes, repair orders, and purchase orders. Customization options, from user-defined fields to tailored document layouts, provide adaptability for maximum usability. With powerful inventory, pricing, and tax management capabilities—including real-time currency viewing—Vista-Suite Enterprise outpaces outdated ERP solutions, offering a user-centric experience that supports the aviation aftermarket industry’s complex quoting needs.

Quoting and Sales Process

Vista-Suite Enterprise transactions are designed with a variety of features to streamline processing. The clone feature is no exception, but it's more than just a copy. With Vista-Suite Enterprise, you can clone a Customer Quote by selecting one or more customers to create new Quotes for. Yes, that's right. You can create as many new quotes as you need at once.

Quickly select from a list of predefined clauses on the quote header and individual items without searching through documents or relying on manual entry. Unlike legacy systems with inefficient clause management, Vista-Suite Enterprise provides an organized selection of clauses to support the flexibility required for different business scenarios. Sales teams can quickly apply the correct terms without rewriting text or risking inconsistencies. This ensures every quote is accurate and customized for the situation while keeping the process fast and efficient. Additionally, you can assign more than one clause as your default, manually apply more than one clause at a time, and easily edit your clauses before use.

Include a mix of line items having different transaction types such as outright sale, cost-plus exchange, flat-rate exchange, rental, brokered repair, bench check, overhaul, modification, and inspections—all within a single quote. This flexibility eliminates the need for separate quotes for different transaction types.

Distinguishing between a sale and a repair on a quote is crucial for internal tracking. While this designation does not appear on the customer-facing quote, it ensures accurate inventory and procurement management, since part sales involve direct shipments. At the same time, repairs may require tracking inbound components and coordinating service work. This classification also helps ensure the correct fulfillment process is followed.

Providing shipping details on your quotes is essential. Even the export details such as INCO terms and ECCN characteristics. These are all part of the negotiated contract the customer quote represents. Vista-Suite Enterprise puts all of this at your fingertips in easy-to-understand ways so you can do what you do best: sell parts!

Every line item is capable of displaying crucial information on the customer quote, such as tag/certificate number, tag date, tagged by, traceability, and serial number. The details are automatically populated based on the inventory's data to minimize data entry, separate communication, or immediate documentation sharing.

Exchange quotes can include the core return by date, replacement charge, exchange note, and a list of different part numbers as acceptable core options. Exchange line items are clearly detailed as cost plus or flat rate and show applicable core costs.

Unlike other systems that limit alternates to a single predefined item, Vista-Suite Enterprise allows for greater flexibility in specifying alternate parts. Users can select alternates from a predefined list of linked part numbers or choose from the entire master parts catalog, ensuring more options when fulfilling customer requests. Multiple alternate lines can be added, including linked and unlinked parts, providing greater adaptability in quoting.

Within a selection of quick-action options on each line item, the no-quote button indicates that while the item remains on the quote, it is intentionally being left out as a no-quote. The customer will feel more confident about the attention to detail that went into the quote preparation, knowing that all items were addressed. No-quote data can be one of many topics to explore using dashboards and reporting to uncover hidden opportunities for improved request fulfillment.

Activate editing for all line items' input fields at once, eliminating the need to select and save each line individually. This approach allows for rapid data entry across all lines and item fields by reducing repetitive actions, saving valuable time while providing a smoother, more intuitive experience.

Flexible and efficient identification of third-party drop shipments within your inventory and order workflows is crucial for efficient fulfillment oversight. Identify third-party drop shipments at the inventory level by using fields such as Location or Warehouse within inventory details, ensuring clear visibility of third-party drop shipments on each line item. Alternatively, you can identify drop shipping at the order level by applying a unique Order Status or a specific Shipping Method to distinguish drop shipments within the order processing stage or order header information.

If you are quoting customers for repair services, whether it's an outside brokered repair or you are quoting repair pricing for your own 145 Repair Station, the customer quote module is designed to help you through that process. We are the only Aviation ERP system that can create a receiving event for your inbound customer goods directly from the customer quote. From there, you can create work or repair orders, for example. Quick, easy, and flexible to support your business process.

If you are quoting repairs for your 145 Repair Station, you can quickly turn a repair quote line item into a work order so you can prepare for your customer's property arrival. As mentioned, you can create the receiving event first and then the work order. Either way, Vista-Suite Enterprise is designed to support the transactional process you prefer.

We make brokering products quick and easy by allowing you to create vendor quotes directly from the customer quote. When you get the pricing back from the vendor, you can use that to update your quotes with cost and condition, and you can trace them if you want to.

Supporting the business process is critical in an Aviation ERP and MRO software. With Vista-Suite Enterprise, you can transition orders from one to the other. The customer quote is no exception. You can quickly and easily convert a customer quote into a sales order with just a few clicks. All of the quote header and item details are carried over. Even inventory records are automatically allocated if they are still available.

Taking the vendor quotes to the next level is easy. Vista-Suite Enterprise lets you convert vendor pricing into purchase or repair orders from within the customer quote when you win the deal. This is great for brokered repairs, stock sales, and even replenishing sold inventory.

Vista-Suite Enterprise has a robust audit log system, and we are expanding it routinely. The audit log system provides visibility of the date, time, and details of record changes for header and item activities. But our audit log system also shows ancillary activity, such as attaching files or creating a note, and we call those secondary audit logs. Primary and Secondary audit logs give you a full 360-degree view of what is happening in your transactions.

User Experience and Customization

A powerful feature available throughout Vista-Suite Enterprise is the capability of unique user-defined fields (UDFs). You can create as many UDFs as you need to track data elements, from notes to selection lists, currency, numbers, or even dates. UDFs are presented in a spreadsheet-like fashion, which promotes fast data entry, and the fields can be pulled into reports for powerful data analytics. Colored tabs quickly identify UDF values being filled in partially, entirely, or not at all.

The ability to rearrange and hide columns makes the line item grids fully customizable. Each user can adjust the visible information to their preferences for optimal productivity. This same feature is utilized across the system wherever data tables are present.

Transaction numbering is critical. Numbering can be used to separate transactions for different departments, products or services, and other valuable purposes. More importantly, if you have a data migration, you want your migrated data to show your original transaction numbers. This is all possible with Vista-Suite Enterprise, and the powerful number log system lets you define as many number logs for any transaction as you wish. With pre-fix and post-fix options, your numbering schemas can be simple or complex, depending on your needs.

User-defined line item category codes can help you segregate line items inside your reports and dashboards so you can quickly report on groups of transactions.

Vista-Suite Enterprise's pinned notes system is the most powerful in any ERP or MRO software, and we made it even better! Pinned notes let you create system-wide pins or categories with which notes can be created. Each pinned note is date and time stamped and shows the creator of the note. You can also attach files to a note, lock a note, search, filter on notes, and even run reports on different pin categories. Vista-Suite Enterprise's pinned note system is so powerful that some companies use it instead of a CRM.

All transactions in Vista-Suite Enterprise have an external notes feature that lets you input separate notes meant just for the customer. Most systems believe that one note area is sufficient, but we understand the importance and difference between an internal note and a note the customer or vendor should see. So, we make it easy and straightforward by giving you that special area for external communication on your transactions.

The document customization in Vista-Suite Enterprise offers the flexibility to design and edit your own materials. Although the data structure and design tools available are made with both beginners and advanced users in mind, our team can design and build custom documents as an additional service.

Inventory and Pricing Management

Vista-Suite Enterprise is the first and only Aviation ERP system that allows you to select vendor pricing records as if they were a stockline to fulfill the requirements of a Customer Quote transaction. Being able to do so lets you broker like no other system!

The Aviation Industry does have its unique traits and when parts trading, brokering, or even Repair Quotes, it is common to quote specific inventory records. This allows the tag and trace information to be pulled in

Some Aviation ERP and MRO systems have file attachment capabilities similar to Vista-Suite Enterprise. But we have you, the user, in mind every step of the way. Vista-Suite Enterprise provides consolidated views of all files attached to the inventory associated with your orders. This avoids finding, selecting, opening, and viewing the files for each inventory record one at a time. Furthermore, this view is made available when you are emailing your transactions so you select which specific files must be attached to your outbound emails.

International businesses transact in multiple currencies, and Vista-Suite Enterprise can support that. But we give you more than just a currency code table. With our integration to online real-time currency tracking services, you can update your exchange rates any time you desire with just a few clicks of the mouse. Currency codes, exchange rates, and rate effective dates are all held against the transactions, so updating your exchange rates won't interfere with your historical data.

Vista-Suite Enterprise has powerful tax code features for customer quotes, sales orders, and invoices, allowing you to specify different tax rates by transaction type for both part sales and charge type line items. This means you can create as many tax codes as you need, each with as many as 18 different tax rates to support complex tax situations.

Have you ever done an exchange core charge? A repair charge or an over-and-above repair charge? Most systems let you record those types of transactions but keep the charges separate from the parts. That means you lose visibility of those charges related to parts in your transaction history. But not with Vista-Suite Enterprise! We let you create charges for part master records, so you don't lose that visibility. With Vista-Suite Enterprise, we combined the concepts of non-stock transactions and charge transactions into one, making it more powerful for you!

All transactions provide special charge fields in the header for Freight and Miscellaneous costs that will bypass the tax calculations and appear in the totals of the transactions. These are in addition to the traditional line item charge capabilities and are a convenient feature for passing costs onto your customer.

Productivity and Automation

A row of signal icons accompanies each quote line item, so you don't have to waste valuable time searching to find if it is hazardous materials, is priced, or has sold.

Tracking your sales team transactions, as well as sales agents, can be tricky. With Vista-Suite Enterprise, the system can automatically assign salespeople or agents to the customer quote transactions based on the user profile, the customer account, the part number, and even the inventory that is selected during the creation of the quote. Vista-Suite Enterprise's salesperson and agent tracking system is one of the most robust available among the Aviation ERP and MRO software systems on the market.

Each top-level transaction or record has its own unique URL. This is important when it comes to software. Having that unique URL means you can share the link directly to transactions with your co-workers, or reports can have embedded hyperlinks so you can open the transactions directly, and that hyperlink technique also works great in email notifications.

Easily access all related transactions directly from an order or individual line item, ensuring complete visibility across connected workflows. This feature allows users to seamlessly navigate between linked orders, such as quotes, sales orders, purchase orders, invoices, repairs, work orders, shipping, and receiving, without searching manually. Users can quickly track order progress, verify dependencies, and make informed decisions more efficiently by providing a clear view of all associated transactions.

Vista-Suite Enterprise 's powerful browse grids offer quick visibility to child records. For example, when you are searching customer quotes, you don't even have to open the quote to view the line items. Just click the sub-browse and have full access to all the line items on the spot.

Many transactions inside Vista-Suite Enterprise have what we call the "Shazam" feature. This super helpful tool lets you select a part-type line item and copy it to a charge-type line item with just one click. It references the original line item using the item numbers, so it's easy to see what the charge is related to. This feature is popular with users who need to create extract charges for exchanges, repairs, or even price adjustments

File attachments are critical, and with Vista-Suite Enterprise, you can attach files to many types of records, including customer quotes. Suppose you are emailing your quote and choose to attach a file to an outbound email from your local computer. In that case, Vista-Suite Enterprise will automatically save those attachments to the Customer Quote Header files area for you.

Aviation is a document-heavy industry, and transactions frequently require printing multiple types of documents. With Vista-Suite Enterprise, you can select all of the documents you wish to print all at once and have them all attached to your outgoing email with a single click. This powerful feature can save you tons of time producing the required documents for your transactions.

When choosing to print (generate) a quote from the templates available, there is an option to save the quote PDF directly to the transaction's files, ensuring a reliable record of what was sent to the customer at a specific time. This feature is valuable for version control and audit purposes, preserving historical quotes even if pricing or details change later. While the system can regenerate quotes on demand and provide an audit trail of actions, this feature adds an extra layer of flexibility to various quoting workflows.

Speed is everything. That's why we incorporate shortcuts to everyday tasks all over our system. Printing is a great example. Just look up the order from the main browse, and you can print your default documents without even opening the transaction. Our convenient action menus offer several features of different kinds depending on where you are in the system.

The original RFQ message is readily available for viewing and interacting with (e.g., replying, forwarding). When the RFQ email viewing icon is clicked, a link to the original message will reveal a new window atop the user's workspace. Preview, reply, forward, and access digital files for attachment.

With Vista-Suite Enterprise, you can upload and store unlimited files like technical manuals, documents, photos, and videos. All company media is organized into a central file library for easy access. When attaching files to a customer quote, choose files from the main file library, company files, linked order files, inventory files, and files from your computer.

With the advent of online business process tools, managing projects in card-like layouts is becoming the norm. We have applied this concept to your transactions, giving you a visual and interactive Kanban board that lets you manage your business process by driving the transactions through different statuses. The boards can auto-refesh, filter and gives you drag-and-drop capabilities. This powerful management tool can help you streamline your business processes like never before!

Easily generate customer quotes on the go using the Vista-Suite Enterprise mobile application, available for both iOS and Android devices. Quotes can be created by converting an RFQ or starting from a blank quote template, providing flexibility in responding to customer inquiries. The mobile app works seamlessly with Vista-Suite Enterprise online, ensuring real-time synchronization and continuity across devices. Any quote generated in the mobile app is instantly accessible online, and vice versa, enabling teams to work efficiently from anywhere without disruption.

Customer Quote List

Signals convey essential information about the quote, columns can be configured, and quick actions are available without opening the quote record.

Customer Quote List Showing Line Items

Expanding a quote to reveal the quoted items uncovers an additional layer of line item details, signals, and configurable columns.

Customer Quote Kanban Layout

The customer quote Kanban layout offers an innovative alternative to visualizing the quote workflow and tracking progress.

Customer Quote Screen

Intuitively structured header information and tabbed access to additional customer quote essentials make this the most efficient quoting workflow in the industry.

Standard Reports Include:

Customer Quote: The Customer Quote allows your team to respond quickly with accurate pricing and availability for parts and services. Use it to quote new parts, exchanges, or repairs with configurable line items, dynamic pricing, and customizable terms.
Repair Quote: The Repair Quote is used when a customer sends in a part for evaluation. After inspection, generate a detailed estimate covering labor, materials, and service charges based on the actual condition of the unit.
Work Order Estimate: The Work Order Estimate becomes available when a quote item is linked to an open work order, providing an estimate of projected costs. Support mid-process approvals and keep customers informed with consistent, professional communication.
Quote Activity Report: The Quote Activity Report provides a summary of quoting activity by user over a defined date range, listing each quote issued, including company, part number, sales rep, quantity, pricing, and profit detail, along with links to the original customer quotes. This report helps sales managers track rep performance, quoting trends, and key metrics for better forecasting and accountability.
Quote by Status Report: The Quote by Status Report shows all customer quotes organized by custom quote status (e.g. Created, Sent, Sold, or Closed) along with customer, sales rep, item counts, and order totals. Quickly assess quoting activity, track quote progress, and prioritize follow-up actions.
Quote Detail Report: The Quote Detail Report provides line-level visibility into each quote, including item descriptions, part numbers, pricing, terms, and transaction types. It enables the review of sales activity and quote accuracy with itemized records of all quoted parts.

Samples:

Customer Quote

The Customer Quote allows your team to respond quickly with accurate pricing and availability for parts and services. Use it to quote new parts, exchanges, or repairs with configurable line items, dynamic pricing, and customizable terms.

Quote Activity Report

The Quote Activity Report provides a summary of quoting activity by user over a defined date range, listing each quote issued, including company, part number, sales rep, quantity, pricing, and profit detail, along with links to the original customer quotes. This report helps sales managers track rep performance, quoting trends, and key metrics for better forecasting and accountability.

Quote by Status Report

The Quote by Status Report shows all customer quotes organized by custom quote status (e.g. Created, Sent, Sold, or Closed) along with customer, sales rep, item counts, and order totals. Quickly assess quoting activity, track quote progress, and prioritize follow-up actions.

Quote Detail Report

The Quote Detail Report provides line-level visibility into each quote, including item descriptions, part numbers, pricing, terms, and transaction types. It enables the review of sales activity and quote accuracy with itemized records of all quoted parts.

Mobile App for Aviation Customer Quote:

Customer Quote:

Manage existing customer quotes
Create new customer quotes
Research all quotes
Print and email customer quotes

Photo Capture and Digital File Management:

Photo capture
Upload photos as single files or single pdf
Select photos for banner images
Crop, straighten, and combine photos
Take photos on tasks or work order
Browse photos and files on tasks

Shipping and Receiving:

Browse all shipments or pending shipments
Mark inventory as picked, inspected, and packed
Change shipment status
Initiate shipment
Record notes against a shipment
Browse files on a shipment
Retrieve shipments with a barcode scan

Parts and Inventory Management:

Move inventory from one location to another
Move the entire location from one location to another
Validate inventory locations
Display location contents
Search parts and inventory
Print inventory labels and forms
Review audit logs
Research parts transaction history

Work Order Management:

Browse all work orders
Manage work order tasks assigned to me
Complete work order checklists
Update work order tasks
Create work order non-routines / squawks
Record mechanics notes on tasks
Record internal notes on tasks
Review required equipment on a work order
Review technical manuals attached to work orders
Create a bill of materials
Allocate and issue a bill of materials
FAA compliant digital sign off on tasks
FAA compliant digital sign off on work orders

Labor Recording and Management:

Labor recording
Labor browse
Record labor manually or via barcode
Record labor on any record
Record labor on common tasks

Samples:

Customer Quotes

Reduce The Complexity And Time Spent On Creating And Managing Customer Quotes Of All Types

Quoting and Sales Process

User Experience and Customization

Inventory and Pricing Management

Productivity and Automation

Customer Quote List

Customer Quote List Showing Line Items

Customer Quote Kanban Layout

Customer Quote Screen

Customer Quote

Quote Activity Report

Quote by Status Report

Quote Detail Report

Customer Quote:

Photo Capture and Digital File Management:

Shipping and Receiving:

Parts and Inventory Management:

Work Order Management:

Labor Recording and Management:

Customer Quote List

Customer Quote Screen and Options Menu

Customer Quote Record Showing Line Items

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Customer Quotes

Reduce The Complexity And Time Spent On Creating And Managing Customer Quotes Of All Types

Quoting and Sales Process

Clone Entire Quotes Or Line Items

Header And Item Clauses

Supports Multiple Transaction Types

Identify Quotes As Repair Or Sales Type Quotes

Include Freight Information, INCO Terms, And ECN Details

Line Item Level Traceability, SN, And Tag Details If Desired

Include Important Exchange Transaction Details

Specify Alternate Parts For Line Items

Mark Items As No Quote

Edit Several Items At Once

Identify Third Party Drop Shipments

Create Receiving Events For Customer Property Directly From Quote

Create Work Orders For Line Items On A Quote

Create Vendor Quotes From The Customer Quote

Create Sales Orders Directly From The Quote

Launch Purchase And Repairs With The Buy Functions

Header And Detail Audit Logs

User Experience and Customization

User-Defined Fields For Headers And Items

Customizable Browse Grids For Line Items

Customizable Numbering System With Unlimited Number Logs

Categorize Line Items With Category Codes

Internal Pinned Notes

External Notes

Customize Quote Documents To Fit Your Needs

Inventory and Pricing Management

Treat Vendor Pricing Just Like Inventory

Quote Specific Inventory Records

Consolidated View Of Inventory Files

Supports Multi-Currency

Support For Tax Codes

Supports Charges For Part Numbers, And Not Just Charge Codes

Separate Charge Fields For Cost Passthrough

Productivity and Automation

Signals Indicate The State Of Each Line Item

Automatically Assign Salespeople Or Agents

Transactions Have Unique URLs For Easy Sharing With Co-Workers

View Linked Orders At The Item And Order Level

Embedded Sub-Browses For Easy Visibility Of Items

Shazam A Line Item

Attach Files To A Quote

Print Multiple Documents With A Single Click

Save Printed Quotes To Quote Files Automatically

Print And Email Right From The Main Browse

Integrated Emailing Capabilities

Attach Files To Outgoing Emails From Multiple Sources

Kanban Boards To Manage Quote Stages And Business Process Flows

Mobile Capability To Quote On The Go From Your Phone

Customer Quote List

Customer Quote List Showing Line Items

Customer Quote Kanban Layout

Customer Quote Screen

Customer Quote

Quote Activity Report

Quote by Status Report

Quote Detail Report

Customer Quote:

Show Other Mobile App Features

Photo Capture and Digital File Management:

Shipping and Receiving:

Parts and Inventory Management:

Work Order Management:

Labor Recording and Management:

Customer Quote List

Customer Quote Screen and Options Menu

Customer Quote Record Showing Line Items

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