Quotations

Overview

• Quotations are used to send customers upfront prices or estimates of the services or goods that will be rendered.

• Multi-currency is supported, and by default, the Quotation Currency is set to the Customer's default Currency.

• Branches: When a quotation is created, the Branch is not assigned by default if the User is not linked to a Branch. 

• Quotations can have versions, to account for multiple options quoted for the same job. For example, Quote No. 3001/1, 3001/2.

• Warnings such as MU Mismatch on Item 1, 2 on the Quotations Edit Form warns users that one or more estimates have a markup which differs from the default markup.

• Checklists can be added to Transactions as an approval process. The Checklist consists of one or more items that must be approved, Manually or Automatically (using SQL queries). When all the items are approved, the transaction can be set to an Approved status.

• Updates or changes to quotations by default can only be done when the quotation's status is Pending.

• Costings and estimates are added to quotations as line items.

• Users can open the estimate or costing and complete the applicable tabs.

• Estimating: The dialogue used to Create/Update Material from the Estimate now displays the list of Materials that are linked to the Estimate. (To prevent accidentally updating incorrect Materials.)

• When an Estimate, which is linked to a Material, is copied and a new material created from the copied Estimate, the estimate is linked to both Material Items. 

Navigation: Main Menu > Customers > Quotations

Settings

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click a username to edit the record > Settings (tab)

• Copy Rules > Quotations - Copy to Campaign: Options are Yes or No.

• Copy Rules > Quotations - Copy to Sales Order: Options are Yes or No.

• Copy Rules > Quotations - Copy to Work Order: Options are Yes or No.

• Default Templates > Quotations: Options to select specific templates for the user.

• Default Transactions View > Quotations:  Sets the default list view when quotations are accessed. The options are:

  • Today

  • All Pending

  • All Active

  • All Pending & Active

• Quotations > Change Quotation Status up only: Options are Yes or No.

• Quotations > Copy Quotation Reference to Estimate Description: Options are Yes or No.

• Quotations > Deleting Allowed: Options are Yes or No.

• Quotations > Disable Cost Centre Rates in Estimating: Options are Yes or No.

• Quotations > Editing Allowed: Options are None, All, Own (User).

• Quotations > Output Allowed: Options are None, User, Supervisor.

• Quotations > View Costing: Options are Yes or No.

• Quotations > View Materials & Services: Options are Yes or No.

• Quotations > View Pricing: Options are Yes or No.

• Quotations > Viewing Allowed: Options are: All, Pending and Complete, Complete, Active, Own (Rep), Own (User), Own Complete (Rep), Own Complete (User), Access Denied.

General Settings

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

• Quotations > Caption: Estimating Description Field 1: Field to type a custom caption.

• Quotations > Caption: Estimating Description Field 2: Field to type a custom caption.

• Quotations > Caption: Estimating Description Field 3: Field to type a custom caption.

• Quotations > Customer to which Templates are linked: A dropdown list of customers to select a template. A dedicated customer can be created and named Templates (TEMP) to hold the templates.

• Quotations > General: Material Description Format: The options are:

  • Description

  • Qty x Description

  • Description (xMultiply by)

• Quotations > General: Service Description Format: The options are:

  • Description

  • Qty x Description

  • Description (xMultiply by)

• Quotations > Lead days to Quotation Forecast Date: A field to type the number of days to auto fill the forecast date.

• Quotations > Price Rounding: The options are: 

  • Don't round off

  • Round Selling Price

  • Round Unit Price

• Quotations > Printing: Default Ink Coverage (%): A field to type a value for the percentage ink coverage.

• Quotations > Printing: Default Service Category for Finishing: Provides a dropdown list of categories to select the applicable one.

• Quotations > Printing: Default Service Category for Pre-press: Provides a dropdown list of categories to select the applicable one.

• Quotations > Printing: Enable numbering: Options are No, Manual, Auto.

• Quotations > Printing: Maximum Waste on Substrate Cut Out (%): A field to type a value for the percentage waste.

• Quotations > Stack the Estimate Specification: Options are Yes or No.

• Quotations > Standard Outsourced Printing - Lookup lists: Click the Edit button to create lookup lists for the following:

  • Parts: Enter the part names one entry per line or import them.

  • Printing: Enter the printing names one entry per line or import them.

  • Substrate: Enter the substrate names one entry per line or import them.

  • Finishing: Enter the finishing services one entry per line or import them.

• Quotations > Workspace module (For creating WF from Quote): A dropdown list of workspace modules to select the applicable one.

Features

Categories

The Category lookup allows for a separate list for the Header and Item Categories. From the Quotation List View, click Menu (button) > Edit Categories to set which Categories are to be used in the Header and Items (Header, Items, Both (default)). The Batch Update feature can be used to update the Categories.

An Account field has been added. When the Category is assigned to a Quotation Item, for instance an Estimate, the account is assigned from the category if an account was selected for the category.

Adding Items to a Quotation

Various Item Types can be added to a Quotation, including:

• Estimates

• Materials

• Services

• Custom

Adding Quotation Items

Items can be added from any other Quotation that is not cancelled.

1. Click Add > Quote to open the Quotation lookup window.

2. Enter a Quote No. to view all the Items on a specific Quotation, including the items on all its Versions. When a Quote No. is entered, the Search is cleared.

3. To view more items, enter a Search string in the field provided. This action clears the Quote No. field and finds all the Quotation items where the Customer, Reference or Item Description contains the Search string. The search can be further refined using the Find Panel above the grid view. The grid view Find Panel is hidden by default until records are available to search in the grid view.

4. Rep: By default, the Sales Representative linked to the Customer is selected but can be changed.

5. Multi-select the items to add, and press Enter or click Add (button) to add the items to the Quotation.

Note: Material Lookup - A Finished Goods filter is situated in the Material Lookup for quotations, sales orders, and customer invoices and enabled by default. It works on the Materials > Type field. 

Deposits

An editable Deposit % (in the footer) field is used to set the Deposit Amount, which can be displayed on Output Templates using DEPOSITPERCENT, DEPOSIT.

How to Create Versions

• Using Versions groups quotations that provide different options for the same product where only one option will be ordered.

• After creating the first version of a Quotation, click Copy > Copy to new Version to create a new Version which has the same number but a different version number. For example, Quote No. 2345/1 is copied to Quote No. 2345/2.

• There is no limit on the number of versions.

Accepting a Quotation

When a Quotation is accepted, it can be copied a Sales Order while still in an Active status. When copied, the quotation's status is changed to Accepted.

Managing Lost Quotations

• Quotations should be followed up until they are accepted or lost.

• If a Quotation is lost, change the Status to the applicable Cancelled Status, which indicates the reason for losing the Quotation (e.g. Cancelled - Price too High, Cancelled- Version).

Actions Button

The following features are available from Actions (button) when editing or creating a quotation:

• Copy to ...: Various options to copy the quotation.

• Add Attachment: Allows an attachment to be added, edited, or viewed.

• Edit Customer: Opens the customer's record for editing.

• Update Quote from Setups: Updates the Materials and Services' costs and descriptions from their setups.

• Order Items by Material Category: Rearranges the items by their categories.

• View Quotation (.pdf): Displays the uploaded quotation (see Output Button).

• Delete Quotation (.pdf): Deletes the uploaded quotation.

Output Button

• Print default Template: Prints the default template.

• Print: Prints the template selected from the dropdown list.

• Print (Show Dialogue): Prints the template selected from the dropdown list to the selected printer.

• Preview:  Displays the template selected from the dropdown list.

• Email: Emails the template selected from the dropdown list.

• SMS: If active, sends an SMS as selected from the dropdonw lists.

• Upload Quotation (.pdf): Uploads the selected template to be viewed on the Tracker or Mobile apps.

  • The quotation must be in a status that allows output.

  • The quotation's status is not updated to the Default Output Status when this action is executed.

• Upload Quotation (.xml): Exports the Quotation and line items to an XML format and places it in the folder specified in this general setting: JDF Switch > Job Folder (Linux: /FolderName/; Windows: \FolderName\)

Output

The following fields on the Qt_Qty_Price_NoActive and the Qt_Qty_Price data pipelines show the values after the item adjustment is applied. These fields are only for Output templates.

• ITEM_ADJPERCENT

• ITEM_ADJUSTMENT

• ITEM_TOTAL

• ITEM_VATAMT

• ITEM_TOTALVAT

• ITEM_TOTALUNIT

Updates:

• The Quotation Item Category field has been added to the quotation items data pipeline: CATEGORY_QTITEM

• The Customer Reg. No. has been added to the Quotation data pipelines:  QT_Rec, QT_All - fieldname: CUSREGNO.