Embedded Files
Overview
Overview
Costings can be added to Items or created from Quotations. The Items module supports two types of Costings models: Item Costings (COS) and Estimate Costings (EST). Both models can be used as a single-level Costing.
When you create a costing they are available to view separately under the Costings menu option (if setup).
Navigation: Main Menu > Items > Costings.
Table of Contents
Settings
Settings
General Settings
General Settings
Navigation: Main Menu > Setup > Settings > General (tab).
ℹ️ These settings affect Costings, Estimates, and Prices.
Items & Inventory > Item Costings - Enable automatic updates: Checkbox, if checked, automatic updates are enabled.
Items & Inventory > Item Costings - Transaction Type: The Value column provides a dropdown list of all the Transactions for users to select the Transaction Type that is used for Costings. This setting is required for the Estimate (EST) model.
Items & Inventory > Item Costings - Update: Option to update the:
Unit Cost
Fixed & Unit Cost (Requires multiple quantities on Costings)
Transaction Settings
Transaction Settings
Navigation: Main Menu > Setup > Settings > Transactions (tab).
ℹ️ The following settings can be added to specific Transaction Types (e.g. Costing, Quotations).
Estimating > Default: Markup on Estimate (%): A number can be entered in the Value column.
Transactions > Add Items to Transactions: Checkbox, if checked, Items will be added to Transactions.
Transactions > Create new Transactions: Checkbox, if checked, new Transactions may be created directly in the module.
Transactions > Convert new Items to Estimates when Pricing = Sell Price: Checkbox, if checked new Items will be converted to Estimates when Pricing equals the Sell Price.
Role Settings
Role Settings
Navigation: Main Menu > Setup > Settings > Roles (tab).
ℹ️ The following settings can be added to specific Roles (e.g. Administrator, User) and Modules (e.g. Costing (COST).
Access Allowed > Estimate - Access Allowed: Options are Full Access or Form only (Est. Types only).
Transaction > Access Allowed: Options are:
Access Denied
View - Rep only
View - All
Edit - User only
Edit - Rep only
Edit - All
Edit & Delete
Full Access
Inventory > Default Inventory Location Transaction Estimates: A dropdown list of Inventory Locations for users to select a default location.
User Settings
User Settings
Navigation: Main Menu > Setup > Settings > Users (tab).
Items & Inventory > Set Costing Status - Access Allowed: Checkbox, if checked, access is allowed.
Setups > Estimate Types - Access Allowed: Checkbox, if checked, access is allowed.
Transaction Type Settings
Transaction Type Settings
Navigation: Main Menu > Setup > Transactions > Right-click a Transaction > Navigate to the Estimating heading.
ℹ️ These settings are applicable to all the Transaction Types for which Estimating is used (e.g. Costings, Work Orders and Quotations).
Visible Tabs: For Estimating to be accessed from the Transaction Type, one or more of these tabs must be visible:
Input
Costs
Description
Specification
Pricing
Update
Estimate Types: Clicking the ellipses (...) in the Value column opens a list of Estimate Types for users to link to the Transaction by moving the Estimate Types from the Available to the Linked panels.
Pricing: Select whether the Cost Price or Costing Price are used.
Resolve: Select whether any action must take place regarding the inventory. The options are:
None
Receive
Issue
Order
Reserve
Purchase
Transaction Type: Costing
Transaction Type: Costing
Navigation: Main Menu > Setup > Transactions
A specific Transaction Type should be created for Costings. The fields that must be filled in are:
General
Description: Costing.
Code: COST.
Items & Inventory
Item Type: Items.
Pricing: Costing Price.
Resolve: None selected.
Estimating
Visible Tabs: Input; Costs; Pricing; Update.
Estimate Types: Estimate Types are unique to an organisation. Select your Estimate Types in this field.
Pricing: Cost Price.
Resolve: None Selected.
Accounting
Accounting: Unchecked.
List View: Transactions
List View: Transactions
ℹ️ The Costing List View: Transactions lists the costing transactions that were created through Items or Quotations.
Buttons Explained
Buttons Explained
View: Generates a list of Costings based on the selected filters.
View (button arrow):
Actions: Actions to create filters and set the default view:
Add: Adds an additional function to the selected filter.
Update: Updates the selected filter with the current selected filters.
Delete: Deletes the filter.
Set Default: Sets the default view.
Lists the created filters for users to select one (e.g. Pending, Active).
Output: Unavailable unless specific templates are created for the view.
Actions:
Batch Update: Updates are applied to all the selected records when the Update (button) is clicked. Batch Update options are:
Status: Updates the Status with the new status selected from the dropdown list of available statuses.
Reference: Updates the Reference with the reference typed in the adjacent block.
Category: Updates the transaction Category with the one selected from the dropdown list of available categories.
Entity: Replaces the transaction's Entity with the one selected from the dropdown list of available entities.
Copy to Costing: Creates a new Costing from the selected Costing.
Copy to Quotations: Opens an interface for the user to select which items can be copied, and includes options to change the Header or Item Statuses. Creates a new Quotation from the costing based on the selections made.
Menu:
Reset Data Filter: Resets the selected data filters.
Views
Transactions: Switches the view to Transaction View.
Items: Switches the view to Items View.
Summary: Switches the view to Summary View.
Board: Switches the view to Board View.
Set Default View: Sets the Default View for Costings.
Export
Email Excel: Allows users to email the list view by opening the default email template with the view attached in .xlsx format.
Export Grid: Allows users to choose a save location to save the grid view in .xlsx format on the server.
Filters Explained
Filters Explained
Set: Allows users to select a Date filter from the dropdown list (e.g. Fin Year, Today).
⬅ ➡: Adjusts the Date based on the selection under Set.
Date fields: Allows users to refine the Dates.
User: Allows users to specify all Users or select a specific User from the dropdown list of users.
Rep: Allows users to specify all Reps or select a specific Rep from the dropdown list of reps.
Category: Allows users to specify all Categories or select a specific Category from the dropdown list of categories.
Status Checkboxes are available for the following statuses:
Pending
Complete
Active
Cancelled
Checkmark = The Status will be included in the report.
Outstanding: A dropdown list to select to view Outstanding Costings (COST) or Quotations (QT).
Fields Explained
Fields Explained
Field Chooser (*): Allows users to add or hide columns.
ID: The system-generated number for the entry on the list.
Trans No.: The system-generated number for the record.
Status: The Status of the transaction.
From: The source document that was used to create the transaction.
User: The User who created the transaction.
Date: The Date on which the transaction was created.
Acc No.: The Customer or Supplier's Account Number.
Region: The Customer or Supplier's Region.
Entity: The Entity linked to the transaction.
Order No: The Order Number, if applicable.
Category: The Transaction Category.
Reference: The Transaction's Reference.
Currency: The Transaction's Currency.
Total CUR: The total transaction amount in the Transaction's Currency.
Terms: The Customer or Supplier's Terms.
Out ZAR: The total outstanding value of the transaction in the Local Currency (where ZAR = Default Local Currency).
Linked No./s: See the Transaction Setting > Show linked Trans No./s from (Select the Transaction) (default = blank): When a Transaction is selected, the linked Transaction Numbers (max 10) will be displayed in the Transaction View. For example, you could use this setting to display linked Work Order numbers in a Transaction View where applicable.
Out CUR: The total outstanding value of the transaction in Foreign Currency.
Note: Notes typed in the header of the transaction.
Total (exc): The total amount of the transaction Excluding VAT.
VAT: The VAT Amount of the transaction (often zero when it is an internal stock transfer).
Total (inc): The total amount of the transaction Including VAT.
Due Date: The Date the transaction was/is due.
Due Time: The Time the transaction was/is due.
Status Note: Any Note typed onto the Status Bar of the transaction.
Updated by: The User who last updated the transaction.
Updated: The Date on which the transaction was last updated.
Req Date: The Date by which the customer or supplier required the goods. The Date will be highlighted in red when the date has passed.
Req Time: The Time by which the goods were required.
Notes: Notes created and linked to a transaction.
Paperclip (Attachments): Indicated whether the transaction has any linked Attachments.
Total CUR (inc): The total value of the Costing in Foreign Currency.
Deposit %: The Deposit Percentage due.
Deposit: The Deposit Amount due.
SM No.: The Number of the Service Manager Ticket, where applicable.
Open (d): Indicates how many days the transaction has been open.
Last (d): Indicates the number of days since the last update was made to the transaction.
Menu (...): A sub-menu that can also be accessed by right-clicking the line.
Open Transaction: Opens the transactions.
Open Notes & Attachments: Opens any Notes and Attachments and allows users to create Notes and Attachments.
Summaries
Linked Transactions: Displays a list of any linked transactions on the right.
Outstanding: Displays a list of items that are still outstanding on the right.
Audits: Provides a detailed audit trail of changes made to the transaction.
E-mails: Switches to the email interface to show any emails related to the transaction.
Copy to Costing: Creates a new Costing from the selected Costing.
Copy to Quotations: Opens an interface for the user to select which items can be copied, and includes options to change the Header or Item Statuses. Creates a new Quotation from the costing based on the selections made.
List View: Items
List View: Items
ℹ️ The Costing List View: Items lists the items that are on the costing transactions that were created through Items or Quotations.
Buttons Explained
Buttons Explained
View: Generates a list of Costings based on the selected filters.
View (button arrow):
Actions: Actions to create filters and set the default view:
Add: Adds an additional function to the selected filter.
Update: Updates the selected filter with the current selected filters.
Delete: Deletes the filter.
Set Default: Sets the default view.
Lists the created filters for users to select one (e.g. Pending, Active).
Output: Unavailable unless specific templates are created for the view. Contact QuickEasy Software for assistance.
Actions:
Batch Update: Updates are applied to all the selected records when the Update (button) is clicked. Batch Update options are:
Assign to: Updates the Assign To field to the user selected from the dropdown list.
Credit: Updates the general ledger Account to Credit the one selected from the dropdown list of accounts.
Debit: Updates the general ledger Account to Debit the one selected from the dropdown list of accounts.
Department: Updates the Department to the one selected from the dropdown list of departments.
Qty: Updates the Transaction to the quantity typed in the block.
Status: Updates the Item Status with the new status selected from the dropdown list of available statuses.
Unit Cost: Updates the Unit Cost with the cost typed in the block.
Unit Price and /Qty: Updates the Unit Price with the price typed in the first block and replaces the Quantity included in that unit price with the amount typed in the second block.
VAT: Updates the Default VAT Type to the type selected in the first block and changes the price to be Exclusive (Exc) or Inclusive (Inc) as selected in the second block.
Start Date: Updates the Start Date and Time of the transaction to the new date selected in the first block and time selected in the second block.
Due Date: Updates the Due Date and Time of the transaction to the new date selected in the first block and time selected in the second block.
Lead Days: Updates the Lead Days to the number of days typed in the adjacent block.
Save: Saves any changes.
Menu:
Reset Data Filter: Resets the selected data filters.
Views
Transactions: Switches the view to Transaction View.
Items: Switches the view to Items View.
Summary: Switches the view to Summary View.
Board: Switches the view to Board View.
Set Default View: Sets the Default View for Costings.
Export
Email Excel: Allows users to email the list view by opening the default email template with the view attached in .xlsx format.
Export Grid: Allows users to choose a save location to save the grid view in .xlsx format on the server.
Filters Explained
Filters Explained
Set: Allows users to select a Date filter from the dropdown list (e.g. Fin Year, Today).
⬅ ➡: Adjusts the Date based on the selection under Set.
Date fields: Allows users to refine the Dates.
User: Allows users to specify all Users or select a specific User from the dropdown list of users.
Rep: Allows users to specify all Reps or select a specific Rep from the dropdown list of reps.
Category: Allows users to specify all Categories or select a specific Category from the dropdown list of categories.
Status Checkboxes are available for the following statuses:
Pending
Complete
Active
Cancelled
Checkmark = The Status will be included in the report.
Outstanding: A dropdown list to select to view Outstanding Costings (COST) or Quotations (QT).
Fields Explained
Fields Explained
Field Chooser (*): Allows users to add or hide columns.
ID: The system-generated number for the entry on the list.
Trans No.: The system-generated number for the record.
Trans Status: The Status of the transaction.
Trans Date: The Date on which the transaction was created.
Trans Category: The Transaction's Category.
Currency: The Transaction's Currency.
Reference: The Transaction's Reference.
Trans Due Date: The Due Date selected for the transaction.
User: The User who created the transaction.
Entity: The Entity link to the transaction.
Assign Trans: The User the Transaction is assigned to.
Terms: The customer's Terms.
Region: The customer's Region.
Item: A sequential number for each item on the transaction.
GM%: A field that is automatically calculated and displays the Gross Margin Percentage.
Resolve: The action that was taken (e.g. issue, purchase).
Item Status: The Item Status of the individual item in the transaction.
Type: An abbreviation indicating the Type of item (e.g. EST for Estimate).
Description: The Item's Description.
Item Category: The Item's Category.
Item Subcategory: The Item's Subcategory.
Location: The item's Location if it is an inventory item.
Expires: The Expiry Date of the goods (where applicable).
Supplier: The name of the Supplier involved in the transaction.
Cost Centre: The Cost Centre selected for the transaction.
Category: The Transaction Category.
Group: The user-defined Group for the item.
Item Reference: The Item's Reference.
Costing Status: The Status of the Costing that the item is linked to.
Item Type: The Type of Item involved in the transaction (e.g. Assembly, Material).
Subgroup: The item's Subgroup.
From: The source document that was used to create the item.
Department: The Department selected for the transaction.
@ (Due Time Item): The Time by when the goods should be produced.
@ (Start Time): The Start Time for the goods to be produced.
Lead Days: The number of lead days needed before production can start.
Qty: The Quantity of the item.
Out Amt: The Outstanding number of Items in Local Currency.
Unit: A description of the Unit.
VAT Type: The default VAT Type for the entry (mostly No VAT).
VAT%: The percentage VAT that is applicable to the item's entry on the transaction.
Total (exc): The VAT Exclusive total of the Transaction.
VAT: The VAT component of the Transaction.
Total (inc): The VAT Inclusive total of the Transaction.
Unit Cost: The Unit Cost of the item.
Unit Price: The Unit Price of the item.
/Qty: The Quantity of the item that is included in the Unit Price.
Subtotal: The subtotal of the Transaction.
Adj %: The Percentage by which the item's price was Adjusted.
Adjustment: The Amount by which the item's price was Adjusted.
/Unit: The Price for 1 Unit.
Profit: The Profit made on the Transaction.
Code: The item's Code.
Check in: The item's Date and Time to Check In.
Check out: The item's Date and Time to Check Out.
Assign Item: The User the item is assigned to.
Start Date: The Start Date for the item to be produced.
Due Date Item: The Date by which the item should be produced.
Ver: The Version Number of the transaction.
Order No.: The customer or supplier's Order Number.
TEXT1: A custom field as per the Transaction Type setting (where applicable).
TEXT2: A custom field as per the Transaction Type setting (where applicable).
TEXT3: A custom field as per the Transaction Type setting (where applicable).
Progress: The percentage progress of the Transaction.
Out Qty: The Outstanding Quantity.
Out Amt CUR: The Outstanding amount in Foreign Currency.
Serial No.: The Serial Number of the item if the item is tracked by serial number.
Debit: The Ledger Account that is Debited.
Credit: The Ledger Account that is Credited.
VAT: Where the value includes or excludes VAT.
Menu (...): A sub-menu that can also be accessed by right-clicking the line.
View/Edit Note: Opens any Notes and allows users to create notes for the items (separate from the Open Notes & Attachments function).
Open Transaction: Opens the transactions.
Open Notes & Attachments: Opens any Notes and Attachments and allows users to create Notes and Attachments.
Summaries
Item Summary: Displays a summary of the item's information and transactions on the right.
Linked Transactions: Displays a list of any linked transactions on the right.
Outstanding: Displays a list of items that are still outstanding on the right.
Audits: Provides a detailed audit trail of changes made to the transaction.
E-mails: Changes to the email interface to show any emails related to the transaction.
Copy to Costing: Creates a new Costing from the selected Costing.
Copy to Quotations: Opens an interface for the user to select which items can be copied and includes options to change the Header or Item Statuses. Creates a new Quotation from the costing based on the selections made.
Summary View
Summary View
ℹ️ This view can be customised.
Buttons Explained
Buttons Explained
Output:
Email Excel: Allows users to email the summary view by opening the default email template with the view attached in .xlsx format.
Export Grid: Allows users to choose a save location to save the grid view in .xlsx format on the server.
Print Chart: Opens an interface allowing users to customise the layout of the chart and print it to a PDF file or printer.
Menu
Views
Transactions: Switches the view to Transaction View.
Items: Switches the view to Items View.
Summary: Switches the view to Summary View.
Board: Switches the view to Board View.
Set Default View: Sets the Default View.
Date Grouping: Option to display the summary by:
Date: Will display a total and column on the chart for every Day that has a transaction.
Day of the Week: Will display a total and column on the chart for every Day of the Week (including weekends).
Week of the Month: Will display a total and column on the chart for every Week of the Month (e.g. week 1 of March will be added to week 1 of April and week 1 of May).
Week of the Year: Will display a total and column on the chart for every Week of the selected Year (data will be for 52 weeks).
Monthly: Will display a total and column on the chart for every calendar Month.
Quarterly: Will display a total and column for every Quarter of the selected Year.
Yearly: Will show a total and column for every calendar Year that has data.
Filters Explained
Filters Explained
ℹ️ On the left is a list of headings. Users can click the soft filter icon on each heading to select specific items. The options are limited to the report (i.e. only items involved in transactions will appear on the dropdown list).
There are headings and filters for:
Cus/Sup Cat: Allows users to select specific Customer or Supplier Categories.
Cus/Sup: Allows users to select specific Customers or Suppliers.
Custom 1: Allows users to select a specific Custom entry as per the Transaction Type setup.
Custom 2: Allows users to select a specific Custom entry as per the Transaction Type setup.
Custom 3: Allows users to select a specific Custom entry as per the Transaction Type setup.
Due Date: Allows users to select a specific Due Date.
Item Cat: Allows users to select specific Item Categories.
Item Code: Allows users to select specific Item Codes (i.e. the item list sorted by code).
Item Desc: Allows users to select specific Item Descriptions (i.e. the item list sorted by description).
Item Subcat: Allows users to select specific Item Subcategories.
Location: Allows users to select specific Locations.
Out Amt: Allows users to select specific Outstanding Amounts.
Qty: Allows users to select specific Transaction Quantities.
Rep: Allows users to select specific Reps.
Status: Allows users to select specific Statuses.
Total: Allows users to select specific Totals. (Normally a column heading.)
Trans Cat: Allows users to select specific Transaction Categories.
Trans Date: Allows users to select specific Transaction Dates based on the summary (e.g. if a report is drawn for weeks, the transaction dates will be 1-52 representing the weeks.) (Normally a column heading.)
Trans From: Allows users to select specific source transactions from a list of Costing Transactions.
Trans No.: Allows users to select a specific Transaction Number.
Unit Price: Allows users to select a specific Unit Price.
Fields Explained
Fields Explained
The totals are displayed as per the summary option chosen from Menu > Date Grouping.
There is a scrollbar at the bottom to access the rest of the data.
Chart Explained
Chart Explained
The chart displays a column for every period selected as per the summary options (Menu > Date Grouping).
There is a legend on the right.
The chart can be customised by clicking Customize Chart (button).
The chart can be changed by clicking Column Diagram and selecting a different chart. Not all chart choices will result in a meaningful display.
Board View
Board View
ℹ️ The Board shows a summary of all the Costings.
▶ There is no View button, the report is automatically generated.
Buttons Explained
Buttons Explained
Menu
Views
Transactions: Switches the view to Transaction View.
Items: Switches the view to Items View.
Summary: Switches the view to Summary View.
Board: Switches the view to Board View.
Set Default View: Sets the Default View.
Board
Status: Sorts the available records according to their Statuses.
Due Date: Sorts the available records according to their Due Dates.
Condensed View: Toggles showing only the headings. Checkmark (Enabled) = Only headings are shown.
Filters Explained
Filters Explained
All Due: Allows users to select All Due or a specific period: Today, Tomorrow, This Week, This Month.
250: Allows users to adjust the column width by using the arrow keys or overtyping the number.
Columns: Allows users to select to display All, All (Not Empty), or Pending columns.
Fields Explained
Fields Explained
A summary is displayed with the following information:
Line 1: Transaction Number / Transaction Reference.
Line 2: Due Date / Customer or Supplier (line 2 is suppressed in condensed view).
Related Topics
Related Topics
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