Quotations (QT)

How to Create a Quotation

ℹ️ The fields that are available are determined by the setup of the Transaction Type for quotations. Fields are auto filled if the information is provided on the customer's records. However, these fields can be changed.

1. Navigate to Quotations.

2. Click New (button).

3. Customer = Select a customer from the dropdown list. 

4. Click Save (button) to autofill fields from the customer's record.

5. Contact = Select a contact from the dropdown list.

6. Rep = Select a rep from the dropdown list.

7. Reference = Type a brief description of what the quotation is about (e.g. Marketing Brochures, Office Furniture).

8. Note = Optionally type a note.

9. Category = Select a category from the dropdown list.

10. Order No. = Fill in the order number if there is one, else leave blank.

11. Terms = Select the terms from the dropdown list.

12. Deliver to = Select a delivery address.

13. Add items as per the instructions below: How to Add Items to a Quotation.

14. Click Approve (button) if you have the required permissions or click the arrow on Approve (button) > Email Approval Request.

15. If checklists are not used, change the Status to Active or similar.

How to Add Items to a Quotation

ℹ️ Keyboard shortcuts: Tab key moves across fields, spacebar opens an item lookup, arrow keys can be used to scroll items on a dropdown list.

Quotations can have as many items as needed. The items can be a mix of the three types of items.

There are three types of items that can be added:

1. General Items that are pre-created. These items must have prices that match the price used for quotations to appear on the items' dropdown list (e.g. Sell Prices).

2. Custom Items that require you to provide all the details. There are no controls for custom items, it is entirely up to the user to input the correct information.

3. Estimates that add all the materials and services needed to manufacture an item and provides prices for multiple quantities of the finished goods. Estimates are further divided into:

   1.  Estimate Templates: Pre-created templates that specify which items can be added to the estimate.

   2. General Estimate: It is up to the user to add the correct items.

How to Add General Items

ℹ️ Steps 1, 2, and 3 all add items to the quotation. Select only one of these steps at a time. Step 1.1 is the same as Step 3. (Items are selected by default, you normally do not require Step 1.1).

1. Click Items (button) and select one of these options:

   1. Add Items: Jumps to the category field from where a category can be selected. 

   2. Copy COST Items: If the quotation was copied from a costing, this button allows additional items to be added.

   3. Copy QT Items: If the quotation was created by copying a quotation, this button allows additional items to be added.

2. Click the arrow on Popup (button) and select Items or Timekeeping to open a list of linked items or timekeeping records. 

   1. Select the items on the popup you want to add. 

3.  Click the arrow next to Search and select a category or type a search term directly in the block (category name).

4. Select the item on the list.

5. Qty = Type the number of the item that the customer wants.

6. Click Add (button). 

7. Edit any of the fields if required.

8. If the quotation has many line items, you can sort the line items by using groups:

   1. Group = Type a name for the group (optional).

   2. Subgroup = Type a name for the subgroup (optional).

How to Add Custom Items

ℹ️ Required fields are indicated by a white cross in a red circle. 

1. Click Custom (button).

2. On the new line that is opened, complete the details as follows:

   1. Status = Select a status for the item (optional).

   2. Description = Type a description for the item.

   3. Group = Type a name for the group (optional).

   4. Subgroup = Type a name for the subgroup (optional).

   5. Qty = Type the quantity of the customer item that must be added.

   6. Unit Cost = Type the unit cost (optional).

   7. Unit Price = Type the unit price for one item.

   8. Adj % = Type a number by which the price must be adjusted (e.g. 5 for 5% or -5 for a discount of 5%)

   9. VAT Type = Select a VAT Type from the dropdown list.

   10. VAT = Select whether the price is inclusive (Inc) or exclusive (Exc) from the dropdown list.

   11. Click Save (button) to automatically calculate and complete the other fields.

       • Note: You remain on the transaction after clicking Save (button), therefore, you can click it as often as you like to see the effect of price changes or adjustments on the total.

How to Add an Estimate

1. Click Estimate (button) and click an Estimate Type on the dropdown list or click General Estimate.

2. Reference = Type a description for the estimate that will be displayed on the line item of the quotation.

3. Complete the tabs – see General Estimate for more information. The available tabs depend on the Transaction Type's properties.

4. Click the arrow next to QT xxx to return to the quotation.

How to Create a New Version

ℹ️ Allowing versions must be enabled in the Transaction Type's setup. 

- Versions assist in keeping track of quotations sent to the same customer with minor variations (e.g. glossy instead of matte paper).

- Versions are indicated with a slash after the quote number (QT 2206/1, QT 2206/2, QT 2206/3). 

- You can create an unlimited number of versions. 

- A default status can be created for versions that are rejected (e.g. Lost - Version). When one version is accepted, all the other version statuses are changed to the selected status.

1. From editing a quotation, click Actions (button) > Copy to Version.

2. Confirm the copy if applicable (requesting a confirmation is a setting).

How to Print, Preview or Email a Quotation (Output)

ℹ️ You can create a template for the email subject and message on the same interface where you link the Output templates. 

1. From editing a quotation, click Output (button), hover your mouse over one of the options below, and click the applicable template. 

   • Print: Prints the selected template to the default printer.

   • Print (Show Dialogue): Allows you to select a printer.

   • Preview: Displays the template on screen from where it can be printed or saved.

   • Email: Creates a draft email with the quotation attached in .pdf format.

How to Manage Quotations

1. Sales leads can be created in the Service Manager. Quotations can be created from the service manager and linked to the sales ticket. You can create reminders and follow up responses on the ticket.

2. Statuses can be used to manage quotations. For example, you can create multiple accepted (e.g. Accepted - Best Price, Accepted - Deadline) and lost statuses (e.g. Lost - Price, Lost - Availability). 

3. Once accepted, a quotation can be copied to the next transaction in the queue (e.g. sales order, or customer invoice) if the necessary Copy Rules were created.