BOSPrint automates so much of the estimating process that it allows you to create faster, more accurate quotations, and implement a more efficient use of your staff resources.

Discover Quotations

• Quotations Data Grid
• Quotation Interface
• Creating a Quotation

And other important aspects of Quotations such as:

• Alerts
• Estimates

Quotations Data Grid

Navigation

Main Menu > Customers > Quotations > View

Navigation Bar > Quotations > View

1. Data Filter - This allows you to fully customise your search.
2. Data Grid - This field will populate with rows. Each row will represent a Quotation with internal Estimates or stand alone Estimates, depending on the Type Filter (EST, QTE or All) you selected.
3. Search - This allows you to search for a specific Quote, Work Order or Sales Order by entering the transaction number or description.

Quotations Interface

QuickEasy BOSPrint's Quotations are itemised. Along with Items and Services, you can add Estimates as items to the Quotation - E.g. The Quotation can consist of Materials sold as Finished Goods, Services not linked to a printing job and Printing Estimates complete with its internal Materials and Services.

Quotations is the start of the BOSPrint Workflow. The Quotation will be copied down the business cycles to speed up admin and improve accuracy.

Navigation

Main Menu > Customers > Quotations > New - Quotation

1. Status - The Status button allows you to change the Quotation Status.
2. Links - Clicking this button displays a list of linked transactions which can be clicked to open. This is simply a productivity tool for faster navigation, it’s not intended to replace the Linked Transactions module. See image below:

3. Output - The Output button allows you to Print or E-mail the Quotation.

4. Copy - The Copy button allows you to copy the Quotation to a New Quote, Version or to the next business cycle.

• Copying to the next business cycle will change the Status of the Quotation.
• When the Quotation is copied, the Estimates linked to Items are also copied and when the Quotation or Items on the Quotation are deleted, the linked Estimates are also deleted. However, when the Estimate is deleted by opening it from outside the Quotation, the Quote Item is not deleted.

5. Menu - The Menu button provides additional functionality such as:

• Find Quote No. - This allows you to search for a specific Quote number.
• Open Workflow - This will open the Workflow side-panel interface.
• Update Quote from Setups - When Setup information has changed, this will update the Quote applying the changes.
• Reset Estimate Adjustment - This allows you to reset the Estimate Adjustments back to the Default settings set in Branches.
• Edit Customer - This will open the Customer interface allowing you to edit the Customer.
• Add New Customer - This will open the Customer interface allowing you to create a new Customer.
• Refresh Customer lookup list - This will refresh the Customer lookup list.
• View Audits - This will open the Audits side-panel interface.
• View Customer Summary - This will open the Customer Summary side-panel interface.
• View Linked Transactions - This will open the Linked Transactions module.
• Delete Quote with all its Versions - This will delete the Quotation with all its Versions.
• Delete Versions only - This will only delete the Quotation's Versions an not the original Quotation.

6. Quote Number, Version and Date - This field will automatically populate. This number can be used to track and find the Quote. The date indicates when the Quote was created.

• To create a new Version for the Quote, click Copy > Copy to new Version. See image below:

• Quotation Versions are saved as independent entries in the Quotations data grid.

7. Customer - This shows the Customer the Quotation is made for.

8. Contact - This shows the Contact person of the Customer.

9. Info - This will open the Customer Summary in the side-panel.

10. Reference - Here you can enter the Reference for the Quotation.

11. Specification - Here you can enter the Specifications for the Quotation.

12. Other - Here you can enter any other Specifications for the Quotation.

13. Category - Here you can select the Job Category for the Quotation.

14. Rep - Here you can select the Representative for the Quotation.

15. Add Adj% - This allows you to add Adjustments to the Unit Prices.

16. Add Custom - This allows you to add a Custom Item (Items not listed in Materials & Inventory) to the Quotation.

17. Add Material - This allows you to add a Material Item to the Quotation. Once you've clicked on the Add Material button a Find Material window will appear, here you are able to search and select the desired Materials you wish to add to the Quotation. See image below:

18. Add Service - This allows you to add a Service to the Quotation. Once you've clicked on the Add Service button a Find Services window will appear, here you are able to search and select the desired Services you wish to add to the Quotation. See image below:

19. Add Estimate - This allows you to add an Estimate to the Quotation.

• Printing Estimate - To add a Printing service to the Quotation.
• Outsourced Estimate - When the Printing service is Outsourced.
• Generic Estimate - When only Finishing services are required and no Printing Service.
• Template Estimate - o add a Template Estimate to the Quotation.

Once you've clicked on the desired Estimate you wish to add to the Quotation, the Estimating Interface will open. Simply follow all the steps/tabs in the Estimate Interface and enter the desired quantities to accurately calculate the Printing Services cost and pricing. See image below:

Once you've completed the Estimating process, click on the back arrow to return to the Quotation. See image below:

20. Add Quote - This allows you to add Items from another Quote.

Once you've clicked on the Add Quote button an Add Estimate window will appear. See image below:

Enter the desired Quote Number in the QT No. field and click Find. The data grid will populate with all the Items within the Quote you searched for.

Now you can simply select the desired Items and click Add to add the Item to the current Quotation.

21. View - This will change the Items data grid to display the following:

• Cost - The Cost view displays all the Costs involved with the Items added to the Items data grid. See image below:

• E-mails - Any Emails linked to the Quote number will be displayed here. See image below:

• History - Any other Quotes linked to the specific Customer will be listed here. See image below:

22. Data Grid - Here all the Items, Services and Estimates will be listed as Items in the Quotation.

• A Type field is used to identify the Items in the Quotation:
  • CTM - Custom
  • MAT - Material
  • SER - Service
  • EPR - Estimate - Printing
  • EOS - Estimate - Outsourced Printing
  • EGR - Estimate - General
• Additional fields are available in the Field Chooser, e.g., fields to record the Profit (PROFIT) and GP % (MARGIN) on the Quote and Sales Order Items.

23. Quote Items - Status - The Status can be set using a fixed lookup list of:

• Pending - Item has not been accepted or cancelled. This is the default Status.
• Accepted - Item has been manually set to Accepted or it has been copied to a Sales Order.
• Lost - Item has been manually Cancelled. When a Pending Quotation is set to Lost, the Pending Items will be converted to Cancelled.

24. Currency - This allows you to select the Currency for the Customer if the Customer does business with more than one Currency. For more about Currencies, click here.

Creating a Quotation

Follow these simple steps on how to create a new Quotation:

1. Navigate to Main Menu > Customers > Quotations.
2. Click on the New button.

This will open the Quotations window where you can add Materials, Services and Estimates to the Quote.

Watch this short video on how to create a Quotation with a Custom Item, Material Item and Service added to the Quotation. For an example of how to add a Print Estimate to the Quotation, click here.