| Quote Number | Quote number will populate when the Quote is saved |
| Debtors | Search and select the appropriate **Account (company)** or **Contact (individual)** from the list. |
| Debtors Name | Debtors Name will populate when the Quote is saved |
| Sales Rep | Select a Sales if required |
| Quote Date | Select Date |
| Valid Until Date | Select the date until which the quote is valid. |
| Delivery Date | Select he date when the goods or services are expected to be delivered to the customer. |
| Quote Status | Automatically updates as the quote progresses through the approval process. |
| Description | A free-text field used to clearly identify the quote. |
| Reference | A customer-provided identifier used to track or link the quote |
| Order Number | A customer-provided number used to identify and track the order |
| Currency View | Displays the system’s default currency, with the option to switch between currencies if multi-currency is enabled. |
| Exchange Rate | The rate used to convert amounts from one currency to another |
| Comments | A free-text field used to add notes or additional information about the quote |
| Address Type | The default address is automatically selected, but you can change it for the current quote if needed. |
| Contact Person | The default contact is automatically selected, but you can change it for this quote. To edit the contact’s details, click the view button. |
| Project | Select the relevant project associated with the quote, if applicable. |
| Division | The default division is automatically selected, but you can change the customer’s division within the company if needed. |
| Region | The default region is automatically selected, but you can change the customer’s region if needed. |
| Invoice Group | Select the customer’s invoice group. |
| Completion Date | The date when the job is expected to be completed. |
| Job No. | Assign a job number to the quote in advance. |
| Attach Spec To Email | Allows you to include the specification document when sending the quote via email. |
| Print Custom Fields | Includes custom fields in the printed quote (see Custom Fields tab). |
| Please select the stock type | Select the type of stock for the item. |
| Markup % | The percentage added to the cost price to determine the selling price. |
| Text field | A free-text field used to enter additional details or information. |
| Set Markup % Button | Allows the user to change the mark-up on selected stock type lines. |
| Remove lines button | Allows you to remove quote lines based on the selected stock type |
| Zero Sell, Price | Allows you to set the selling price of the selected stock type lines to zero. |
| Long Description | A detailed overview providing additional information about the quote. |
| Custom Fields | Allows you to add and manage additional fields on the quote as needed. |
| Job Description | A brief description to help identify the job. |
| Order Number | A unique reference number assigned to an order to help identify and track it. |
| Long Description | A detailed explanation of an item, job, or order, providing more information beyond the short description. |
| Team | Used to assign a specific team to a job when teams are set up. |
| Employee | Used to assign a specific employee to a job. |
| Department | Used to assign or identify the department responsible for a job. |
| Function | |
| Est Start Date | The planned or expected date a job is scheduled to begin. |
| Group Activity | |
| Completion Date | The date a job is completed or expected to be finished. |
| Delivery Date | The date when goods or work are scheduled to be delivered or completed. |
| Create PO Drop Ship | Generates a purchase order for items to be shipped directly from the supplier to the customer. |
| Allow To Exceed Quote Value | Permits the final job or order cost to go over the originally quoted amount. |
| Allow To Exceed budget Qty | Permits the quantity used or ordered for a job to exceed the originally budgeted amount. |
| Active Report Dates | The date range selected to define which records or data are included in a report. |
| Use build Task Defaults | |
| Charge Up (SC) | Applies an additional charge to a job or item over and above the accepted quote amount. |
| Pre-priced (CTC) | Indicates that the cost is fixed in advance, already included in the pricing, and cannot be exceeded without further approval. |
| Assembly | |
| Lock Employee | Prevents changes to the employee assigned to a job without the necessary permission or approval. |
| Warehouse | Selects the warehouse location from which stock will be sourced for a job or order. |
| Job Link | Used to link or associate one job with another related job. |
| Service Card | Used to print a job card with the details required to complete a job. |
Tips
| **Quote** | Automatically generated |
| **Customer** | Choose the appropriate **Account (company)** or **Contact (individual)** from the list |
| **Customer Name** | Auto populates as customer is selected |
| **Sales Rep** | Select a sales rep for this customer |
| **Quote Date** | Usually todays date |
| **Valid Until Date** | **Select the date until which the quote is valid.** |
| **Delivery Date** | The date when the goods or services are expected to be delivered to the customer |
| **Quote Status** | Automatically updates as the quote progresses through the approval process. |
| **Description** | A free-text field used to clearly identify the quote. |
| **Reference** | A customer-provided identifier used to track or link the quote. |
| **Order Number** | A customer-provided number used to identify and track the order |
| **Currency View** | Displays the system’s default currency, with the option to switch between currencies if multi-currency is enabled |
**Exchange Rate** | The rate used to convert amounts from one currency to another. |
**Comments** | A free-text field used to add notes or additional information about the quote. |
| **Address Type** | The default address is automatically selected, but you can change it for the current quote if needed. |
| **Address Lines 1-4** | Address |
| **Address Code** | Postal Code |
| **VAT No.** | Customer Tax Number |
| **Contact Person** | The default contact is automatically selected, but you can change it for this quote. To edit the contact’s details, click the view button. |
| **Contact Number** | Customer Contact Persons Number |
| **Project** | Select the relevant project associated with the quote, if applicable. |
| **Division** | The default division is automatically selected, but you can change the customer’s division within the company if needed. |
| **Region** | The default region is automatically selected, but you can change the customer’s region if needed. |
| **Invoice Group** | Select the customer’s invoice group. |
| **Branch** | Company Branch |
| 1 | **Job Number** | Clicking '**Assign JN**' at this stage will generate a Job Number for the quote, which will automatically carry over once the quote is approved and converted into a actual job. |
| 2 | **Completion Date** | This is the date that you are expected to be able to complete this Job |
| 3 | **Asset Item** | The **Asset Item** field links a company-owned asset (e.g., printer, scanner, laptop) to a specific job or quote. This ensures equipment used is tracked, recorded, and associated with the job for better visibility and management. |
| 4 | **Customer Status** | Options "On Hold" |
| 5 | **Assembly** | “**Assembly**” refers to an internal process where components or materials are prepared, combined, or staged before installation or delivery. It’s not billed separately to the customer but contributes to your overall job cost. |
| 6 | **Charge Up (SC)** | **Charge Up (SC)”** means the customer is billed for actual time and materials used, including any extras beyond the initial scope. Charge Up allows you to invoice for additional costs incurred during the job. |
| 7 | **Prepaid (Cost to Company)** | **"Prepaid**” refers to the quoted amount for the job, the fixed charge agreed to by the customer. You can’t invoice beyond this amount, so any extra time, materials, or costs that exceed the quote become your internal expense, or ‘**Cost to Company (CTC)** |
| 8 | **Assign JN** | Clicking '**Assign JN**' at this stage will generate a Job Number for the quote, which will automatically carry over once the quote is approved and converted into a actual job. |
| 9 | **Long Description** | Here you can write a description of the job being done. |
| 10 | **Print Custom Fields** | Includes custom fields in the printed quote (see Custom Fields tab). |
| 11 | **Manage Qty on Job** | The **“Manage Qty on Job”** tick box automatically transfers and manages item quantities when a quote is converted into a job, ensuring quantities remain accurate without manual adjustment. |
| 12 | **Exclude from Reports** | This flag will assist when running reports on quote values, allowing us to exclude certain quotes (effectively treating them as zero). |
| 13 | **Quote Total Description** | |
| 14 | **Sales Lead** | If this quote originated from a tracked **Sales Lead**, the associated Sales Lead number will be displayed here. Updating the Probability percentage will automatically sync the change with the corresponding Sales Lead. |
| 15 | **Sales Lead Follow up Date** | Updating the **Follow up** the system will automatically sync the change with the corresponding Sales Lead follow up date. |
| 16 | **Quote Estimate** | |
| 17 | **Probability** | If this quote originated from a tracked **Sales Lead**, the associated Sales Lead number will be displayed here. Updating the Probability percentage will automatically sync the change with the corresponding Sales Lead. |
| 18 | **Paging** | If your line items span multiple pages and require navigation using the page up/down arrows, clicking the Paging Box will disable paging, allowing you to scroll through all items in a continuous view. |
| 19 | **Dimension** | |
| 20 | **Show/Hide** | Allows you to **control which sections or fields are visible** on the screen. This can help simplify the interface by hiding fields that are not relevant to your workflow. |
| 1 | **Customer Link** | - **Customer Link:** Use this tab when completing work on behalf of another company. - If you're quoting for a client of one of your customers, you can link that end client here. - When the quote is sent, your customer will see which of their clients the quote relates to. |
| 2 | **Address Type** | This defines the **type of address** being used (for example, billing, delivery, or site address). Selecting the correct type ensures the quote is applied to the right location. |
| 3-6 | **Address line 1-4** | These fields capture the **full address details** associated with the quote. You can enter street, suburb, city, and any additional location information required. |
| 7 | **Address code** | A reference code used to identify saved or standard addresses. |
| 8 | **Deposit Paid** | Enter the **value of the deposit** paid. This amount will be **automatically deducted from the total quote value**, giving a more accurate balance owing. |
| 9 | **Deposit Amount** | Tick this box if the customer has already made a **deposit payment**. This flags the quote so the system knows part payment has been received. |
| 10 | **Deposit Date** | Record the exact **date the deposit was received**. This is useful for tracking payments and keeping financial records accurate. |
| 11 | **Paging** | When a quote contains a large number of line items, they may be split across multiple pages.
- With **Paging enabled**, you scroll through all items in one continuous list
- With Paging off, you use **page navigation arrows** to move between pages
This helps improve visibility depending on your preference.
|
| 12 | **Dimension** | |
| 13 | **Show/Hide** | Allows you to **control which sections or fields are visible** on the screen. This can help simplify the interface by hiding fields that are not relevant to your workflow. |
| 1 | **Shipping Method** | Select the **method of delivery** for the order (e.g. courier, pickup, freight). This helps define how the goods will be sent to the customer. |
| 2 | **Shipping Date** | Enter the **date (and time)** the order is scheduled to be shipped. This is useful for planning dispatch and providing accurate delivery expectations. |
| 3 | **Send Email** | Tick this option if you want the system to **send a notification email** related to the shipment (e.g. confirmation or dispatch details). |
| 4 | **Shipping Location** | Specifies the **destination location** the goods are being shipped to. This may differ from the billing address if the customer has multiple delivery sites. |
| 5 | **Internal Delivery** | Used when the delivery is being handled **internally by your own team or vehicles**, rather than an external courier. |
| 6 | **Delivery Company** | Select or enter the **external courier or freight company** responsible for delivering the shipment (e.g. NZ Post, Mainfreight). |
| 7 | **Tracking Number** | Enter the **tracking number** provided by the courier. This allows both your team and the customer to track the shipment progress. |
| 8 | **Frozen** | Enter the **tracking number** provided by the courier. This allows both your team and the customer to track the shipment progress. |
| 9 | **Paging** | When there are many line items:
- **Paging enabled**: all items appear in one continuous, scrollable list
- Paging disabled: items are split across multiple pages and require navigation
This helps improve visibility depending on your preference.
|
| 10 | **Dimension** | |
| 11 | **Show/Hide** | Allows you to **customise the screen view** by showing or hiding certain fields or sections, helping keep the interface clean and relevant. |
| 1 | **Stock Type** | Allows you to filter or apply actions to a specific **type of stock** (e.g. all items, stock items only, or non-stock items). This ensures changes are applied only where needed. |
| 2 | **Update Value** | Determines whether pricing updates are applied **including or excluding VAT**. This is important for maintaining accurate pricing calculations depending on how your system is set up. |
| 3 | **Rounding Up** | Controls how pricing values are rounded:
- **Round Up** or **Round Down**
- Or choose **No Rounding**
This ensures your final pricing is clean and consistent (e.g. avoiding uneven decimal values
|
| 4 | **Rounding Down** | Controls how pricing values are rounded:
- **Round Up** or **Round Down**
- Or choose **No Rounding**
This ensures your final pricing is clean and consistent (e.g. avoiding uneven decimal values
|
| 5 | **Mark-Up %** | Enter the desired **markup percentage** to apply to selected line items. This is used to calculate selling prices based on cost. |
| 6 | **Set Mark-Up %** | Applies the entered **markup percentage** across selected items. This is a quick way to update pricing in bulk. |
| 7 | **Remove Lines** | Removes selected **line items** from the quote. Useful for cleaning up or adjusting the quote quickly. |
| 8 | **Zero Sell, Price** | Sets the **selling price to zero** for selected items. This may be used for complimentary items, warranty replacements, or no-charge components. |
| 9 | **Incl. Cost on Reports** | When enabled, this includes **cost values in reports**, allowing for visibility of margins and profitability. |
| 10 | **Attach Specs to Email** | Tick this option to **include product specifications** when emailing the quote to the customer. |
| 11 | **Set to Supplier Costs** | Updates selected items so their pricing reflects the **supplier cost** directly. Useful when recalculating pricing based on updated supplier pricing. |
| 12 | **Update Labour Cost** | Refreshes or updates the **labour cost values** associated with the quote. |
| 13 | **Set to System cost** | Resets pricing to the **system’s default cost values**, ensuring consistency with your pricing database. |
| 14 | **Set Sell Price** | Allows you to **manually set or update the selling price** for selected items. |
| 15 | **Paging** | When dealing with many line items:
- **Paging enabled**: view all items in one continuous scroll
- Paging disabled: items are divided across multiple pages
This improves navigation depending on your preference.
|
| 16 | **Dimension** | |
| 17 | **Show/Hide** | Allows you to **customise the screen view** by showing or hiding certain fields or sections, helping keep the interface clean and relevant. |
| **Stock Item** | Select your **stock item** from the drop-down menu |
| **Description** | At this stage you can change the **Description** if needed |
| **Qty** | Add the **Quantity** you require of this item |
| **Manage Qty on Job** | Controls whether the **quantity is actively tracked and managed** when the quote is converted to a job. |
| **Warehouse** | Select the **Warehouse** you wish to sell this item form |
| **Selling Ex GST** | Price per item does **not include** the 15% Goods and Services Tax. You add GST on top of the listed amount. |
| **Selling Inc GST** | Price per item **includes** the 15% Goods and Services Tax. The GST is already built into the total amount shown. |
| **Sub Total Selling** | Total price of total quantity of item that does **not include** the 15% Goods and Services Tax. You add GST on top of the listed amount. |
| **VAT (GST) Value** | Total GST only on total quantity of items |
| **Selling Total** | Total price of total quantity of item **includes** the 15% Goods and Services Tax. The GST is already built into the total amount shown. |
| **Line Reference** | |
| **Sequence No.** | You can change the Sequence in the quote for this item |
| **UOM Type** | These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., Per Roll, Per Unit, Pack). |
| **UOM** | These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., 1000 per roll, 6 per pack). |
| **Line Discount** | You can apply a discount to this item |
| **VAT (GST)Type** | If this item is GST exempt or a Non-GST item it can be changed here |
| **Mark up %** | At this stage you can increase your **profit %** |
| **Cost Per Unit** | This is the **total cost** to produce or buy one item. It helps you set prices and track profitability. |
| **Profit Cost/Unit** | This is **how much profit** you make on each item sold after subtracting its cost. |
| **Total Cost** | This s the **full amount spent** to produce or purchase a set of items or complete a job. |
| **Zero Cost on Job** | These ticks will be automatically on or off based on the setup if the item. When the item is promoted to a Job, its initial cost is cleared and recalculated progressively as the job is built—ensuring you have an accurate final cost at completion. |
| **Zero Cost on Invoice** | As with the Cost on job, these ticks will be automatically on or off based on the setup if the item. When the item is promoted to a Job, its initial cost is cleared and recalculated progressively as the job is built—ensuring you have an accurate final cost at completion. |
| **Show on Print** | |
| **Flag for Report** |
| **Division** | Select a **division** within of a company that focuses on one area of work. |
| **Region** | Select a **region** the job will fall under, it can include multiple cities or towns and often has its own local government or identity. |
| **Days from Start** | Use this field to schedule when this item should begin—set as a number of days from the job’s start date. |
| **Weight Per Unit** | This is determined at setup |
| **Sales Rep** | You are able to allocate someone who promotes and sells a company’s products or services to customers. They often handle quotes, follow-ups, and customer relationships, helping drive revenue and build trust. |
| **Project** | You can Link a quote to a specific project |
| **Employee Assigned** | Refers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication. |
| **Lead Time** | This is the amount of time between starting a process and completing it. It usually refers to how long it takes from placing an order to receiving the goods or service. |
| **Order Date** | This is the day a customer places an order for goods or services. |
| **Reminder Date** | This is the day you plan to check in after sending the quote. |
| **Required Date** | This is the day the customer wants the goods or service delivered |
| **Supplier** | This is the company that provides goods or services to another business |
| **Drop Ship** | Ticking this box enables you to generate a Purchase Order on the fly—complete with all relevant details, so you don’t need to build one from scratch when drop-shipping an item. |
| **RFQ (Request for Quote)** | Ticking this box allows you to generate a Request for Quote on the fly—pre-filled with all relevant details, so you don’t need to start from scratch when requesting updated pricing for an item. |
| **PO Qty** | Enter the quantity here for which you want to generate a Purchase Order or Request for Quote. |
| **Item Cost** | This shows the actual cost of the item |
| **Item Code** | This is the suppliers item code |
| **Supplier Discount** | Shows if you received a discount on this item when purchased form supplier |
| **Last Updated** | This is the date the cost was last updated for this item |
| **Latest Cost** | Similar to Item cost, this shows the actual cost of the item at that date |
| **Internal Note** | Use this field to add **private comments or internal details** related to the job, quote, or project.
These notes are **for internal use only** and are **not visible to the customer**, making it ideal for internal communication and instructions. |
| 1 | **Quote Number** | This is the Quote number linked |
| 2 | **Customer** | Customers Name |
| 3 | **Description** | This will be specific to the Job as an easy identifier in a list |
| 4 | **Long Description** | Here you can be more specific to the job |
| 5 | **Quote Date** | This is the date of the Quote |
| 6 | **Branch** | You can select a specific branch that this is linked to if you had these set up at the start |
| 7 | **Order Number** | Customer Order Number |
| 8 | **Team** | You can select a team if these have been setup |
| 9 | **Employee** | Refers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication. |
| 10 | **Department** | Add a department if this has been setup for your company |
| 11 | **Function** | |
| 12 | **Est Start Date** | Date estimated for Job to start |
| 13 | **Group Activity** | |
| 14 | **Completion Date** | Date Estimated for Job to be completed |
| 15 | **Delivery Date** | Date that the item is expected to be delivered to your customer |
| 16 | **Create PO Drop Ship** | This is to allow you to create a PO from the Job once its started. |
| 17 | **Allow to Exceed Quote Value** | Ticking this box allows actual job costs to exceed the quoted value. This is helpful when unexpected expenses arise during production or service delivery, and you want the system to continue tracking costs without treating the quote as a strict limit. If left unticked, a new quote must be created to include any additional costs. |
| 18 | **Allow to Exceed Budget Qty** | Ticking this box allows the actual quantity used in the job to exceed the budgeted amount. This is useful when additional units are required during production or service delivery. If left unticked, you’ll need to produce a new quote to add more units. |
| 19 | **Activate Report Dates** | This will allow you to be able to report on this job |
| 20 | **Use Build Task Defaults** | When you create a build task default, you can specify alternative warehouses or item sources. Once a quote is converted into a job, the system will apply the defaults set in your build template. This ensures that materials are drawn from the designated warehouse rather than the main warehouse, allowing for more precise inventory control—especially when working with a master warehouse setup. |
| 21 | **Charge Up (SC)** | **Charge Up (SC)** means the customer is billed for actual time and materials used, including any extras beyond the initial scope. Charge Up allows you to invoice for additional costs incurred during the job. |
| 22 | **Prepaid (CTC)** | **Prepaid** refers to the quoted amount for the job, the fixed charge agreed to by the customer. You can’t invoice beyond this amount, so any extra time, materials, or costs that exceed the quote become your internal expense, or ‘**Cost to Company (CTC)** |
| 23 | **Warehouse** | All stock will come from the Warehouse selected here |
| 24 | **Job Link** | You may find that you already have a job for this customer, and this is a sub job, to can select this job form the drop-down menu link to two or more jobs. |
| 25 | **Assembly** | “**Assembly**” refers to an internal process where components or materials are prepared, combined, or staged before installation or delivery. It’s not billed separately to the customer but contributes to your overall job cost. |
| 26 | **Lock Employee** | You can lock the employee assigned to this job so it cannot be changed without your knowledge. |
| **Preparation** | This is the stage where a quote has been created. |
| **Scope Creep Quote** | This applies when a quote is created from a job using the **Scope Creep Quote** function. The quote is considered to be in the preparation stage and must progress through all approval stages. |
| **All** | Displays quotes across all status stages. It is not recommended to search using this status |
| **Requesting Internal Approval** | This status indicates the quote has moved from **Preparation** to **Internal Approval**. *Path: Job Costing > Activity > Job Internal Quote Approval* |
| **Internal Approval** | This is the stage where the quote is undergoing internal review and approval. |
| **Job Customer Quote Approval** | This status means the quote has progressed from **Preparation** or **Internal Approval** to **Customer Approval**. *Path: Job Costing > Activity > Job Customer Quote Approval* |
| **Customer Approved** | This status indicates the quote has been approved (from Preparation, Internal Approval, or Customer Approval) and converted into an active job. The job is now available under **Manage Job**, essentially forming part of the order book. *Path: Job Costing > Activity > Manage Job* |
| **Internal Rejection** | This occurs when a quote is rejected during the **Internal Approval** stage. |
| **Customer Rejection** | This occurs when a quote is rejected during the **Customer Approval** stage. |
| **Cancelled** | This status applies when a quote is cancelled at any stage of the quote process. |