Quote Tabs Explained Job Costing Module >Activity > Quotation Open or Create a Quote Navigate to the Quotes section. Click " Add " or open an existing one. Locate the Customer Field Look for a field labeled Customer , Account , or Contact . Save the Quote Click Save to lock in the selected customer. Tips If the customer isn’t listed, you may need to create a new customer record first . Ensure you select the correct type (Account vs Contact) depending on your system’s setup. Quote Tabs Explained Detailed Quote Detail Tab This screen is used to create and manage customer quotes, capturing key details such as the customer, dates, pricing, and references, while allowing you to add and manage items included in the quote. 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 Tab The Address tab captures and allows editing of the customer’s delivery and contact details for the quote, including address information, contact person, and associated business details such as project, division, and branch. 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 Extras Tab The Extras tab provides additional settings and controls for the quote, including job details, asset linking, costing options, reporting preferences, and sales lead tracking, allowing for better management of how the quote is processed, billed, and reported. 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. Link Tab Below is an overview of the fields available under the Link Tab on the quote screen: 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. Shipping Tab Below is a detailed overview of the fields available under the Shipping tab on the quote screen: 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. Action Tab Below is a detailed overview of the fields and functions available under the Action tab on the quote screen: 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. Docs Tab This tab displays a list of all documents that have been attached to the quote . These could include files such as specifications, images, PDFs, or any supporting documentation relevant to the job. This tab provides instant access to upload documents in any format (PDF, Word, Excel, etc.) or retrieve relevant files previously attached to this quote. Each document listed will typically show details such as: Document name or number Type of document Description Date created User who uploaded it Key Functions Attachments (top left button) Allows you to add new documents to the quote. This is where you upload files that need to be linked or sent with the job or quote. Add / Open / Print / Remove These options allow you to: Add new documents Open existing attachments Print attached files Remove documents if they are no longer required Adding Stock Items to Quote This screen is used to add a stock item to a quote, define pricing, quantities, and control how the item is handled for the job, invoicing, and reporting. Item & Quantity Details 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 Pricing 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 Details Line Reference Sequence No. You can change the Sequence in the quote for this item  Units & Discounts 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 Margin & Costing 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. Cost Behaviour 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. Visibility & Reporting Show on Print Flag for Report Organisation & Scheduling 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 People & Projects 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. Dates & Supplier Info 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 Purchasing Options 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. Supplier Costing 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 Notes 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. Approve Quote to Job Quotes must go through approval stages to ensure they are reviewed internally and accepted by the customer before being converted into a job. Internal Approval This stage is for internal review and sign-off. It ensures pricing, margins, and job details are checked and approved within the business before sending to the customer. Customer Approval Once internally approved, the quote is provided to the customer for acceptance. This confirms the customer agrees to the scope, pricing, and terms. Approve to Job After customer approval, selecting “Approve to Job” converts the quote into an active job. The job is then available in Manage Job and becomes part of the live workload. Approved to job 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.