Quote Tabs Explained
Job Costing Module >Activity > Quotation
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Open or Create a Quote
- Navigate to the Quotes section.
- Click "Add" or open an existing one.
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Locate the Customer Field
- Look for a field labeled Customer, Account, or Contact.
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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
| Quote | Automatically generated |
| Customer |
Choose the appropriate Account (company) or Contact (individual) from the list
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| 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
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| Quote Status |
Automatically updates as the quote progresses through the approval process.
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| Description |
A free-text field used to clearly identify the quote.
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| Reference |
A customer-provided identifier used to track or link the quote.
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| Order Number |
A customer-provided number used to identify and track the order
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| Currency View |
Displays the system’s default currency, with the option to switch between currencies if multi-currency is enabled
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Exchange Rate
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The rate used to convert amounts from one currency to another.
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Comments
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A free-text field used to add notes or additional information about the quote.
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Address Tab
| Address Type |
The default address is automatically selected, but you can change it for the current quote if needed.
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| 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.
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| Contact Number | Customer Contact Persons Number |
| Project |
Select the relevant project associated with the quote, if applicable.
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| Division |
The default division is automatically selected, but you can change the customer’s division within the company if needed.
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| Region |
The default region is automatically selected, but you can change the customer’s region if needed.
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| Invoice Group |
Select the customer’s invoice group.
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| Branch | Company Branch |
Extras Tab
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Job No
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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.
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Completion Date
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The date when the job is expected to be completed.
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| Asset Items |
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.
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| Debtor Status | Options "On Hold" |
| Long Description |
A detailed overview providing additional information about the quote.
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| 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.
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| 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.
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| 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)
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Print Custom Fields
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The “Print Custom Fields” tick box controls whether any custom fields are included on printed reports. You can create unlimited custom fields to capture additional information. When this box is selected, those fields will be printed on the report; if not, they will remain visible in the system only. |
| 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. |
| Exclude from Report |
This flag will assist when running reports on quote values, allowing us to exclude certain quotes (effectively treating them as zero). |
| Quote Total Description | |
| 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. |
| Sales Lead Follow Up Date | Updating the Follow up the system will automatically sync the change with the corresponding Sales Lead follow up date. |
| Quote Estimate | |
| 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. |
Adding Stock Items to Quote
Quote Approval
