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.

Job No	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.
Completion Date	The date when the job is expected to be completed.
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.
Debtor Status	Options "On Hold"
Long Description	A detailed overview providing additional information about the quote.
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.
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.
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)
Print Custom Fields	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

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.

Selecting the Item

Stock Item	Choose the product from your inventory list
Description	Automatically fills in based on the item selected
Item Group	Shows the category the item belongs to
Qty	Enter the quantity you are quoting

Pricing the Item

Pricing Structure	Determines how the price is calculated (e.g. standard pricing)
Selling Ex GST	Price per unit excluding GST
Selling Inc GST	Price per unit including GST
Sub Total Selling	Total before GST (Qty × price)
GST Value	GST amount calculated
Total Selling	Final total including GST
Line Discount	Discount applied to this specific item
GST Type	Select the relevant tax type

Pricing Structure	How the price is calculated
Selling Ex GST	Unit price excluding GST
Selling Inc GST	Unit price including GST
Sub Total Selling	Total before GST
GST Value	GST amount
Total Selling	Total including GST
Line Discount	Discount applied to item
GST Type	Tax type applied
Manage Qty on Job	Tracks qty when quote becomes job
Warehouse	Stock location
UOM Type / UOM	Unit of measure
Lead Time	Supply timeframe
Order Date	Date item is ordered
Required Date	Date item is needed
Reminder Date	Follow-up reminder
Creditors	Supplier
Drop Ship	Ship directly to customer
RFQ	Request supplier quote
Line Reference	Internal reference
Sequence No	Order on quote
Sales Rep	Responsible salesperson
Project	Linked project
Employee Assigned	Assigned staff
Zero Cost on Job	Exclude from job costing
Zero Cost on Invoice	Exclude from invoice
Show in Print	Show on documents
Flag for Report	Include in reports
Weight per Unit / T/W	Weight tracking
Division / Region	Business grouping
Days from Start	Scheduling offset
Internal Note	Internal comments
Qty on Sales Orders	Committed quantities
Qty on SO Confirm / WHS	Available/confirmed stock

Quote Approval

Once a quote is accepted, it can be approved and converted into a job by clicking "Approval Options" and selecting "Approve to Job"

Job Details Tab

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.