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
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
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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
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.
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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
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.
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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
Thisscreen 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
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| Description |
Automatically fills in based on the item selected
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| Item Group |
Shows the category the item belongs to
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| Qty |
Enter the quantity you are quoting
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Pricing the Item
| Pricing Structure |
Determines how the price is calculated (e.g. standard pricing)
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| Selling Ex GST |
Price per unit excluding GST
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| Selling Inc GST |
Price per unit including GST
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| Sub Total Selling | Total before GST (Qty × price) |
| GST Value |
GST amount calculated
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| Total Selling |
Final total including GST
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| Line Discount |
Discount applied to this specific item
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| GST Type |
Select the relevant tax type
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| 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. |