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Quote Tabs Explained

Job Costing Module >Activity > Quotation

  1. Open or Create a Quote

    • Navigate to the Quotes section.
    • Click "Add" or open an existing one.

  2. Locate the Customer Field

    • Look for a field labeled Customer, Account, or Contact.

  3. 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.

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Quote Tabs Explained Detailed

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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.

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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.

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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.

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Job No
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
Theis the date whenthat theyou job isare expected to be completed.
able to complete this Job
Asset Items3 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.
Debtor4Customer Status Options "On Hold"
Long Description5
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.
6Charge 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.
7Prepaid (CTC)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)
Print Custom Fields
8		 Assign

TheJN

 Clicking '“PrintAssign CustomJN' Fields” tick box controls whether any custom fields are included on printed reports.

You can create unlimited custom fields to capture additional information. Whenat this boxstage will generate a Job Number for the quote, which will automatically carry over once the quote is selected,approved thoseand fieldsconverted willinto bea printedactual on the report; if not, they will remain visible in the system only.

job.
9Long DescriptionHere you can write a description of the job being done.
10Print Custom FieldsIncludes custom fields in the printed quote (see Custom Fields tab).
11Manage 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.
12Exclude from ReportReports

This flag will assist when running reports on quote values, allowing us to exclude certain quotes (effectively treating them as zero).
13Quote Total Description
14Sales 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.
15Sales Lead Follow Upup Date   Updating the Follow up the system will automatically sync the change with the corresponding Sales Lead follow up date.
16Quote Estimate
17Probability 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.
18PagingIf 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.
19Dimension
20Show/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.

 

Below is an overview of the fields available under the Link Tab on the quote screen:

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Shipping Tab

Below is a detailed overview of the fields available under the Shipping tab on the quote screen:

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1Shipping 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.

2Shipping Date

Enter the date (and time) the order is scheduled to be shipped. This is useful for planning dispatch and providing accurate delivery expectations.

3Send Email

Tick this option if you want the system to send a notification email related to the shipment (e.g. confirmation or dispatch details).

4Shipping 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.

5Internal Delivery 

Used when the delivery is being handled internally by your own team or vehicles, rather than an external courier.

6Delivery Company

Select or enter the external courier or freight company responsible for delivering the shipment (e.g. NZ Post, Mainfreight).

7Tracking Number

Enter the tracking number provided by the courier. This allows both your team and the customer to track the shipment progress.

8Frozen

Enter the tracking number provided by the courier. This allows both your team and the customer to track the shipment progress.

9Paging

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.
10Dimension
11Show/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:

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1Stock 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.

2Update 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.

3Rounding 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
4Rounding 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
5Mark-Up %

Enter the desired markup percentage to apply to selected line items. This is used to calculate selling prices based on cost.

6Set Mark-Up %

Applies the entered markup percentage across selected items. This is a quick way to update pricing in bulk.

7Remove Lines

Removes selected line items from the quote. Useful for cleaning up or adjusting the quote quickly.

8Zero Sell, Price

Sets the selling price to zero for selected items. This may be used for complimentary items, warranty replacements, or no-charge components.

9Incl. Cost on Reports

When enabled, this includes cost values in reports, allowing for visibility of margins and profitability.

10Attach Specs to Email

Tick this option to include product specifications when emailing the quote to the customer. 

11Set to Supplier Costs

Updates selected items so their pricing reflects the supplier cost directly. Useful when recalculating pricing based on updated supplier pricing.

12Update Labour Cost

Refreshes or updates the labour cost values associated with the quote.

13Set to System cost

Resets pricing to the system’s default cost values, ensuring consistency with your pricing database.

14Set Sell Price

Allows you to manually set or update the selling price for selected items.

15Paging

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.
16Dimension
17Show/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

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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.

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SelectingItem the& ItemQuantity Details

Stock Item
Choose

Select your stock item from the productdrop-down from your inventory list

menu
Description
Automatically

At fillsthis instage basedyou oncan change the itemDescription selected

if
Item Group
Shows the category the item belongs to
needed
Qty
Enter

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 arewish quotingto sell this item form
Pricing the Item
ofthelisted
Pricing Structure
Determines how the price is calculated (e.g. standard pricing)
Selling Ex GST

Price per unititem excludingdoes not include the 15% Goods and Services Tax. You add GST

 on top of the listed amount.
Selling Inc GST

Price per unititem includingincludes the 15% Goods and Services Tax. The GST

 is already built into the total amount shown.
Sub Total Selling

Total beforeprice of total quantity of item that does not include the 15% Goods and Services Tax. You add GST (Qtyon ×top price)
GST Value
GST amount calculated
amount.
TotalVAT Selling(GST) Value
Final

Total GST only on total includingquantity 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
Discount

You appliedcan apply a discount to this specific item
GSTVAT (GST)Type
Select

If thethis relevantitem taxis type

GST exempt or a Non-GST item it can be changed here

StockMargin & Quantity ControlCosting

ManageMark Qtyup on JobTracks this quantity when the quote becomes a job
Warehouse%
Select

At whichthis warehousestage theyou stockcan comesincrease from

your profit %
UOMCost TypePer / UOMUnit
Unit

This ofis measurethe (e.g.total each, box, metre)

Dates & Supplier Infocost
itemsor
Lead Time
How long it takes to supplyproduce theor item
buy one item. It helps you set prices and track profitability.
OrderProfit DateCost/Unit This
Whenis thehow much profit you make on each item willsold beafter ordered
subtracting its cost.
RequiredTotal DateCost This
Whens the itemfull isamount neededspent forto theproduce job
or
Reminder Date
Setspurchase a follow-upset reminder
of
Creditors
Select the supplier
Drop Ship
Sends item directly from supplier to customer
RFQ
Marks the item to request pricing fromcomplete a supplier
job.

Cost

Organisation & TrackingBehaviour
Line Reference
Internal reference for this item
Sequence No
Controls order of items on the quote
Sales Rep
Assign salesperson
Project
Link to a specific project
Employee Assigned
Assign responsibility
Costing & Reporting Controls

Zero Cost on Job
Excludes

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 fromis cleared and recalculated progressively as the job costing

is built—ensuring you have an accurate final cost at completion.
Zero Cost on Invoice
Prevents

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 fromis affectingcleared invoiceand value

recalculated progressively as the job is built—ensuring you have an accurate final cost at completion.

Visibility & Reporting

Show inon Print
Includes item on customer-facing documents
Flag for Report
Includes/excludes item in reporting

Organisation

Additional& FieldsScheduling

Weight per Unit / T/WDivision
Used

Select fora totaldivision weightwithin calculations

of a company that focuses on one area of work. 
Division / Region
Internal

Select businessa grouping

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
Schedulingthis offset
field to schedule when this item should begin—set as a number of days from the job’s start date.
Weight Per UnitThis is determined at setup

People & Projects

Sales RepYou 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.
ProjectYou can Link a quote to a specific project
Employee AssignedRefers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication.

Dates & Supplier Info

Lead TimeThis 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 DateThis 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 DateThis is the day the customer wants the goods or service delivered
SupplierThis 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
InternalUse this field to add private comments (notor showninternal details related to customer)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.
Stock Visibility
Qty on Sales Orders
Quantity already committed
Qty on SO Confirm / WHS
Confirmed or available stock

 

Approve Quote Approval

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.

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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.

Approve QuoteApproved to Job screenjob

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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.



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