Quotations

Overview

A Quotation gives a customer the price of the goods or services you plan to supply. Its lines can be Estimates (Printing, Outsourced, General or Product), Materials, Services or custom items.
When the customer accepts, you copy the Quotation to a Sales Order, and from there to the rest of the order flow (see Transaction Flows).

A Quotation can have several versions, one for each option you quote for the same job (for example, Quote No. 3001/1 and 3001/2). When one version is copied to a Sales Order, it is set to the Accepted status and every other version of that Quotation is set to Lost automatically.

Before you create Quotations, set up:

Info

Quotations support multiple currencies: a new Quotation takes the customer's default Currency. If you are not linked to a branch, you must select one when you create a Quotation. By default, a Quotation can only be changed while its status allows editing (normally Pending).

Your Customers, including their Price List, Currency and sales rep.
The Materials and Services you sell, and the estimating setups for the estimate types you use (see Costing & Estimating).
The Quotation Statuses, including the New, Output, Quote Accepted and Quote Lost - Version defaults.
An output template for the Quotation (see Output).

Settings

User Settings

Note

The defaults are the values for new databases and new users. Your database may have different values.

Info

Batch updates on the list view also need the General > Batch Updates - Access Allowed setting.

Setting	Description	Default
Quotations > Viewing Allowed	Which Quotations you can see: All Pending and Complete Complete Active Own (Rep): only Quotations where you are the rep. Own (User): only Quotations you created. Own Complete, Own Pending and Own Pending and Complete: each with (Rep) or (User), combining the two. Access denied: the module does not open.	All
Quotations > Editing Allowed	None All Own (User): only Quotations you created.	None
Quotations > New Allowed	Yes or No. Whether you can create Quotations.	Yes
Quotations > Deleting Allowed	Yes or No. Whether you can delete versions and Quotations.	No
Quotations > Output Allowed	Whether you can print, preview, email or upload Quotations: None User Supervisor	User
Quotations > View Materials & Services	Yes or No.	Yes
Quotations > View Costing	Yes or No. Whether you can see costs and the Costs view.	Yes
Quotations > View Pricing	Yes or No.	Yes
Quotations > Change Quotation Status up only	Yes or No. If Yes, you can only move a Quotation forward through the statuses, not back.	No
Quotations > Copy Quotation Reference to Estimate Description	Yes or No.	No
Quotations > Disable Cost Centre Rates in Estimating	Yes or No.	No
Copy Rules > Quotations - Copy to Quotation	Yes or No. Whether you can use Copy to new Quote.	Yes
Copy Rules > Quotations - Copy to Sales Order	Yes or No.	No
Copy Rules > Quotations - Copy to Work Order	Yes or No.	No
Copy Rules > Quotations - Copy to Campaign	Yes or No.	No
Default Templates > Quotations	Your default output template for Quotations.	None
Default Transactions View > Quotations	The list that opens with the module: Today All Pending All Active All Pending & Active	Today

General Settings

Setting	Description	Default
Quotations > Caption: Estimating Description Field 1 (also 2 and 3)	Enter your own caption for each of the three estimating description fields.	Blank
Quotations > Customer to which Templates are linked	Select the customer that holds your Quotation templates. You can create a dedicated customer for this, for example, Templates (TEMP).	None
Quotations > Delete Quotations (PDF Docs) older than (Enter number of months)	Enter the number of months. Uploaded Quotation PDFs older than this are deleted when users log in, to keep the database small.	6
Quotations > General: Material Description Format	How material lines are described: Description Qty x Description Description (xMultiply by)	Description
Quotations > General: Service Description Format	How service lines are described: Description Qty x Description Description (xMultiply by)	Description
Quotations > Lead days to Quotation Forecast Date	Enter the number of days added to the Quotation date to fill in the Forecast date.	0
Quotations > Price Rounding	Don't round off Round Selling Price Round Unit Price	Don't round off
Quotations > Printing: Default Ink Coverage (%)	Enter the default ink coverage for printing estimates.	25
Quotations > Printing: Maximum Waste on Substrate Cut Out (%)	Enter the largest waste allowed when a substrate is cut down.	20
Quotations > Printing: Default Service Category for Pre-press	Select the Service Category offered first for pre-press.	None
Quotations > Printing: Default Service Category for Finishing	Select the Service Category offered first for finishing.	None
Quotations > Printing: Enable numbering	No Manual Auto	No
Quotations > Stack the Estimate Specification	Yes or No.	No
Quotations > Standard Outsourced Printing - Lookup lists	Click Edit to create the lookup lists for outsourced estimates. Enter one entry per line, or import them: Parts Printing Substrate Finishing	Blank
Quotations > Workspace module (For creating WF from Quote)	Select the Workspace module used when a workflow is created from a Quotation.	None
General > Caption: Reference Field 1 (also 2 and 3)	Enter the caption for each of the three reference fields on transactions, for example, Reference. A reference field with no caption is hidden.	Blank

List View

The list opens in the view set by your Default Transactions View setting. Menu > Views switches between the Transaction view, which displays one row for every version of a Quotation, and the Items view, which displays one row for every line item on the Quotation.

Buttons Explained

Button	Description
Reset	Resets the data filters.
Arrow on Reset	Select a filter option: Today All Pending All Active All Pending & Active
View	Lists the Quotations that match the filters.
New	Creates a Quotation.
Output	Prints, previews or emails the selected Quotations (see Output).
Actions	A submenu with these options: Batch Update: changes one of these on the selected Quotations: Category Controller Rep Status In the Items view, it changes the Category (Item) or VAT of the selected lines. Any custom Actions your administrator set up. They run on the selected rows (see Actions).
Menu	A submenu with these options: Views: Transaction or Items Settings: Edit Categories (see Categories), Edit Size Lookup Export: Email Excel, Export Grid Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Filters Explained

Filter	Description
No.	Select the kind of number, then enter it: QT: the Quote No. SO: the number of the linked Sales Order. WO: the number of the linked Work Order. The other filters are ignored while a number is entered.
Search	Finds Quotations with the text in their reference fields.
Date	The Quotation date range: No Date User Date (a range you choose) Today Yesterday This week Last week This month Last month This year Last year Fin year The arrows move the range back or forward.
Status	Check the status groups to include: Pending Active Complete Cancelled If none of the status groups are checked, all the entries appear.
User	Shows only the Quotations created by the selected user.
Rep	Shows only the Quotations for the selected rep.
Customer	Shows only the Quotations for the selected customer.
Category	Shows only the Quotations in the selected category.
Branch	Shows only the Quotations for the selected branch.

Fields Explained

Info

Fields marked in green (✎) can be edited.

Column	Description
QT No.	The Quotation number.
Ver	The Quotation's version.
Status	The Quotation's status, in the colour of its status group.
Date	The Quotation date.
User	The user who created the Quotation.
Rep	The sales rep.
Customer	The customer.
Ref1	The first reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen (see General Settings).
Ref2	The second reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen (see General Settings).
Ref3	The third reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen (see General Settings).
SO No.	The linked Sales Order.
Category (Cus)	The customer's category.
Category	The Quotation's category (see Categories).
Contact	The customer's contact person.
WO No.	The linked Work Order.
Branch	The Quotation's branch.
Forecast	The date the order is expected (see Lead days to Quotation Forecast Date).
WF No.	The linked Workflow number (see Workspace).
From	The Quotation this one was copied from (for example, QT 2345/1).
Total (CUR)	The transaction total in its currency.
Total (Exc)	The transaction's VAT exclusive total.
VAT	The amount of VAT on the transaction.
Total (Inc)	The transaction's VAT inclusive total.
Flow	The system-generated number allocated to the transaction flow (all the transactions copied from each other).
Recurring	Shows whether the Quotation is recurring.
Approval	The checklist's approval progress, when checklists are used (see Approvals).
SM No.	The linked Service Manager ticket number.
Controller	The person the Quotation is assigned to.
Status Note	The note on the Quotation.
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Attachments	Shows when attachments are linked to the Quotation (see Attachments).
Deposit	The deposit amount requested (see Deposits).
Deposit %	The deposit percentage requested.
Deliver to	The delivery address.
Region	The customer's region.
Menu (...)	A submenu that can also be accessed by right-clicking an entry, with these options: Open Workflow View Customer Summary View linked Transactions View SM Responses (see Service Manager) Copy to new Quote Copy to new Version Copy to Sales Order Copy to Campaign Edit Delete Version Delete Quote with all its Versions

Items View: Fields Explained

The Items view displays one row for every line item on the Quotation.

Column	Description
ID	The system-generated number for the item.
QT No.	The Quotation number.
Ver	The Quotation's version.
Date	The Quotation date.
Customer	The customer.
User	The user who created the Quotation.
Rep	The sales rep.
Status	The Quotation's status.
WF No.	The linked Workflow number.
WO No.	The linked Work Order.
SO No.	The linked Sales Order.
Ref	The first reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen (see General Settings).
Description	The line's description.
Type	The kind of line (see Item Types).
Qty	The quantity.
Item	The line number.
Category	The Quotation's category.
Ref2	The second reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen (see General Settings).
Ref3	The third reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen (see General Settings).
Category (Item)	The line's category.
Group	The line's output group.
Status	The line's status: Pending, Accepted or Lost.
/Unit	The price per unit.
Total (Exc)	The item's VAT exclusive total.
Total (Inc)	The item's VAT inclusive total.
VAT	The total amount of VAT on the item.
GP %	The line's gross profit percentage.
Profit	The line's profit.
Size	The size, from the line's estimate.
Product	The product, from the line's estimate.
Code	The line's code.
CGST Amt	The item's CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The item's SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The item's IGST amount. Only for companies that use GST (India) (see GST (India)).
/1000	The price per thousand.
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Direct Cost	The line's direct cost.
Deliver to	The delivery address.
VAT Type	The VAT Type applicable to the line item.
VAT%	The percentage VAT applicable to the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
Category (Cus)	The customer's category.
Created by (Cus)	The user who created the customer record.
Subtotal	The item's subtotal (before adjustments).
Adj %	The percentage adjustment on the price.
Adjustment	The adjustment as an amount.
Region	The customer's region.
Menu (...)	The same options as on the Transaction view.

Edit View

Buttons Explained

Button	Description
Arrows	Move to the previous or next transaction on the list.
New	Saves the open Quotation and creates a new one.
Save	Saves your changes.
Output	Prints, previews, emails or uploads the Quotation (see Output Button).
Status	Changes the Quotation's status. Moving back is blocked if Change Quotation Status up only is set, and a status change can wait for checklist approval.
Approve	Appears when checklists are used. Approves the Quotation (see Approvals).
Arrow on Approve	Select an option: Update Checklist (Auto & Override) Email Approval Request Reset Checklist
Links	Lists the transactions linked to the Quotation. Select one to open it.
Actions	Copy and other actions (see Actions Button).
Menu	A submenu with these options: Find Quote No. Open Workflow View/Edit Checklist View Audits View Customer Summary View linked Transactions View SM Responses Delete Quote with all its Versions (needs Deleting Allowed) Delete Version only (needs Deleting Allowed) Layout: Save Grids, Save Grids (All Users), Restore Grids, Restore Default Grids, Restore Default Grids (All Users)
View	Switches the lower grid to one of these: Items: the Quotation lines Costs: a breakdown of every cost line with cost, sell price, profit and GP% (see Costs View) Emails: the emails sent for this Quotation (see Emails View) History: the Quotations this one was copied from (see History View) Back to Items returns to the items.

Actions Button

Option	Description
Copy to new Quote	Copies the Quotation to a new Quotation number (needs the Quotations - Copy to Quotation Copy Rule).
Copy to new Version	Copies the Quotation to the next version of the same number, for example, 2345/1 to 2345/2. There is no limit on the number of versions.
Copy to Campaign	Copies the Quotation to a Campaign.
Copy to Sales Order	Copies the Quotation to a Sales Order, while it is still in an Active status. The Quotation is set to Accepted and its other versions to Lost. A Quotation that is already Accepted cannot be copied again, and the copy waits for checklist approval if checklists are used.
Add Attachment	Adds an attachment to the Quotation (see Attachments).
Add new Customer	Creates a customer from the Quotation.
Edit Customer	Opens the customer's record.
Update Quote from Setups	Updates the materials' and services' costs and descriptions from their setups. A popup lets you select Materials, Services or both, and update the Description, Costs or both.
Order Items by Material Category	Sorts the lines by Material Category.
View Quotation (.pdf)	Opens the uploaded Quotation PDF (see Output Button).
Delete Quotation (.pdf)	Deletes the uploaded Quotation PDF.
Custom Actions	Any custom Actions your administrator set up. They run on the open Quotation. The Actions button on the Quotations list also lists them, and there they run on the selected rows (see Actions).

Header Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
QT No.	The Quotation number and version. Enter another number in the find box next to it to open that Quotation.
Date	The date the Quotation was created.
Customer	Select the customer. Changing the customer updates the Currency and other customer defaults. It also warns you if the estimates' markup no longer matches (see Markup Warnings).
Contact	Select the contact person.
Price List	The Price List used for material prices, taken from the customer.
Reference	Enter a reference, for example, the customer's job name or enquiry number. Up to three reference fields can appear, each with the caption set in the General > Caption: Reference Field settings. A field with no caption is hidden. These fields are searched by the list's Search filter.
Ref2	The second reference field, when it has a caption.
Ref3	The third reference field, when it has a caption.
Rep	Select the sales rep. It defaults to the customer's rep.
Category	Select the Quotation's category (see Categories).
Branch	Select the branch.
Forecast	The date the order is expected.
Controller	Select the person the Quotation is assigned to.
Deliver to	Select the delivery address.
Recurring	Check the checkbox to mark the Quotation as recurring.
Note	Enter a note. It shows in the list's Status Note column.

Info

Fields marked in green (✎) can be edited.

Field	Description
Currency	The Quotation's currency (see Currencies).
Rate	The exchange rate.
Deposit %	Enter a deposit percentage (see Deposits).
Deposit	The deposit amount, calculated from the percentage.
SM No.	The linked Service Manager ticket.
Updated	Who last changed the Quotation, and when.

Item Buttons Explained

Button	Description
Estimate	Adds an estimate. The options depend on the BOS Professional Version setting: Printing Outsourced General Your Products, each listed by name: starts a Product Estimate (see Estimating). Template: copies an estimate from the templates customer.
Material	Adds materials from the material lookup. The lookup's Finished Goods filter is on by default. It filters on the material's Type field, and is also on by default on Sales Orders and Customer Invoices.
Service	Adds services.
Custom	Adds a custom line (CTM) with a quantity of 1, ready for you to enter the description and price. You must first select a customer.
Quote	Adds lines copied from another Quotation that is not cancelled.
Add Adj%	Enter a percentage to apply to every line.
Set	Applies the Add Adj% percentage as the Adj % of every line.

Item Fields Explained

Info

Fields marked in green (✎) can be edited. On estimate lines and on materials priced by quantity (MFP, MPR), the description and prices come from the estimate or the material, so those fields are locked.

Field	Description
ID	The system-generated number for the item.
Item	The line number.
Type	The kind of line (see Item Types).
Adjustment	The adjustment as an amount.
Unit	The unit.
Description	The line's description.
Qty	The quantity.
Unit Cost	The cost per unit. Needs the View Costing setting.
Unit Price	The selling price per unit.
/	The quantity the price is for.
Category	The line's category.
Supplier	The supplier, for outsourced lines.
Total (Exc)	The item's VAT exclusive total in the local currency.
/Unit	The price per unit.
Adj %	A percentage adjustment to the line's price.
VAT Type	The VAT Type selected for the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
VAT	The VAT amount on the line item.
Total (Inc)	The item's VAT inclusive total in the local currency.
Subtotal	The item's subtotal (before adjustments). Needs the View Costing setting.
Fixed Cost	A fixed cost added to the line.
Fixed Price	A fixed amount added to the line, for example, a setup charge.
VAT %	The VAT percentage on the line item.
Production	A popup with these fields: Cost Centre: select a Cost Centre from the dropdown list. Setup (Hrs): enter the number of setup hours required. Speed: enter how many can be produced in a period. /Hr: enter the period that matches the speed.
Hr/s	The estimate's production hours.
Group	Groups lines on the output template.
Direct Cost	The line's direct cost. Needs the View Costing setting.
Status	The line's status: Pending Accepted Lost
Profit	The line's profit. Needs the View Costing setting.
GP %	The line's gross profit percentage. Needs the View Costing setting.
Total Currency	The line total in the Quotation's currency.
Account	The ledger account, taken from the category.
Code	The material's code.
Size	The estimate's size.
Product	The estimate's product.
CGST %	The CGST percentage. Only for companies that use GST (India) (see GST (India)).
SGST %	The SGST percentage. Only for companies that use GST (India) (see GST (India)).
IGST %	The IGST percentage. Only for companies that use GST (India) (see GST (India)).
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
/1000	The price per thousand.
Subcategory	The material's subcategory.
Category	The material's category.
Menu (...)	A submenu with these options: Open Estimate View/Edit Note View/Edit Specification Convert to Fixed Unit Price (MUP) Copy Item Delete Item: an estimate that is linked to a material cannot be deleted. Create new material: from an estimate. Open linked Material Item View Material Summary Move Up Move Down

Item Types

Type	Description
EPR	Printing Estimate.
EOS	Outsourced Estimate (see Outsourced Estimates).
EGR	General Estimate.
EPD	Product Estimate.
MUP	Material with a fixed unit price.
MFP	Material priced for a fixed quantity.
MPR	Material priced from a price range by quantity. Convert to Fixed Unit Price (MUP) changes it to a fixed unit price, for example, to invoice part of the quantity.
SER	Service.
CTM	Custom line.

Costs View

View > Costs lists every cost line of the Quotation.

Field	Description
Item No.	The Quotation line the cost belongs to.
Group	The estimate group.
Part	The estimate part.
Type	The kind of cost line.
Description	The cost line.
Hr/s	The production hours.
Qty	The quantity.
Unit	The unit.
Cost Price	The cost.
Sell Price	The selling price.
Profit	The profit.
GP%	The gross profit percentage.

Emails View

View > Emails lists the emails sent for this Quotation.

Field	Description
Date	When the email was sent.
To Address	The address the email was sent to.
From Address	The address the email was sent from.
Subject	The email's subject.
Attachment/s	The files attached to the email.

History View

View > History lists the Quotations this one was copied from. Double-click a row to open that Quotation.

Field	Description
Quote	The Quotation number.
Ver	The Quotation's version.
Status	The Quotation's status.
Date	The Quotation date.
User	The user who created the Quotation.
Rep	The sales rep.
Customer	The customer.
Reference	The reference.
Price	The Quotation's total.
SO No.	The linked Sales Order.
WO No.	The linked Work Order.
Contact	The customer's contact person.
WF	The linked Workflow number.
... (button)	Opens that Quotation.

Statuses

Quotations use the statuses set up for the module. See Statuses for the status groups and default statuses.

Item Statuses

Lines have their own fixed statuses, separate from the Quotation's status:

Lines	Statuses
Line status	Pending Accepted Lost

How Quotations Work

Versions

Use versions when you quote several options for the same job and the customer orders only one.
Every version keeps the same Quote No. with its own version number.
When one version is copied to a Sales Order, that version becomes Accepted and the other versions become Lost (the statuses with the Quote Accepted and Quote Lost - Version defaults).

Markup Warnings

A warning such as MU Mismatch on Item 1, 2 means one or more estimates have a markup that differs from the default markup.

Changing the Customer, Category or Branch on the Quotation shows this warning, but does not update the estimates. This behaviour is by design: you often quote an agency first and change the customer to the end client once the quote is approved. To reset an estimate, use its Revert to default Adjustments action.
Changing the Category inside the estimate prompts you to update the MU%.
If a category is not used to adjust the markup, leave its MU% blank rather than setting it to 100%.

Deposits

Enter a Deposit percentage in the footer to calculate the deposit amount. Output templates can show it with the DEPOSITPERCENT and DEPOSIT fields.

Checklists

A checklist adds an approval step to Quotations. It holds one or more items that are approved manually or automatically (by SQL queries).
Until the checklist is approved, the Quotation cannot be copied and some status changes are blocked (see Approvals).

Estimates and Materials

When you create or update a material from an estimate, the popup lists the materials already linked to the estimate, so you do not update the wrong one.
When an estimate that is linked to a material is copied and a new material is created from the copy, the estimate is linked to both Materials.

Output Button

Info

Printing, previewing or emailing a Quotation changes its status to the status with the Output default, unless it is already in a Complete or Cancelled status.

Option	Description
Print default Template	Prints the default template.
Print	Prints the template selected from the dropdown list.
Print (Show Dialogue)	Prints the selected template to the printer you choose.
Preview	Shows the selected template on screen.
Email	Emails the selected template.
SMS	If active, sends an SMS.
Upload Quotation (.pdf)	Uploads the selected template as a PDF, to be viewed on the Tracker or Mobile apps. You can only upload a Quotation that is in a status that allows output. The Quotation's status is not changed to the Output default status by this action.
Upload Quotation (.xml)	Exports the Quotation and its lines as XML to the folder set in the JDF Switch > Job Folder general setting (Linux: /FolderName/; Windows: \FolderName\).

Output Templates

For the data available on output templates, see Output Data Pipelines.

For step-by-step instructions, see the Quotations Tutorial.

Quotations

Overview#

Settings#

User Settings#

General Settings#

List View#

Buttons Explained#

Filters Explained#

Fields Explained#

Items View: Fields Explained

Edit View#

Buttons Explained#

Actions Button#

Header Explained#

Footer Explained#

Item Buttons Explained#

Item Fields Explained#

Item Types#

Costs View#

Emails View#

History View#

Statuses#

Item Statuses#

How Quotations Work#

Versions#

Markup Warnings#

Categories#

Deposits#

Checklists#

Estimates and Materials#

Output Button#

Output Templates#

Overview

Settings

User Settings

General Settings

List View

Buttons Explained

Filters Explained

Fields Explained

Edit View

Buttons Explained

Actions Button

Header Explained

Footer Explained

Item Buttons Explained

Item Fields Explained

Item Types

Costs View

Emails View

History View

Statuses

Item Statuses

How Quotations Work

Versions

Markup Warnings

Categories

Deposits

Checklists

Estimates and Materials

Output Button

Output Templates