Main Input Fields in the Quote

Date Fields in the Quote:

Start Date, Follow-up Date, and Date Completed

Quote Status

Use the Status fields for structured tracking.

Quote Status

Use the Status fields for structured tracking.

Quote Workflow Status

Adds structured st:atus tracking.

Typical statusses include:

•Active

•Won

•Lost

•On Hold

•Waiting for order.

Note: You can add or modify statuses to match your business process.

How Won

Record how the quote was won. Common options:

•Loyalty - Won out of clients loyalty

•Personal

•Price

•Service

•Time considerations

Note: You can customize these fields as needed.

Type, How Requested

Use the available checkboxes and fields to record the quote type and how it was requested.

Document Type Checkboxes

Document Type Checkboxes

•Pro Forma

•Estimate

•Template

•Completed

•Won

Quote Menu Bar Options

Convert To Invoice

Directly converts the quote into a finalized invoice.

Transfer to Invoice

Transfers data to a new invoice for further editing.

Transfer to Sales Order

Transfer the quote to a sales order

Transfer to Job Card

Transfer the quote data to a job card.

Transfer to Existing Job Card

Adds items to an existing job card (you will be prompted for the job card number).

Cancel

Cancel a quote.

Quote will be marked as Completed and stored under All Quotes.

Can be restricted via Security Settings

 Print Preview

 Print

 Print Picking List

 Print Quote Label

 Print Work Card

If you want to print the quote and go on editing the quote

The quote will be printed, saved, and closed.

Shows items to pick from inventory

Prints a label, for example, to attach to an item. When the label form opens, be sure to click the Submit button.

Prints a form for the technician to use while working on the quote.

Before printing, ensure a work card template is added. Set in Quote Options and select the Print tab. When the work card form opens, be sure to click the Submit button.

Email

Email a Quote

To email a quote along with its attached images, follow these steps:

1. Navigate to Quote > Quote Options > Email Quote Tab and ensure the email option is enabled.

2. To include images in the quote, click on the Doc. Image button.

•   The number displayed on the Doc. Image button indicates the total number of attached images.

Quote Extra Menu

• Import Quote (CSV, XLSX or SIE format)

   Tip: Quotes that were exported (Quote Lookup > Right-click > Export) can be imported.

•Import Quote (SIE)

•Create Purchase Order from the quote.

•Reset All Rows Descriptions, Prices from Master (pulls latest data from inventory)

•Set All Rows Discount

   To bulk change the discount for each item. Maximum line discount can be set in Inventory Groups.

•Allow Above Maximum Discount

•Allow Sell Below Cost (in the security setup, it can be set per group)

•Allow Below Minimum Markup

•SMS

  The SMS form will open. For information on how to use the SMS form, click here.

•WhatsApp

To send a message via WhatsApp, you must have either the WhatsApp Desktop client installed or the WhatsApp Web client open.

•This feature supports single messages only (bulk messaging is not supported).

•Available in Job Card, Sales Order, Quote, and Customer Extra.

      How to send a WhatsApp from a Quote

1. Open the Quote

2. Click on Extra on the Menu Bar

3. Click on WhatsApp

Buttons on the Quote Form

Quote: Returned Goods

How to handle Returned Goods on the Quote

If a customer returns unwanted or incorrectly purchased goods, and wants a new quote — whether for account or cash sales.

1.Create a new quote

2.Add the returned item

3.Click the Return button – the item will automatically be entered as a negative value.

❖ The Return button can be disabled in Security Settings. This setting also affects the Job Card and Quote modules.

See also: Is Discount

Quote: Trade-In

How to handle Trade-Ins on the Quote

A trade-in is an item bought back from the customer, such as a Coke bottle, car, or similar item.

Set the item as a Trade-In on the Main Stock Form.

Invoice Effects:

1. The system deducts the trade-in amount from the invoice total.

2. Your stock quantity increases based on the trade-in quantity.

Alternative Options:

•For returns, see the Returns section.

•If you don't want to increase your stock, refer to the Is Discount section.

Disabling Trade-In Button:

•Open the Invoice Form.

•Go to Security Settings and uncheck "Returns."  -- this also disables trade-ins.

❖Extended Lookup and Stock Turnover forms provide a list of Trade-In items.

Add Items From Existing

Quickly copy items (description, quantity, VAT type) from a previous quote.

Quote: Print Prices

Print Prices – Toggle to hide prices on the printed quote.

Quote: Print Detail

Print Detail – Toggle to print only the total (without itemized lines).

Right-click Menu on Quote Lines

Delete This Line

Deletes the current item you have highlighted.

Open the Inventory Form

Open the item for editing.

Insert a Header Here

Insert Heading Line

Add a heading or blank separator line

Select Price

Select Price

Choose from different price levels

You can select price levels on quotes, invoices, sales orders and job cards.

Set the maximum price level that an employee can give in the employee form (maximum price level box)

See also prices 1-10  as well as pricing options.

Refresh Description/Price From Master

Refresh all details of this item, should changes have been made.

Quick Open First Image (F12 key)

Quick Open First Image

Opens the first image linked to the item, if an image is attached. You can also use the F12 function key to open the image.

Show Similar/Equivalent

Similar Items

When creating an invoice or quote, you can easily look up and select similar items.

Warehouse Stock Levels

Warehouse Stock Levels

By right-clicking on an item you can see the stock on hand for the different warehouses.

Clone Item

Clone Item

Creates a new item using the current item's data, assigning it a new item code and description.

Important Columns on the Quote

MU% Column:

If you adjust the Markup Percentage for an item in the quote, the difference will be reflected in the quote's Discount Percentage column.

Line Total Inclusive for Discount:

Enter a value in this column to automatically calculate and display the discount percentage given to the customer in the discount column.

This column is available in Quote, Sales Order and Job Card.

Cost Price / Unit

Cost Price Override

If the Allow Change Cost Price is enabled in the Quote Options, this option lets you modify the cost price directly on a quote. This lets you immediately see how changes affect the markup and gross profit (GP).

Important: The cost price entered here is used solely for calculation purposes — it does not affect any journal entries.

Purpose of the Function:

When a customer places a large order, you may need to confirm special bulk pricing with your supplier. By entering the revised cost price on the quote, you can accurately reflect updated markups and ensure that the pricing is aligned with the adjusted cost.

Won

Partial Quote Acceptance

Allows customers to accept only some items in a quote.

Select the items the client wants in the Won column.

System converts only those items to an invoice.