Project Quotes

Depending on the settings of the approval map, the system may also display the Enter Reason dialog box, in which you enter a comment explaining your decision to approve the project quote. The reason you enter will be inserted in the Reason column of the row for the approval on the Approvals tab of the current form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for project quotes has been configured on the Approval Maps form, this map is selected for project quotes in the Project Quote Approval Map box on the Approval tab of the Projects Preferences form, and the selected project quote has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

This command appears on the More menu if both of the following conditions are met:

• The project quote has the Prepared or Sent status.
• The project quote has no related opportunity (that is, the Opportunity ID box in the Summary area of the form is empty) or the project quote is the primary quote of the related opportunity (that is, the Opportunity ID box is filled in and the Primary check box is selected in the Summary area of the form).

Assigns the Draft status to the project quote.

This command appears on the More menu if the status of the project quote is not Draft or Closed.

This command appears on the More menu if the status of the project quote is Prepared or Sent.

For details about mailing settings for project quotes, see Processing Project Quotes.

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for project quotes has been configured on the Approval Maps form, this map is selected for project quotes in the Quote Approval Map box on the Approval tab of the Projects Preferences form, and the project quote has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

This command appears on the More menu if the status of the project quote is Draft.

Depending on the settings of the approval map, the system may also display the Enter Reason dialog box, in which you enter a comment explaining your decision to reject the project quote. The reason you enter will be inserted in the Reason column of the row for the approval on the Approvals tab of the current form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for project quotes has been configured on the Approval Maps form, this map is selected for project quotes in the Project Quote Approval Map box on the Approval tab of the Projects Preferences form, and the selected project quote has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

Defines the project quote as the primary project quote for the opportunity selected in the Opportunity ID box in the Summary area of the form—that is, selects the Primary check box in the Summary area of the form.

This command appears on the More menu if the Customer Management feature is enabled on the Enable/Disable Features form and the following conditions are met:

• The project quote has an associated opportunity specified in the Opportunity ID box in the Summary area of the form.
• The project quote is not the primary project quote of the associated opportunity.
• The status of the project quote is not Closed.

Changes the status of the project quote from Draft to Prepared.

If the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an approval map is specified for project quotes in the Project Quote Approval Map box on the Approval tab of the Projects Preferences (PM101000) form, the command assigns the project quote the Pending Approval status.

This command appears on the More menu if the status of the project quote is Draft.

This command appears on the More menu if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that in the copy of the selected project quote, the system should update the prices and costs that have been modified manually in the original project quote with the current prices and costs.

This check box is available if the Recalculate Prices check box is selected.

A check box that indicates (if selected) that in the copy of the selected project quote, the system should update the discounts that have been modified manually in the original project quote with the applicable automatic discounts.

This check box is available if the Recalculate Discounts check box is selected.

A box for searching for the company's address.

You can find the address by doing the following:

• Find a company address by a postal code if no other address details are available: If you enter the postal code into this box, the system displays the address options with the cities and country (and the state, if the country has states) that are valid for the postal code.
• Find a full address by a street address: If you enter the street address into this box and select the address, the system will fill in the country (and the state, if applicable), city, and postal code on the form.

The web service selected as an address provider on the Site Preferences (SM200505) form searches for the information that matches your search criteria and lists all the search results below this box. You can click the needed value in the list, and the web service populates the box with this value and displays the address in the map area.

The area that displays the map, which takes most of the space of the dialog box. Depending on the address provider, Google Maps or Bing Maps can be used.

In this area, you can view the existing company location. If you click the Address Lookup button, the company address is shown in the dialog box as a location on the map.

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current date.

If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).

The opportunity, which has been created on the Opportunities (CR304000) form, that is related to the project quote.

This box is shown if the Customer Management feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the project quote is the primary quote of the opportunity selected in the Opportunity ID box. The primary quote of an opportunity is the quote for which the check box in the Primary column is selected on the Quotes tab of the Opportunities form.

To select this check box, you click Set as Primary on the form toolbar. For more information, see Processing Project Quotes.

The check box is read-only and shown if the Customer Management feature is enabled on the Enable/Disable Features form.

The system-assigned status of the project quote, which can be one of the following options:

• Draft: The project quote is a draft and can be modified.

  A project quote can be modified only if it has this status.

• Pending Approval: This status reflects that the project quote has been submitted (that is, the Submit command has been invoked for the project quote). The employee who has been assigned to approve the project quote can do so on the Approvals (EP503010) form. If the project quote is approved, it is assigned the Prepared status; if the project quote is rejected, its status changes to Rejected.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form and an approval map is specified for project quotes in the Project Quote Approval Map box on the Approval tab of the Projects Preferences form.

• Rejected: The status indicates that the employee who was assigned to approve the project quote has rejected it.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form and an approval map is specified for project quotes in the Project Quote Approval Map box on the Approval tab of the Projects Preferences form.

• Prepared: This status indicates that the project quote can be sent to the customer or converted to a project. If approval of project quotes is not required or configured, the system assigns this status to any project quote you submit with the Draft status. If approval is required, the system assigns this status to the project quote when it has been approved.

  If you delete a project created based on the project quote, the system changes the status of the project quote from Closed to Prepared so you can again create a project based on the modified quote, if needed.

• Sent: This status indicates that the project quote has been sent to the customer and can be converted to a project. The system assigns this status to the project quote when the Email command has been invoked for the project quote.
• Closed: The system assigns this status to the project quote with the Prepared or Sent status when a project has been created based on the project quote.

The project template, which is used to populate the project tasks, attributes, and project manager of the project quote.

You must specify a project template if you will convert the project quote to a project.

The customer or prospective customer for the project quote and the project created based on the project quote.

In this box, you can select a customer whose settings permit the use of the branch selected in this document—that is, a customer for which the Restrict Visibility To box on the Financial tab of the Customers (AR303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).

If the project quote is created based on an opportunity, the system copies to the project quote the business account of the opportunity, if one has been specified.

You must specify a business account if you will convert the project quote to a project.

You can change the business account of a project quote that is assigned the Draft status and is linked to an opportunity. If you change the business account in the primary quote of an opportunity, the system will also update the business account of the opportunity in the Summary area of the Opportunities form.

The employee of the customer or prospective customer who is the primary contact person for the project quote and for the project created based on the project quote.

If you initially specify or change an account in the Business Account box of the current form, the system uses the following rules, which are based on the settings of the business account on the Business Accounts (CR303000) form:

• If the business account has an active primary contact specified on the General tab, this contact is inserted.
• If the business account has only one active contact specified on the Contacts tab, this contact is inserted.
• If the business account has no active primary contact and no associated active contacts specified on the Contacts tab, or the account has more than one active contact, the box is left empty.

If you change the contact in the primary project quote of an opportunity, the system will also update the contact in the opportunity in the Contact box of the Opportunities form.

The employee of your company who is the owner of the project quote.

By default, the owner is the creator of the project quote.

The currency of the project quote.

If the Multicurrency Projects feature is disabled on the Enable/Disable Features form, you cannot change the currency.

If the project quote is created based on an opportunity, by default, the system selects the opportunity currency as the project quote currency.

If the status of the project quote is Draft and the quote is the primary quote of an opportunity—that is, the Primary check box is selected in the Summary area of this form, and you change the currency, rate type, effective date, or exchange rate of the opportunity on the Opportunities (CR304000) form, the system changes the project quote currency accordingly.

If the Multicurrency Projects feature is enabled on the Enable/Disable Features form, this currency is the business account's currency selected in the Currency ID box on the General Info tab (Financial Settings section) of the Customers (AR303000) form. If no currency is defined for the customer, the base currency is selected.

You can change the currency if for the business account, the Enable Currency Override check box is selected on the General tab (Financial Settings section) of the Customers form. If you change the currency, rate type, effective date, or exchange rate of the project quote, and the project quote is the primary quote of an opportunity, the system changes the opportunity currency accordingly.

For project quotes, the system uses the exchange rate of the default rate type of projects specified in the PM Rate Type box (Default Rate Types section) on the Currency Management Preferences (CM101000) form. You can override the exchange rate for the project quote if for the customer, the Enable Rate Override check box is selected on the General Info tab (Financial Settings section) of the Customers form.

If you convert the project quote to a project, the system copies to the project the project quote currency, the exchange rate of the project quote, and the price and cost information from the project quote in the project currency.

This box appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features form.

The reference number that will be assigned to a project created based on the project quote. This reference number cannot duplicate any existing project identifier.

If auto-numbering is not configured for the PROJECT segmented key on the Segmented Keys (CS202000) form, in the project quote that is assigned the Prepared status, you must specify this identifier manually before converting the quote to a project.

The total estimated sale of the project quote, which the system calculates as the total of the amounts specified in the Amount column on the Estimation tab.

If the Primary check box is selected in the Summary area of the current form for this quote and the Selected check box is selected on the Multiple Customers tab for the business account on the Opportunities (CR304000) form, the value in this box equals the value in the Quoted Amount column of the row indicated as Selected on the Multiple Customers tab.

The unit of measure of the estimation line. If an inventory item is selected in the Inventory ID column, the UOM is automatically selected as the base unit of measure of this inventory item and can be changed to another UOM that is available for the item.

If no item is specified, you can select any existing UOM.

The cost of the estimation line.

By default, this column contains the cost of the inventory item selected in the estimation line. For more details on how the system selects the cost, see Project Budget: Update of Budget Lines.

If the Multicurrency Projects feature is enabled on the Enable/Disable Features form, the system converts the retrieved unit cost to the currency of the project quote by using the exchange rate of the project quote.

You can enter the cost manually or change the default cost.

The extended cost of the estimation line, which the system calculates by multiplying the Quantity and Unit Cost values of the line.

If the estimation line has an account group selected in the Cost Account Group column, the Ext. Cost cannot be zero.

The price of the estimation line.

By default, this column contains the price of the inventory item selected in the estimation line. The system searches for an applicable price that is effective on the date of the project quote among the sales prices existing in the system. For more details on how the system searches for the price, see Automatic Price Selection: Rules of Price Selection.

If the Multicurrency Projects feature is enabled on the Enable/Disable Features form, the system converts the retrieved unit price to the project quote currency by using the exchange rate of the project quote.

You can enter this price manually or change the default price. If you have entered the unit price manually and saved the project quote and you change the project quote date, this value will not be automatically updated by the system to the correct price for the new project quote date. If you want to replace this price with the sales price currently available for the item, in the Recalculate Prices dialog box, which is invoked by the Recalculate Prices command, select the Override Manual Prices check box.

The extended price for the estimation line, which the system calculates by multiplying the Quantity and Unit Price values for the line.

If the estimation line has an account group selected in the Revenue Account Group column, the Ext. Price cannot be zero.

The discount percent calculated on the extended price. By default, sales discounts are associated with inventory items, but you can change this percent manually, if needed.

If you change one of these, discount percent or discount amount, the system changes the other automatically.

The discount amount calculated on the extended price. By default, sales discounts are associated with inventory items, but you can change this amount manually, if needed.

If you change one of these, discount percent or discount amount, the system changes the other automatically.

The amount of the estimation line. The system calculates this amount by using the following formula:

The task of the project quote that is associated with the estimation line.

By default, the system populates this column with the default project task, if any. The value can be overridden.

The cost code that is associated with the estimation line.

The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

The expense account group of the estimation line. You can select an account group of the Expense type, or an account group of the Off-Balance type for which the Expense check box is selected on the Account Groups (PM201000) form.

By default, for a non-stock item, the system populates this column with the account group associated with the Expense Account of the item specified on the GL Accounts tab of the Non-Stock Items form. For a stock item, the system populates this column with the account group associated with the COGS Account of the item specified on the GL Accounts tab of the Stock Items form. The value can be overridden.

If the Ext. Cost of the estimation line is nonzero, you must specify an account group in this column.

The income account group of the estimation line.

By default, if there is only one income account group defined on the Account Groups form, the system selects this account group for a new estimation line. When a cost account group is selected for the estimation line, the system overrides the revenue account group with the Default Revenue Account Group of the selected cost account group specified in the Summary area of the Account Groups form. The value can be overridden.

If the Ext. Price of the estimation line is nonzero, you must specify an account group in this column.

The tax category assigned to the estimation line.

If an inventory item is selected, the system populates this column with the tax category of the inventory item.

The code of the line discount that has been applied to this line automatically or manually.

By default, this column is hidden.

The sequence of the selected discount code.

By default, this column is hidden.

A check box that indicates (if selected) that the discount that is applicable to this estimation line was changed manually. When this check box is cleared, the discounts associated with the estimation line are restored.

By default, this column is hidden.

Opens the Add Tasks dialog box, which you can use to add a common task to the project quote. For more information about common tasks in projects, see Creating Project Templates and Common Tasks.

This button is available if the status of the project quote is Draft.

The dialog box contains the following buttons.

• Cost Task: Project tasks of this type are visible on the Cost Budget tab of the Projects (PM301000) form only.
• Revenue Task: Project tasks of this type are visible on the Revenue Budget tab of the Projects form only.
• Cost and Revenue Task (default): Project tasks of this type are visible on both the Cost Budget and Revenue Budget tabs of the Projects form.

This column appears on the form only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The location of the business account. When the business account is selected, the system populates this box with the default location (if applicable) of the selected business account.

You can change the location if the project quote is assigned the Draft status and is the primary quote the opportunity selected in the Summary area. The system will also update the location of this opportunity on the Opportunities form.

This box is available if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

The system inserts the tax zone by using the first applicable rule it finds from the following:

1. If the selected sales quote was created from an opportunity that has a tax zone specified, the system copies the tax zone specified for this opportunity on the Opportunities (CR304000) form.
2. If the sales quote was not created from an opportunity with a tax zone selected, the system searches for a tax zone that matches the range of postal codes specified on the Tax Zones (TX206000) form. If no tax zone is found, the system continues searching for a tax zone that matches the state of the shipping address. If no tax zone is found, the system searches for a tax zone that matches the country of the shipping address. The postal codes included in a particular tax code are specified on the Ship-To Addresses tab of the Tax Zones form. For details, see Tax Zones and Categories: Automatic Assignment of a Tax Zone in Documents. If the postal code is not mapped to any tax zone, the customer tax zone is the tax zone assigned to the selling branch, which is specified on the current tab. The tax zone of the branch is specified on the Delivery Settings tab of the Branches (CS102000) form.

Contains a menu with commands that correspond to the list of activity types configured on the Activity Types (CR102000) form.

By clicking a menu command, you open the Activity (CR306010) form in a pop-up window, which you use to create an activity of the corresponding type. The following commands are available by default: Create Note, Create Chat, Create Escalation, Create Message, Create Phone Call, and Create Work Item.

To change the list of menu commands, you can add or remove activity types by using the Activity Types form.

The status of the activity.

This column contains one of the following options: Draft, Open, Processing, Completed, Approved, Rejected, Canceled, Pending Approval, or Released .

The type and the phone number for the contact; you select the type (which is filled in by default) and then enter the phone number.

You select one of the following options as the type of the phone number: Business 1, Business 2, Business 3, Cell, Assistant 1, Fax, Home, or Home Fax.

There are four elements to enter phone number types and phone numbers for the contact.

A button you click to open the map specified on the Site Preferences (SM200505) form and provided by the Google Maps or Bing Maps web map service to view this address on a map, which is opened in a new tab.

This button is displayed on the form if the Address Lookup Integration feature is disabled on the Enable/Disable Features (CS100000) form.

A button you click to open the Address Lookup dialog box.

For the description of the dialog box, see Address Lookup Dialog Box.

This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integration with Web Map Services.

A check box that indicates (if selected) that the specified address has been validated through integration with a specialized third-party software or service. You initiate address validation by clicking Validate Addresses on the form toolbar of this form.

This check box appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the settings in this section can be modified or already differs from the address that has been copied from the business account. If the check box is cleared (which is the default state), the project address information is copied from the General tab of the Business Accounts (CR303000) form.

A button you click to open the map specified on the Site Preferences (SM200505) form and provided by the Google Maps or Bing Maps web map service to view this address on a map, which is opened in a new tab.

This button is displayed on the form if the Address Lookup Integration feature is disabled on the Enable/Disable Features (CS100000) form.

A button you click to open the Address Lookup dialog box.

This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integration with Web Map Services.

A check box that indicates (if selected) that the specified address has been validated through integration with a specialized third-party software or service. You initiate address validation by clicking Validate Addresses on the form toolbar of this form.

This check box appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features form.

The latitude coordinates, which are entered for a customer location if there is no postal address or the postal address cannot be validated. The system uses the coordinates to identify the tax jurisdiction if the postal code is not available.

This box is displayed if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form and the automatic calculation of taxes is configured through the integration of MYOB Advanced with the AvaTax service by Avalara or the Vertex Tax service by Vertex. For details, see Integrating MYOB Advanced with External Tax Providers.

The longitude coordinates which are entered for a customer location if there is no postal address or the postal address cannot be validated. The system uses the coordinates to identify the tax jurisdiction if the postal code is not available.

This box is displayed if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form and the automatic calculation of taxes is configured through the integration of MYOB Advanced with the AvaTax service by Avalara or the Vertex Tax service by Vertex. For details, see Integrating MYOB Advanced with External Tax Providers.