Opportunity Quotes

To enter quote information for an Opportunity, go to the Quote tab.

Note: This tab replicates most of the functionality of the Quote tab in the EXO Job Costing add-on module. (Functions specific to jobs are not included.)

Field	Description
Group select	The first column contains a checkbox that allows you to select the line as part of a group of lines to perform actions on using the right-click menu.
Narrative	The second column displays the icon if the line has a narrative attached. Right-click on this line and select Add Narrative to add a new narrative to a line. A narrative can only be added/edited after the line has been saved.
Code	A product code. Type ? and press TAB to return a list of products. Double click product required. Type . (full stop) and press TAB to load a Bill of Materials.
Description	A product description. This uses the description of the product as entered in the main MYOB EXO Business stock record. It can be overwritten.
Qty	The quantity to be supplied. It is 1 by default.
GST No	Select the GST rate to use for this item.
Cost	The cost of the product. This uses the cost as entered in the stock records, but can be overwritten.
Sell	The selling price of the product. This uses the selling price, as attached to the customer. It can be overwritten.
Total	Automatically calculated – cannot be directly overridden.
Markup %	This value is automatically calculated, and can be overwritten. Enter the percentage amount of the new markup, ignoring the % sign, e.g. 112.5.
Status	The status of this line. Will be one of: LOST QUOTE JOB ORDER When a quote is converted, only lines with the status "QUOTE" will be copied to the Sales Order or Job. A quote line can be changed from "QUOTE" to "LOST" and vice versa using the Set Line Status as Quote and Set Line Status as Lost right-click menu options. Converted lines automatically have their status changed to "JOB" or "ORDER" as relevant.
Date	The date of transaction being entered.
Cost Type	This column is only available if EXO Job Costing is installed. Enter a Cost Type, if types are used. Type ? and press TAB to select from cost types available.
Cost Group	This column is only available if EXO Job Costing is installed. Enter a Cost Group, if groups are used. Type ? and press TAB to select from cost groups available. Cost group will auto populate if a Cost Type is entered first, but can be overridden.
Disc (%)	Discount applied to the selling price of this line.
Gross Margin %	Automatically calculated – cannot be directly overridden.
Supplier Name	The preferred supplier for any lines that you will need to "order in". Used when creating purchase orders based on the lines that have a "copy to" flag set to "P" on the quote.
From Location	The preferred location to draw stock from if this quote is converted.
Kit No	When a kit is added to the quote, the lines of the kit are given a kit incidence number that is used to hold the likes of the kit together. Lines that are not part of a kit have the value -1.
Quote Options	This works in conjunction with the Quote Options defined in the area above the grid. These are covered in more detail later but allow the quote to be split onto sections (say for optional upgrades). One quote option is created by default (‘Default Option’).
Analysis Codes	Analysis Codes are arbitrary codes that can be assigned to transactions, allowing you to group them together in various ways for sorting and reporting. They do not perform any function themselves; they are simply a customisable way of grouping related transactions together.
Labour Allowance	This allows a unit labour allowance to be specified associated with a product. Labour allowances are distinct from an actual "time" lookup item within the grid and act as a guide. Labour allowance is optionally keyed in the Labour Allowance column and can also be defaulted from an extra field on the Stock Item. This is a "per unit" labour value so is multiplied by quantity.

As this tab is an ExoGrid there are more columns available by right-clicking on the column header and using Select Visible Columns. The columns shown above are shown by default.

Additional columns that may be selected include:

Field	Description
Sell Inc GST	Sell price including GST.
GST	GST value per unit.
GST Total	Total line value of GST.
Total Inc GST	Line total including GST.
ST	The one-letter code for the line's status.
GST Rate	The percentage rate of GST.
Length, Width and Depth	Allow additional factors to apply to quantity. These default to 1.
Total Qty	Used with Length, Width and Breadth gives the effective quantity when these factors are multiplied by quantity.
Line Type	This is normally zero but this can indicate: 1 = Kit header 2 = Component
Kit Code	Normally blank but this can contain the BOM code of a kit.
Line #	Line number. This can be edited and used with the ExoGrid sorting capabilities (or Clarity reporting) to re-sequence the lines from their original entry sequence.
Analysis Code 1 Analysis Code 2	Can be used as another coding for posting to the General Ledger.
Showline	Contains a Y or N to indicate if the line should appear on an invoice. This applies to kit component lines where the component lines may be hidden (set on BOM header).
Spread	Defaults to Y but can be changed to N. Indicates if the line will be taken into account when using the spread function to alter the quote total.

When adding lines, the checkboxes for those lines will not appear until the quote is saved.

Clicking Save, Save & Exit, or pressing CTRL + S commits the changes. Clicking Cancel cancels changes and returns to the search screen.

Clicking Print prints the Opportunity Quotation form (Opportunity.CLF), containing details of the Opportunity and its associated quote.

Converting Opportunity Quotes

An Opportunity quote can be converted to one of the following:

A Sales Order Quote.
A Sales Order.
A Job Quote, i.e. a Job where all information is on the Quote tab and no transactions have been activated.

Note: An Opportunity must be associated with a Debtor account before it can be converted to a quote. If the Opportunity is currently associated with a Non Account, you will be given the option of converting the Non Account to a Debtor before converting the Opportunity.

To convert an Opportunity quote, select an option from the Convert dropdown in the Opportunity window toolbar:

Note: The available options are determined by the CRM Opportunity Conversion Options User-level profile setting.

Only quote lines that have the status of "QUOTE" will be copied to the Sales Order/Job. These lines will have their status updated to "ORDER" or "JOB" as applicable. If lines are removed from the Sales Order or Job, the relevant lines are updated in the Opportunity. The following window appears when the Sales Order/Job is closed:

If the Mark any unconverted lines as lost option is ticked, then any lines on the original Opportunity that were deleted from the Sales Order/Job will be set to "LOST". If the option is not ticked, then any lines on the original Opportunity that were deleted from the Sales Order/Job will be set back to "QUOTE".