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Service Quote
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Security
These settings determine the level of access given to the Service Quote form:
Module:
- System > System Setup > Company Maintenance / Modules in Use / CRM Support / Customer Support.
Form:
- User Preferences / Access / Suite / CRM Service and Support or Mobile Service or Mobile Enquiry
- User Preferences / Menu security / CRM / Service & Support / Quotes.
Record:
Read:
- CRM User Preferences / Privileges / Read All Records and/or Read Team Records / Quote.
Add:
- CRM User Preferences / Privileges / Add My Own Records / Quote.
Edit:
- CRM User Preferences / Privileges / Change All Records and/or Change Team Records / Quote.
Delete:
- CRM User Preferences / Privileges / Delete All Records and/or Delete Team Records / Quote.
NUMBER
A droplist showing the quote Number, Description, Organisation, Address 1 and Suburb.
New Quotes
If Auto Codes are:
- Selected - on Save, the quote number is created by the system
- Deselected – in NUMBER enter a unique alphanumeric reference with a maximum of 30 characters.
Existing Quotes
To select an existing quote:
- select NUMBER
- enter the quote number
- [TAB] or [ENTER] off the field.
To search:
- select NUMBER
- enter a partial description
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to select.
Selecting the field title provides the option of choosing which fields are included in the search. By default All is selected.
Additional search fields can be added via System
> System Setup > Class Maintenance.
ORGANISATION
A droplist showing the organisation Name, Address 1, Address 2, Address 3, and Post Code.
New Quotes
To select:
- select ORGANISATION
- enter the organisation code or name
- [TAB] or [ENTER] off the field.
To search:
- select ORGANISATION
- enter a partial description
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Selecting an organisation does not update
Contact.
Existing Quotes
Where the organisation is selected, the quote list is filtered to display only those quotes that belong to the organisation.
Overview
Details
Description (120)
Identifies the quote and forms part of the search filter for existing quotes.
For quotes generated from a Lead, the description will default from the Lead Summary.
The description field is editable until the quote is read only.
Contact
A droplist showing the contact Full Name, Position, Address 1, Suburb and Email.
New Quotes
Can be left blank.
To select:
- select Contact
- enter the contact code or name
- [TAB] or [ENTER] off the field.
Double clicking on the selected contact will take
you to the contact record in Contact enquiry.
To search:
- select Contact
- enter a partial name
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Where Organisation is:
- selected – the contact list is filtered to display only those contacts relating to that organisation.
- deselected – all contacts will display. Once a contact is selected this will also update ORGANISATION.
Existing Quotes
Where Contact is selected, NUMBER is filtered to display only those quotes that belong to the organisation linked to the contact.
Salesperson (mandatory)
The Salesperson default is based on these hierarchy:
- Lead & Opportunity Maintenance / Internal / Sales Person
- CRM User Preferences /Sales / Default Sales Person
- Organisation Maintenance / Internal / Sales Person.
To change the default:
- select Salesperson
- clear the default name
- Select an option from the list
- [TAB] or [ENTER] off the field.
Created
The date the quote, or revision of the quote, is created.
- Defaults to current date.
- Can be manually updated.
Select 
to display a composite menu of additional fields for Sent, Expected,
Expires, and Won / Lost.
Sent
The date the quote, or revision of the quote is sent.
- Defaults to blank
- Must be manually entered.
- When a quote revision is created this field is automatically reset to blank.
Expected
The date you expect to hear back from the customer.
- Defaults to blank
- Must be manually entered.
Expires
The date the quote offer expires.
- Uses CRM Module Control / Sales / Quotes / Def Quote Expiry Days to calculate and default the date.
- Can be manually updated.
Won/Lost
The date the quote stage changes to Closed-Won or Closed-Lost.
- Is updated to the current date when the stage is update to a won or lost status.
- Cannot be manually updated.
Stage (mandatory)
Quote stage:
- defaults from CRM Module Control / Sales / Quotes / Default Quote Stage
- determines the status of the quote ie whether open or closed
- sets the confidence %
- can be manually updated.
To change the default:
- select Stage
- clear the default name
- Select an option from the list
- [TAB] or [ENTER] off the field.
Confidence
The percentage confidence that the quote is converted to a sale.
- Defaults from the Confidence % set against the sales Stage assigned to the quote
- Is automatically updated when Stage is updated
- Can be manually changed.
Manual changes to Confidence % are overwritten
if the Stage is subsequently changed.
Primary quote
Defaults to selected for new quotes.
When a quote revision is created:
- the latest version will show Primary Quote selected
- all older versions will show Primary Quote deselected.
Published
Defaults to selected.
Determines if the quote is web accessible in eService.
Private
Defaults to deselected.
Determines if the quote is accessible to eCRM users.
Locked
Defaults to deselected.
Updates to selected when a sales order or invoice is created from the quote.
May be manually maintained.
Where selected, the quote becomes read only. The Revise and Copy actions remain available on the Smart button.
Locked quotes may be converted to sales orders
if Allow Locked Quotes to be converted to Sales Order is selected
in CRM Module Control / Sales / Quotes.
Product
Product is only visible for Inventory (IN) line items. Selecting an existing IN linewill bring this tab into view.
Images
Where a picture of the inventory item exists, this will display.
Use 
or keyboard left/right arrow to scroll for multiple
pictures.
Product Detail
Descriptive text relating to the Inventory Item displays beside the image. This includes:
- Inventory Item text
- Weight/Volume
- Colour
- Dimensions (only available if Warehouse Bin Management is in use).
For an image to display, this must be attached
to the Inventory Item as Attachment Type = Image.
Product Grid
Displays On Hand, Available and On Order quantities by Location for the selected inventory line.
Delivery
Delivery details default hierarchy
Delivery details default based on these hierarchy:
Where the ORGANISATION Relationship is Customer, Customer & Supplier or Reseller/Customer:
- Data Entry > Customer Maintenance / Delivery primary delivery address
- Data Entry > Customer Maintenance / Delivery first active delivery address.
If no active delivery address is found or the organisation is not a customer, all delivery address fields are left blank and may be manually entered. The details entered are saved only against the active quote. They do not update the customer masterfile delivery address.
Name
Populates based on the delivery details default hierarchy.
Select an options from the droplist, which shows the delivery address Number, Name, Suburb / City and Phone Number.
Where Organisation Maintenance / Internal / Invoice Reseller is selected, and the reseller is a customer with delivery addresses, these are also available for selection in the droplist.
May be manually entered/changed.
Address
Populates based on the delivery details default hierarchy.
May be manually entered/changed.
Suburb / City
Populates based on the delivery details default hierarchy.
Select an option from the droplist, which shows the delivery:
- Suburb, Post code, State (AUS)
- Suburb, Post code, City (NZ)
- Suburb, Post code, County (UK)
- City, Zip code, State (USA)
On selection, all three fields are updated.
Droplist options are filtered based on Country.
Post code / Zip code
Populates based on the delivery details default hierarchy.
Select an option from the droplist, which shows the delivery:
- Post code, Suburb, State (AUS)
- Post code, Suburb, City (NZ)
- Post code, Suburb, County (UK)
- Zip code, City, State (USA)
On selection, all three fields are updated.
Droplist options are filtered based on Country.
State / City / County
Populates based on the delivery details default hierarchy.
Select an option from the droplist, which shows the delivery:
- State Code and Name (AUS, USA)
- City Code and Name (NZ)
- County Code and Name (UK)
On selection, only State / City / County is updated.
Droplist options are filtered based on Country.
Country
Populates based on the delivery details default hierarchy.
Instructions
Instructions relating to the delivery of the quoted items.
Populates based on the delivery details default hierarachy.
Tabbing into the field places focus at the end of any defaulted text.
May be manually entered/changed.
Contact
Name
The contact for this delivery address.
Populates based on the delivery details default hierarchy.
May be manually entered/changed.
Phone
The phone number for the delivery contact.
Populates based on the delivery details default hierarchy.
May be manually entered/changed.
Mobile
The mobile number of the delivery contact.
Populates based on the delivery details default hierarchy.
May be manually entered/changed.
Fax
The fax number for the delivery contact.
Populates based on the delivery details default hierarchy.
May be manually entered/changed.
The email address of the delivery contact.
Populates based on the delivery details default hierarchy.
May be manually entered/changed.
Web
The web address for the delivery contact.
Populates based on the delivery details default hierarchy.
May be manually entered/changed.
Organisation
Branch
Defaults from CRM User Preferences / Sales
Can be manually updated or left as blank
Where selected, the branch will default to the Sales Order / AR Invoice / JC AR Invoice generated from the quote.
Customer order
Defaults to blank.
If entered, on creation of a sales order and/or invoice, the Order Number is defaulted.
Where Order Number mandatory on Creating SO/Job
is selected in CRM Module Control / Sales / Quotes, Customer
order must be completed for a Sales order or Invoice to be created
from the quote.
Assigned user
The person currently handling the service quote.
On creation of a new service quote, Assigned user defaults using these hierarchy:
- User Preferences / CRM / More Privileges / Assign default user on new / Quote - <Mine>, <Unassigned>, or <Module Default>
- CRM > System > Setup / Security / Assign default user on new / Quote - <Mine> or <Unassigned>
Where Assigned user is:
- selected, on Save the service quote is added to the Open Quotes and Quotes panel of the assigned user.
Rate
Defaults to 1.
Read only where Allow editing of exchange rate is deselected in CRM User Preferences / Sales.
Where the ORGANISATION currency is different to the company base currency, Rate displays the currency exchange rate for that Organisation to the company base currency.
Where date based foreign currency is in use, the quote created date is used to select the rate. Changing the created date will refresh the calculations regardless of whether Fixed is selected.
Fixed
Defaults to deselected.
When selected, the Rate is used when the quote is converted to a sales order or invoice.
When deselected, on conversion to sales order or invoice, the latest rate is retrieved.
Revisions
Revisions Number
When a quote revision is created, a new version of the quote is created. The revision number is made up of the original quote number followed by a four-digit suffix.
Grid Details
Details relating to the quote revision are display in chronological order on Revisions. This includes:
Quote Revision detail, such as:
- Quote Revision number
- Created date
- Line count
- Quote Revision value
- Margin value and percentage.
Communications relating to each revision, such as:
- Opened date
- Communication type
- Created by
- First few lines of text.
Grid
New Quotes
Once an organisation has been selected:
- the grid becomes active
- the first line of the grid populates with standard defaults
- focus is on the first blank line.
For the second and subsequent lines, line type and tax type default from the preceding line.
Existing Quotes
On opening an existing editable quote:
- the first three active lines and one blank line are displayed
- focus is on the first blank line.
Column views
Columns can be sorted or hidden from view as required.
By default all columns are selected.
Line entry
Line type defaults based on the CRM Module Control / Sales / Quotes / Default Quote Line Type.
Specific points to note for Quotes:
Inventory (IN) lines
- Kitset items are added to the quote in the same way as a standard IN line item.
- The Explode Kitsets on Quote setting on CRM Module Control / Sales / Quotes is ignored so only one line entry is displayed.
Calculation of unit price for combined products
and kitsets
If a quote line item is part of a combined product (a product made up of other products ie sub items) or a kitset, the unit price is calculated as a fraction of the price entered for the combined product/kitset ie:
Combined Product: (Unit price * (difference between combined product price and total unit price of all sub items)) / total unit price of all sub items.
Kitset: (Unit price * (difference between kitset price and total unit price of all sub items)) / total unit price of all sub items.
This calculation accommodates the potential difference in the total unit price of all sub items, due to ability to manually update the price for combined products (CRM Product Maintenance) and kitsets (Inventory Selling Price Maintenance).
Text Only (TO) lines
Text only lines can be used to enter additional detail about the quote.
Price
CRM Module Control / Sales / Quotes /Change or View Selling Prices determines whether this field can be maintained, viewed, or hidden.
Discount
Populates from the AR Customer Invoice discount default. This can be manually changed.
To change the discount percentage for all rows excluding Text Only lines:
- right click or tap-hold on the column title to activate a column menu
- enter a new discount percentage
- select Apply.
To close the column menu without updating click or tap out of the menu.
The option to change the discount for all lines
is only available where the record is editable, and the user has CRM
User Preferences > Privileges selected to Change All Records
or Change Team Records.
Tax
The Tax code defaults based on these sequence:
- AR Customer
- Inventory Item Pricing
- Price Book
- Inventory Item
- Company
- Price
Cost
CRM Module Control / Sales / Quotes / Change or View Costs determines whether this field can be maintained, viewed, or hidden.
If Hold Cost is selected, then the Cost as captured on the quote is retained during order processing, regardless of the Recalculate prices setting under SO Module Control / Packing Slip and Invoice.
Margin/Markup
CRM Module Control /Sales / Quotes / Show Margin / Show Markup determines what option is displayed during line entry. Both are read only values, updated when the price/cost is maintained.
Total Block
Values in the total block update as each line is added cannot be manually modified.
Discount (%)
The total combined discount of all lines.
The average percentage across all lines is shown in brackets.
Subtotal (14:2)
The total of all lines exclusive of tax and discount.
Tax
The total tax deducted for all lines.
Total (Currency)
The currency is displayed in brackets. Displays either inclusive or exclusive of tax depending the CRM Module Control / Sales / Quotes / Quote Line Total default.
Margin/Markup
The total combined profit margin or markup value is displayed depending the CRM Module Control / Sales / Quotes / Show Margin / Show Markup setting.
Activity
Security
Details available for viewing are dependent on these access settings:
- User Preference / Menu security
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
The Activity tab contains a list of Appointments, Communications, and Followups linked to the active quote. These are displayed in timestamp order with the most recent first.
Filters
Show
- Defaults to All
- View available document types in the droplist
- Options available for selection depend on user security settings.
Dates
- Defaults to All
- Available for all document types
- Select
to view/change the date range - Display the calendar date picker.
Hide closed
- Defaults to selected
- Available for all document types
- Hides documents with a closed status.
Method
- Available for Communication documents only
- View available communication methods in the droplist
- Allows for filtering by method of communication.
Interested party
- Defaults to deselected
- Available for Calls/Service Requests documents only
- When selected, results include calls/service requests where the contact is an interested party.
Calls
- Defaults to selected
- Available for Calls/Service Requests documents only
- Visible where the logged in user has access to BOTH calls and service requests
- When selected, results include calls.
Requests
- Defaults to selected
- Available for Calls/Service Requests documents only
- Visible where the logged in user has access to BOTH calls and service requests
- When selected, results include service requests.
To view the source document in detail view, double
click on a line in the grid.
Subject
Defaults from the Subject field of the record.
Contact
The full name of the contact associated with the record.
Type
The type of activity the record relates to. This may be:
- Appointment
- Communication
- Followup
Number
The reference number assigned to the record.
Date
The date displayed depends on the record type.
- Appointment - start date
- Communication - open date
- Followup - start date
Detail
Information about the record.
Attributes
This tab contains tree and user defined field (UDF) details for the quote.
Security
Trees available for viewing depend on these access settings:
- User Preference / Menu security / CRM / Sales & Marketing / Quotes
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
Our fields available for viewing and editing depend on these access settings:
- User Preference / Menu security / CRM / Sales & Marketing / Quotes
- CRM User Preferences / Privileges for Read and Change All Records and/or Read and Changeeam Records.
Trees
The name and branch (where selected) of all trees assigned to the quote.
Trees and branches are maintained in System
> Trees > Tree Maintenance.
Select the field to assign or change the tree branch.
Our fields
Visible where User defined fields (UDFs) have been created for this class.
UDFs are maintained in CRM > System
> Utilities > Quote User Fields.
All user defined fields (UDFs) assigned to the quote are displayed in alphabetic order.