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Quotes - CRM

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Default Quote Stage

The default Quote Stage is used to pre-fill the Quote Stage field on the entry of a new Quote. Select the Quote Stage from the dropdown list containing all the Quote Stages entered during Maintenance.

Default Quote Stage after printing

Select the default Quote Stage after printing from the Quote Maintenance form.

The default Quote Stage after printing is used to auto update the Quote Stage once the hotprint feature is used.

Default Quote Stage after create Order

The Quote Stage defined in this field is used to update the Quote Stage field after an Order is created from the Quote. When you click the Create Sales Order or Create Invoice' button on the Quote Maintenance form, the Quote Stage will be updated to the value selected in this field.

Select the Stage from the dropdown list containing all the Quote Stages. Quote Stages are created and maintained through CRM > System > Maintain Quote Stages.

Default Quote Expiry Days

Enter the default number of days that a Quote is valid. This number is used to calculate the default Expiry date for new quotes on the Quote Maintenance form, and the default Expiry date for Quote Revisions.

Default Follow-up Completed Status

The default Follow-up Completed Status is used to auto update the Follow-up Status field when the Completed option is selected on a Follow-up.

Select the completed Follow-up Status from the dropdown list containing all the Follow-up Statuses entered during Maintenance.

Default Quote Line Type

Select the default Quote Line Type from the dropdown list. The dropdown contains the valid list of Line items to be used on Quotes. The default Quote Line Type displays upon entry on the Quote Maintenance window.

Quote Soft Coded Report

Select the report you want to use when performing a Hotprint from the Quote Maintenance form.

This field lists all report writer reports with Module Membership CRMCR.

Quote Revision Length

You can change the length of the Quote Code field, used for Quote Revisions. The maximum number of characters are 5.

Default Quote Type

Select the default Quote Type to be used on the Sales and Marketing, Quote Maintenance form. The default Quote Type is used to display the selected Quote Type upon entry of the form.

Change or View Costs

Select one of these options to determine the nature of the Cost field on the Quote Maintenance form, as a system setting:

  • Edit Cost - If selected, the user can maintain the Cost field on the Quote Maintenance form.
  • View Cost - If selected, the user can view the Cost field on the Quote Maintenance form. Maintenance of Cost will not be allowed.
  • Hide Cost - If selected, the Cost field will not be visible on the Quote Maintenance form. If cost is hidden, then the Margin field is hidden as well.

This setting also exist in User Preferences, which enables you to specify the nature of the cost field on a User by User basis.

Change or View Selling Prices

Select one of these options to determine the nature of the Selling fields on the Quote Maintenance form: Price, Discount % and Discount Amount and Tax Amount:

  • Edit Sell - If selected, you can maintain the Sell fields on the Quote Maintenance form.
  • View Sell - If selected, you can only view the Sell fields on the Quote Maintenance form. Maintenance of the Sell fields are not allowed.
  • Hide Sell - If selected, the Sell fields are not visible on the Quote Maintenance form.

Stored Credit Cards on Quotes

Select Manual if Users can select from stored credit cards when 'Banked or Non-Banked Credit Card' is selected as Receipt Type on the Receipt tab of Quotes/Counter Sales/Donations/Pledges.

Credit Cards can be stored against the Organisation (Business tab) and the Contact (Information tab).

A similar setting exists in CRM User Preferences > Sales and overrides this Module Control setting unless the Override User Stored Credit Card Setting option is selected on this tab.

Override User Stored Credit Card Setting

Select this option if the Stored Credit Cards on Quotes setting should change the same setting on User level, set on the CRM User Preferences > Sales tab. If selected, the Module Control setting applies for all users.

Show Margin or Markup

Select Margin or Markup. The selected field displays for the Sales/Service Quote. The relevant fields are calculated as:

  • Margin = Retail - Cost
  • Margin % = Margin $/Retail $ * 100
  • Markup % = Margin $/Cost $ * 100

Maximum Quote Value

Enter the maximum Quote Total that Users can process. This is a module level entry, which means it applies to all CRM Users. If a Maximum Quote Value is entered against a User, then the user limit overrides the Module Control setting.

Maximum Discount%

Enter the maximum Discount % that Users can process. This is a module level entry, which means it applies to all CRM Users. If a Maximum Discount % is entered against a User, then the user limit overrides the Module Control setting.

Minimum Gross Profit %

Enter the minimum Gross Profit % that Users are allowed to process. This is a module level entry, which means it applies to all CRM Users. If a Minimum Gross Profit % is entered against a User, then the User limit overrides the Module Control setting.

Warn if Credit Limit Exceeded

This setting relates to Credit Checking on Accounts Receivables. If Credit Checking for the AR linked to the CRM Organisation is enabled and any one of the 5 Credit limits is exceeded, then a warning message displays if the Quote is converted to a Sales Order/Invoice.

Stop Convert Quote if Credit Limit Exceeded

This setting relates to Credit Checking on Accounts Receivables. If Credit Checking for the AR linked to the CRM Organisation is enabled and any one of the 5 Credit limits is exceeded, then you will not be allowed to convert a Quote to a Sales Order/Invoice.

Warn Stop Credit

This setting relates to the Stop Credit option on Organisation Maintenance, Internal tab. The Stop Credit option is taken from Accounts Receivable. If selected, a warning message displays if the Organisation, that s on Stop Credit, is selected on a Quote/Support Call/Service Request.

Stop Converting Quote if Stop Credit

This setting relates to the Stop Credit option on Organisation Maintenance, Internal tab. The Stop Credit option is taken from Accounts Receivable. If selected, you will be prevented from converting a Quote to an Invoice, for the Organisation on Stop Credit.

Quote Line Total

This setting determines whether the Quote Total is Inclusive or Exclusive of Tax. The default value is Inclusive.

Order Number mandatory on creating SO/Job

Select this option to make the Order Number field on the Quote Maintenance form compulsory before any of these can be processed:

  • Create Job
  • Create Invoice
  • Create Sales Order
  • Convert to Job Quote

The default for this option is not selected.

Default Hold Cost

Select if the Hold Cost option on Quote Line Items have to default to selected .

Allow Add Attachment on Closed Quote

Select if additional Attachments are allowed against a Closed Quote. If selected, the Attachments button is enabled after the Quote has been closed.

Allow Locked Quotes to be converted to Sales Order

If selected, you can convert a locked quote to a Sales Order or Invoice. Quotes are converted to SO/Inv using the Create Sales Order/Create Invoice buttons on the Quote Maintenance form.

Default Invoice Reseller on Organisation

Select this option to default the 'Invoice Reseller' setting on Internal tab, Organisation Maintenance, to selected.

Job Type Quotes are allowed

Select to enter Job cost Estimates against the Quote. If Selected, the JC Estimates tab is enabled on the Quote Maintenance form.

Lines are allowed on Quotes

If selected, the Line items tab is available on the Quote Maintenance form for use. If not selected, this tab will be deactivated, preventing you from entering Line items for the Quote.

Use Quote Header as Default

This setting determines which tab displays while entering line items in the table (grid). If selected, the Main tab displays. If not selected, the Line Items tab displays.

Explode Kitsets on Quotes

If selected, Inventory Kitsets will be exploded into the individual Line Items, upon selection as a Quote Line item. Therefore a Quote Line item will exist for each Inventory Item included in the Kitset. If not selected, then the Inventory Kitset displays on the Quote. The default for this option is not selected.

Use Quote as Invoice number

If selected, the Invoice number defaults to the Quote number The Invoice is generated from the Quote using the Create Invoice button on the Quote Maintenance form.

Allow Hotprint of Closed Quote

Select if Hotprint from a closed Quote is required. If selected, the print button on the Quote maintenance form is enabled after the Quote is closed.

Convert Quote to SO line by line

Select this option to convert a Quote to a Sales Order and accept each line separately. If not selected all Quote Line items are transferred to the Sales Order in one go.

Use Advanced Pricing

Select this option to activate the Contract Pricing tab on the Quote Maintenance form. The Contract Pricing tab allows for entry of Advanced Pricing from the Quote.

Save Quote on Price Enquiry

This option relates to the Pricing button on the Quote Maintenance form.

Select this option to auto save a Quote when the Pricing button is selected.

If not selected, the Pricing detail is accessed and you are returned to the Quote Maintenance form with the Quote not updated to the database. This is the default option.

Prompt to Update Prices on Revision/Copy

If you select this option, you will be prompted with the following message when you create a Quote Revision or Copy a Quote: Do you want to update prices on the revision? If you answer yes, then the current prices (associated with CR, IN and NS codes) is used for all lines except those for which RevHold is selected If you answer no, prices remains as per the original quote.

The option does not apply to GL lines, where RevHold is assumed to be selected at all times. If the option to prompt is not selected, prices will be copied as per the original quote.

Default Hold Price on Revision/Copy

Select if the Hold Cost option on Line Items should default to selected or not selected. This option relates only to revised or copied Quotes.

Default Quote Stage after Job created

Select the default Quote Stage to use when a Job is created from a Job Quote.

Default Quote Stage after Job Estimated/Invoiced

Select the default Quote Stage to use when a Job Quote Estimate is generated and/or Invoice is generated.

Default Template for New Job

Select the Job Template to use when a new Job is created from a Job Quote.

Default Inventory Costing Method

Select the Inventory Costing Method to use for Inventory Estimates on Job Quotes. The dropdown contains all the Costing Methods defined in Greentree Financials.

Default Estimate Tax Type

Select the Tax Type that you want to default on a new Job Quote. The selected Tax Type displays on the Job tab of the Quote Maintenance form when a new Job Quote is created.

Default JC Price Code

Select the Price Code that you want to default on a new Job Quote. The selected Price Code displays on the Job tab of the Quote Maintenance form when a new Job Quote is created.

Default JC Charge Type

Select the Charge Type that you want to default on a new Job Quote. The selected Charge Type displays on the Job tab of the Quote Maintenance form when a new Job Quote is created.

Default Summary Category Style

Select one of these:

  • No - The Summary tab on Job Quotes is hidden. Creating Sub Jobs based on Category is not enabled.
  • Optional - Entry of Job Quote Categories is optional.
  • Compulsory - Entry of Job Quote Categories is mandatory.

Allow change Summary Category style

Select this option if users can maintain Categories on the Job Quote Summary tab.

Allow change Template

Select this option if users can maintain the Template for Sub-Jobs on the Job Quote Summary tab.

Allow change SubJob flag

Select this option if users can maintain the Sub-Job option on the Job Quote Summary tab.

Close Job screen after save

Select if you want the Job Maintenance form to auto close upon save after the Job is created from the Quote Maintenance form.

Create Requisition default when creating a job

This field sets the default for the Create Requisition option, accessed through the Create Job button on a Job Quote.

Default Job Estimate Tab

Select the Job Estimate tab that you want to have displayed by default when Job Quote Type is selected.

  • Activities
  • Employees
  • Inventory
  • Summary: Enables generate of Sub-Jobs based on Job Quote Category.

Generate Sub Jobs

This setting determines how the Sub-Job Code is generated. You have one of these options:

  • Using GT - The Sub-Job Code is created based on standard Greentree function.
  • Using Parent Job - The Parent Job Code is used as Prefix and a sequential number is created as postfix. The sequential number consists of the number of characters specified in the Sub Job Suffix Length field.

Job Margin or Markup

Select Margin or Markup. The selected field displays in the Job line items for the Job Quote. The relevant fields are calculated as:

  • Margin = Retail - Cost
  • Margin % = Margin $/Retail $ * 100
  • Markup % = Margin $/Cost $ * 100