Line Items Tab

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Use this tab to indicate all the items involved in the Quote, referred to as Line items. All the items for the Quote appear in the table. The Expand button on the Toolbar can be used to maximise the Line items table for ease of use. Select this button to toggle the line item display. You can enter the line items using the:

• Data entry fields on the form. Click the Save Line button to enter multiple line items. The Save line button commits the line item to the Line Items table and clears the data entry fields for this selection.
• Line items table. Enter or select the values in the columns. Press Enter at the end of the row to save the row to the table and to create a row for entry.

  The table contains a number of entry fields for Service Quotes that are not available through the data entry fields:

  • Inventory and Non-stock line items
  • Supplier Code
  • Supplier Part Number
  • Lead Time
  • Quantity Available
  • These fields are also available on Job Quotes > Inventory and Activity tabs

For Foreign Currency (FC) quotes, the value entered for GL lines is the FC value. All other line types (IN, NS and CR) will calculate the FC value. Where a CRM Product contains a GL line, this line is calculated at the FC value using the price entered. The FC calculation method is the same as used in Accounts Receivable.

Multiple items can be selected, from different Line Item Types. Line Numbers are generated as Line items are added to the table. You can update Line Numbers.

Margin Control can be defined at Module (all Users) and /or User level. Margin control enables you to limit Quote entry based on these values:

• Maximum Value
• Maximum Discount %
• Minimum Gross Profit %

The Update Cost button updates the price of the specific Inventory Line Item or all Inventory Line items for the selected Quote, depending on the value you select. The Price of the item is determined by the Cost of the item: Price = Cost + Markup % defined during Inventory Analysis Code maintenance.

Line Type

This field is based on Module Control, Sales tab setting. These Line Item Types are available:

• CRM Product - A CRM Product can be selected. The Price defaults to the Unit Price entered during Product maintenance. These Products are maintained within the CRM module.
• General Ledger - You can select a General Ledger Account from the drop down list. This item is used to add non-inventory items to the Lead. These items generally fall within the spectrum of services that you deliver, such as Consultancy fees.
• Inventory - You can select a line item from Greentree Inventory, which eliminates the need to duplicate any Inventory Items within CRM. Inventory Kitsets can also be selected. The Quote will either display the Kitset as a line item or explode the Kitset into the several Inventory items that it consists of. The Explode Kitsets on Quote setting in Customer Relationship Management Module Control determines this behaviour.

  You can use the Advanced Search feature to search for the required Inventory item. Access the base Greentree IN Search by clicking in an Inventory line item field or in the Inventory line in the table, then clicking the binoculars icon. You can access the CRM Inventory Search form using a shortcut key, which is set on the User Preferences > CRM button > Sales tab.

• Non-stock items - A non-stock item is an additional item that you have to charge, as part of the logistic/ administration process, such as Postage. You can select the item from the Greentree list of non-stock items. The GL Account is filled on selection of the Line Item type. Click the Convert to IN line button in the Non-stock item frame to convert the Non-stock line item to a stock item.

  You are requested to supply the Supplier Code and Supplier Part Number before you can successfully convert the non-stock item to an inventory item. The detail is used to find a matching Inventory item. If successful, the conversion is allowed. If not, the Non-stock item remains as line item on the Quote. The Supplier Code and Supplier Part Number is located in the line item table.

• Text Only - You can enter general text as a Line Item, for example to add detail about the item quoted for.

The selection fields on the form display according to the Line Item Type selected. You can select multiple Line items from different Line Item Types.

Tax Type

Indicate whether the unit Price for the line item displays inclusive of exclusive of Tax. The description displayed next to the Line Total for the item uses the Tax Type selection.

Tax Code

Tax Code is based on this sequence:

• AR Customer
• Inventory Item Pricing
• Price Book
• Inventory Item
• Company

You can change this field as required by selecting the applicable Tax Code for the item from the dropdown list. The list contains all the Tax Codes registered in Greentree Financials.

Inventory Code

The Code field identifies the Inventory item selected from the dropdown list. The Description is automatically filled with the Inventory item's description entered during Inventory Maintenance in Greentree Financials.

You can also search for a specific Inventory item by using the:

• Greentree Inventory Advanced Search feature - Click in the Code field and then click the Advanced Query button in the Menu Bar
• CRM Inventory Search feature - Ensure that the Use CRM Inventory Search option is selected on the CRM Module Control > Sales tab. This option controls the availability of the IS (Inventory Search) button on a number of forms, including Quote Maintenance. Click the IS button to access the CRM Inventory Search feature.

The Inventory Search form is opened which gives you various ways of finding the specific Inventory item.

Inventory Description

The Description field displays the description of the Inventory item selected. You can select the Description from the dropdown list, in which case the Inventory Item Code will be automatically filled.

Inventory Location

Location defaults to the Primary Location of the Inventory Item. If no Primary location is set, then the Default Location set in User Preferences, SO button or CRM button > Sales tab is used. If no Default Location is set in User Preferences, then the Default Location set in Inventory Module Control is used. You can update the Location as required.

If the Validate Locations option is selected in Inventory Module Control, then CRM performs a check to verify if the selected Location is valid. You can enter only part of the Location. If a structured Location exist which matches the partial Location entry, then Greentree defaults to the structured Location when the Sales Order is created. If no match is found, then the primary location for the IN is used.

Inventory Price Book

Price Book defaults to the Price Book on Quote Maintenance, Main tab, if selected. If not selected, this sequence determines the default Price Book for the Inventory Line Item:

• If the selected Organisation is of Type Customer, then the Price Book defaults to the Price Book for the Accounts Receivable Customer. If a Price Book is not defined for the customer, then:
• Default Price Book Maintenance is used as defined through Data Entry > Inventory > Default Price Book Maintenance. Greentree checks if the AR Customer and IN Item of the Quote is setup in Price Book Maintenance. If so, that Price Book is used. If not, then:
• Price Book defaults to the Price Book set in Inventory Module Control.
• If no Price Book is set at Inventory level, then Price Book is blank.

You can select a Price Book for the Quote Inventory Line Item.

Inventory UOM

The UOM defaults to the Unit of Measure entered for the Inventory item during Inventory Maintenance. You can also select a UOM from the dropdown list. The list displays all the units of measure as maintained in Greentree Financials.

Inventory Text Type

Select the Text Type that you want to use for the selected inventory item.

Text Types are defined in System > Inventory > Text Type Maintenance. Text Types contains default Narration text. Text Types are allocated to Inventory Items in Data Entry > Inventory > Text Maintenance. Text Maintenance enables you to add additional text for the Inventory Item.

The Text Type search field on the Quote Maintenance form lists all the Text Types assigned to the Inventory Item you selected. The Narration field updates with the text for the Text Type you selected.

Inventory Transaction Type

Select the Transaction Type that you want to use for the selected inventory item.

Transaction Types are defined in System > Inventory > Transaction Type Maintenance. Transaction Types are allocated to Inventory Transactions in Data Entry > Inventory > IN Transaction Entry.

Update Cost

If selected, the prices of the Inventory Line items are updated from Greentree Financials Inventory. You can update the Price for all Inventory items against the Quote or for only the selected Inventory line.

CRM Product

If you selected CRM Product as the Line Type, one of these fields must be selected:

• Code - Select the CRM product Code from the dropdown list. The Description will be automatically filled.
• Description - Select the Description for the CRM Product from the dropdown list. The Code will be automatically filled.
• Subcode - This field is used with General Ledger lines, entered as part of the CRM Product selected. You can enter a subcode, which updates the General Ledger lines on the Invoice/Sales Order. The subcode enables you to create a grouping of GL lines.

GL Account

If you selected General Ledger is selected as the Line Type, the GL fields are used as:

• Company defaults to the company that you are logged in to. You can select another company from the dropdown list. The dropdown contains all the Companies that you have access to.
• Select the General Ledger Account number from the dropdown list. The list contains all the GL Accounts in Greentree Financials, see Data Entry > General Ledger > Account Maintenance. When you select the GL Account, the Short Code and Description is auto filled with the values entered during Account Maintenance.
• You can select the Short Code or the Description, in which case the remaining two fields will be automatically filled with the values entered during Account Maintenance.
• Subcode: You can enter a subcode for the GL line. The subcode is updated on the Invoice/Sales Order when the Quote is converted. Subcode enables you to create a grouping of GL lines.

Non-Stock

If you selected Non-Stock Code as the Line Type, these Non-stock fields are used:

• You can select the specific non-stock item from the list. The list includes all the Non-Stock items registered in Greentree Financials. The applicable GL Account is entered during maintenance of the Non-Stock item.
• The Item Description is automatically filled according to the item selected. You can select the Description, in which case the non-stock item will be automatically filled.
• The General Ledger Account is automatically filled according to the Non-Stock item selected.

Text Only

Enter general Text as a Line item. This line item gives you the ability to add descriptions, specifics, requirements, notes as part of the line items.

Quantity

Enter the number of items required, for the selected item.

Price

This field defaults to the Price entered for the item during Maintenance. If the Tax Type is:

• Inclusive, then tax has been included in the Price.
• Exclusive, then tax has not been included in the Price.

You can update the price. If no Price exists for this item, you can enter it.

For foreign currency quotes, GL lines are entered in the foreign currency value. For IN lines, if there is a price set up for the Foreign Currency, this is the quote line price. Where there is no price set up for the Foreign Currency and for all other line types, the line is calculated at the foreign currency value using the local currency price entered.

Rev Hold1000

This option can be selected in the table for a line and is applicable for sales and service type quotes. It is used with the CRM Module Control option Prompt to update prices on revision/copy option. If the Module Control option is selected, when you copy or make a revision of a quote, the message Do you want to update prices on the revision? displays. Click Yes, to use the current prices (associated with CR, IN and NS codes) for all lines except those for which RevHold is selected.

The option does not apply to GL lines, where RevHold is assumed to be selected at all times. If the Customer Relationship Management Module Control option is false, prices will be copied as per the original quote, regardless of the RevHold indicator. This setting does not affect the price on generated Sales Orders or Invoices. These are always the same value as the quote they were generated from.

Cost

This field defaults to the Cost Price of the item entered during maintenance. Module Control, Sales tab, 'Change or View Costs' setting determines the nature of the Cost field. Cost can be:

• Maintained
• Display only
• Hidden.

The Margin fields are hidden as well. If 'Hold Cost' is selected, then the Cost as captured on the Quote will be retained during order processing, regardless of the Recalculate Cost setting (Sales Order Module Control, Packing Slip and Invoice tabs).

Hold

This option uses the setting in Module Control, Sales tab. You can change this option.

If you select Hold Cost, the Cost as captured on the Quote will be retained during order processing, regardless of the Recalculate Cost setting (Sales Order Module Control, Packing Slip and Invoice tabs). The quote cost (FC) are copied to generated Sales Order lines, Quote revision lines and invoice lines.

If the quote currency rate is fixed, the local currency (LC) quote costs are copied to generated Sales Order lines, Quote revision lines and invoice lines. Otherwise the currency exchange rate is applied to the FC costs to calculate the LC costs.

If Hold Cost is deselected, the costs are updated to the latest cost. If the quote currency rate is fixed then this is applied to determine the FC cost, otherwise the currency rate is applied.

Discount %

This field defaults to the Invoice Discount % entered for the AR Customer (linked to the Organisation selected). You can update this field as required by entering the percentage of Discount applicable to the currently selected item. The Discount field is automatically updated when the Discount % is modified.

Discount

This field defaults to the Line Item Price * Default Discount % for the AR Customer, displayed in the Discount % field. You can update the Discount amount as required by entering the amount for the currently selected item. The Discount percentage field is automatically updated when the Discount amount is modified.

Narration

Enter any general text for the specific line item.

• If a Text Type is selected for an Inventory item on a Quote, then the Narration defaults to the default text for the Inventory Text Type selected.
• If the Quote is created from a Booking Activity, then the Narration defaults to Resource Name, Start Date and End Date.
• If the Quote is created from an Individual Booking (Bookings Maintenance, Bookings tab) then the Narration defaults to Contact Full Name and Activity Description.

Tax %

This field defaults to the Tax Code entered for the AR Customer (linked to the Organisation selected). Tax % is display only. The Tax % is used to calculate the Tax Amount.

Tax

This field defaults to the Price of the Line Item x Default Tax % for the AR Contact, displayed in the Tax % field. Tax amount is display only.

Margin %

This field represents the percentage profit made on the item. For Inventory items the margin percentage defaults to the difference between the cost and selling prices as a percentage of the sell price of the selected item entered during Inventory Maintenance in Greentree Financials.

If Cost is set to hidden, then this field is hidden as well.

Margin

This field represents the amount of profit made on the item. This field is calculated using the Margin % specified.

If Cost is set to hidden, then this field is hidden as well.

Line Total

Line Total = (Quantity x Price) - Discount, for the currently selected Item. If Tax Type is:

• Inclusive, then Tax is included in the Line Total
• Exclusive, then Tax is excluded from the Line Total.

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