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Job Quote

Use a Job Type Quote to enter job cost estimates using the Quote form. This type is enabled if you select the Job type Quotes are allowed on the Sales tab on the Module Control form. If you select this option, sales and service quotes update to display job estimate tabs.

Use the job estimate tabs to enter lines for:

Summary - Create a sub jobs per custom category.
Activities - Enter Job Cost Activities and estimated cost
Employees - Enter Job Cost Employees and estimated effort
Inventory - Enter inventory items and estimated quantity and cost

The Parent quote field on the Job tab enables you to select another job quote as the parent of the current job quote, building a hierarchy. When the job is created on the JC Job Maintenance form or the job quote is linked to an existing job, Greentree Desktop checks to see if the parent job quote is linked to a job. If linked, the job of the parent job quote is the parent job on the Job Maintenance form. The job quote is linked to the parent job quote and the child job is automatically linked to the parent job. The automatic link is created using the hierarchy until a parent quote does not exist or a parent quote is not already linked to a job.

Job quotes are always in the currency of the quote organisation.

Note: The job customer can be in a different currency to the quote organisation. When this occurs invoices are converted to the job customer's currency at the exchange rate. If the quote organisation is in a different currency than the job customer, then the foreign currency amounts are converted. The local currency amounts remain unchanged.

Clicking the Create Job button opens a form, which enables you to link to an existing job or generate a new job.

You can base the new job on a template. You can select the default template on the Quotes tab on the CRM Module Control form. The estimated activities, employees, or inventory items are created with the new job. You can view them on the JC Estimates form (if the Create Estimates option is selected on this form). If an order number exist on the quote, then the order number defaults to the order number on the Additional tab.
If you create sub-jobs per category, Greentree Desktop automatically creates these sub jobs using the options selected on the Summary tab of the Quotes form. You can select a job template, enter a job name, enter an estimate name, and add text to capture notes. The Summary Quote table updates with the sub-job codes, which you can use to drill down to more detail.
If an existing job is selected and the Create Estimates option is selected on this form, then the JC estimates on the quote are added to the existing estimates for the job.
If the Create Estimates option is not selected on the Create Job form, then the Create Job button is renamed Create Estimate. Click the button to submit the job estimates to the selected job.
You can also create a requisition in the SCM module. If you select this option, the requisition is automatically generated. The date field on the inventory line items are used to set the expected date on the requisition.
The table on the Create Job form lists any the service requests linked to the job quote. You can link the service requests to the new or existing job. You can view all service requests linked to the job on the Service Requests tab on the Job Maintenance form.

If the quote is assigned a work centre plan, or is assigned to a job that uses a work centre plan, in the Activities, Employees, and Inventory tables:

If the line is not allocated a quote summary category, the activity code and work centre respect the work centre plan on the quote header.
If the line is allocated a quote summary category that does not create a sub job, the activity code and work centre respect the work centre plan on the quote header.
If the line is allocated a quote summary category that creates a sub job, the activity code and work centre respect the work centre plan of the category. If the category does not have a work centre plan, the activity code and work centre are not limited by any work centre plan.

The rules that apply to JC Cost Transaction Entry into jobs that use work centre plans apply to job quote lines, with the additional allowance of non-posting work centres. If you change the category on a quote line, the activity and work centre are cleared for reselection based on the work centre plan of the new category.

The Job tab on the Quote Maintenance form updates with the detail of the job and the estimate. If you generated a requisition in SCM, then the requisition number also displays. You can view the detail of the Job or Requisition by drilling down.

If the job is of charge type Fixed Price, then the Draft Sales button and tab on the Quote form is enabled. Click the Draft Sales button to update the Sales tab:

All estimate lines are automatically added to the Sales tab. These lines are marked with an A.
You can update A lines. If updated, the A updates to C.
You can enter lines on the Sales tab. These lines are marked with an M.

The Sales tab generates the invoice lines on the JC AR Invoice when you click the Create Invoice button.

You can revise a job quote. The revision contains the estimate lines and the sales lines on the original quote or prior revision.

This button is on the Job tab of the Quote Maintenance form:

Job Enquiry

The job Enquiry button is enabled once a job is linked to the job quote. Click this button to open the Job Enquiry form, with the quote's job loaded for display.

CRM allows for one round of estimates to be pushed through to job cost per job quote. Once the estimates have been updated, the quote is locked.

CRM job quote lines can be entered inclusive or exclusive of tax. When the job quote lines are updated to the job, all estimates are converted to exclusive of tax.

Use the Service Request tab on the Job Maintenance form to search on service requests and/or calls linked to the job. Click the Create S/R button on the Service Request tab to create service requests from the job.

Click the Convert to Job Quote button on the Quote Maintenance form to convert service or sales quote can be converted to a job quote.

Options Reference

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

Job Code

This field displays the code of the job to which the estimates have been allocated. Drill down to the job to view the detail. This field is display only.

Job Name

This field displays the name of the job to which the estimates have been allocated. Drill down on the job to view the detail. This field is display only.

Charge type

Charge Type is used as a basis or method for report selection. If you select the charge type and create a job from the quote, then the charge type defaults to the Job Maintenance form. If you select a job, then the charge type of the job defaults to this field.

Note: To use a specific price book, select Markup on costs and then select the price code.

Price code

If you select the price code and create a job from the quote, then the price code defaults to the Job Maintenance form. If you select an existing job, then the price code of the job defaults to this field.

Note: If you use a specific price book, then you must select the charge type Markup on costs, and select a price code.

Estimate Name

You can use this field:

To enter the name of the estimate. Estimate Name updates to the Job Estimate on the Job Cost form.
If Estimate Name is when the estimates are updated to Job Cost, then this field updates with the name of the estimate on the Job Cost form.

Activity Based

Select this option if the estimate is activity based only. If you select this option, all the current estimates (activities, employees and inventory) are transferred to the Activities tab. The Employees and Inventory estimate tabs are disabled. If this option is deselected, the estimates reappear on the individual estimate tabs.

Tax Type

Select the tax type for the estimate lines.

Inventory Costing Method

This field uses the costing method selected on the Sales tab on the Module Control form. You can select another costing method for the list. The costing method is used with the inventory estimate lines.

Parent Quote Number

Select the parent quote of the selected quote. The search field gives access to all job quotes, based on quote number.

Parent Quote Summary

Select the Parent quote for the selected quote. The search field gives access to all job quotes, based on quote summary.

Requisition Number

If you have estimates, click the 'Create Job' button to generate a requisition. Greentree Desktop generates the SCM requisition and displays the requisition number in this field.

Total cost

This field is calculated using the cost values defaulted or entered for the activities, employees and inventory items in the Estimates tables.

Total Retail

This field is calculated using the retail values defaulted or entered for the activities, employees and inventory items in the Estimates tables.

Sales Total

This field is calculated based on:

If Charge Type is Fixed Price on Job, then Sales Total is Total of Sales on the Sales tab.
If Charge Type is not Fixed Price on Job or Charge Type is blank, then Sales Total is Total Retail.

Sales total is tax exclusive.

Summary Table

The Summary table enables you to generate sub-jobs per custom category.

Job quote categories are defined and edited on the Quote Summary Category tab on the Maintain Lookups form. If the Create Sub Jobs option is selected, you can define a sub job name which includes using a database field.

The Quote Summary table enables you to maintain these per quote category:

Sub-Job option
Template to use when creating the Sub-Job
Sub-Job Name
Estimate Name
General Text to capture notes

The Job column is updated after the sub-job is created by clicking the Create Invoice button. You can drill down on the job code to view the detail of the sub-jobs.

Activities Table

Enter the activities estimated to be required for the quote. Line numbers are automatically generated for each activity line. You can re-order lines

Note: If you select Hold Unit Cost and/or Hold Rate, then Greentree Desktop does not retrieve the cost or price when the quantity or activity is altered.

Employees Table

Enter the list of employees estimated to be required for the quote. Line numbers are automatically generated for each employee line. You can re-order lines by updating the line numbers.

Note: If you select Hold Unit Cost and/or Hold Rate, then Greentree Desktop does not retrieve the cost or price when the quantity or activity is altered.

Inventory Table

Enter the Inventory items estimated to be required for the quote. Advanced Search is available for the Stock Item. You can select the supplier for an inventory item.

Line numbers are automatically generated for each inventory line. You can re-order lines by updating the line numbers.

If a requisition is created for the job quote, then the date on the inventory line is used to fill the expected date on the requisition.

The UOM is passed to the requisition or estimate.

The supplier on the inventory line updates to the supplier on the requisition line item. If the inventory line does not have a supplier then the default supplier for the inventory item is used on the requisition.

If you selected Hold Unit Cost and/or Hold Rate, then Greentree Desktop does not retrieve the cost or price when the quantity or inventory item is altered.

Sales Table

Use the Sales table to generate the invoice lines on the JC AR invoice when you click the Create Invoice button.

If the job is of charge type Fixed Price, then the Draft Sales button and Sales tab are enabled. If Draft Sales is selected, then the Sales tab updates as:

All estimate lines are automatically added to the Sales tab. These lines are marked with an A to indicate that they have been automatically updated from the estimate tables.
You can update A lines. If updated, the A updates to C to indicate that the original estimate is changed.
You can enter lines on the Sales tab. These lines are marked with a M.

You can click the Draft Sales button multiple times to update the estimates. If existing lines exist on the Sales tab, selecting Draft Sales performs these actions:

All A lines are deleted.
All C lines are retained.
All M lines are retained.
Estimates are updated from the estimate tabs and new A lines are generated.