Raising a Quotation
You can raise a Quotation (or Quote) to provide your customer with the expected costs of a Job or Sale in advance of work being carried out.
To raise a Quote directly from a customer, click '+ New' under their 'Quotes' tab.
To raise a Quote from a related job (for example, to update the customer as to ongoing costs), scroll down to the 'Linked Documents' pane and click '+ Quote'. (If you don't see these options, hit the pencil icon at the top right to open the job for editing.) You can then set the quotation date, the customer's reference and save the Quote.
To add items to the Quote, click '+ Add Item' and complete the form. If you have stock lines set up, you can search for these in the Part Ref box. Items can be edited with the pencil icon, and deleted with the bin icon.
The Display Ref field will be shown on the quotation, the Part Ref field will not be shown on the quotation but will be copied across to Jobs and Sales, which may be useful if you would prefer for your customer not to see original part numbers etc.
Site / Delivery Address
If you need a different Site/Delivery Address, press '+ Add Site'. If the site you need isn't there yet, you'll need to add a new site first.
Sending the Quote by Email
You can email the quote to your customer using the email icon in the top right of the Quote screen. The default email body text can be edited in 'Settings' > 'System Configuration' > 'Templates' > 'Quotation Email Body'.
Adding Sales Order Items to Jobs or Purchase Orders
Press the pencil icon to edit the Quote.
To add a quote item to an existing Job, click '+ Add to Job' and input the job number of the job that you would like to add the items to in the 'Add to existing job' box. Alternatively, to create a new job with the Quote items on, enter the customer name in 'Create new job for' box.
Alternatively, to add quote items to a Sales Order, click the '+ Add to Sale' button, and follow the same process as described for Jobs.
Adding items from a quote to a sale or job will automatically mark the quote as Accepted.
Cancelling, Reinstating and Deleting Quotes
To cancel a quote, press the 'Cancel' button. To reinstate a cancelled quote, press the 'Reinstate' button.
To delete a quote, it must first be cancelled. It can then be deleted by clicking the trash can icon.
By default, Quotes will have a prefix of Q. This is customisable in 'Settings' > 'System Configuration' > 'Customisation' > 'Quotation Prefix'.