Project Quotation
Project Quotation is the price offered for a project: lines of items, labour, machines, expenses or fees, each with a quantity, a price, a discount and its tax. It can be made for a customer or for a prospect who is not a customer yet.
What it is for
The quotation is the offer. Nothing later takes its lines: the Project Estimation and the Project Contract are typed on their own. A Project can name the quotation it came from, as a reference.
The rule people get wrong: the "create sales order" button is shown on a saved quotation but is switched off. A quotation creates nothing.
Every field in plain words
Header
| Field | What it means | What to put |
|---|---|---|
| Project Quotation | The number | Required |
| Order Journal | The quotation journal | Chosen at Create |
| Account Type | Customer or Prospect | Required. Customer opens Customer and Customer for Invoice; Prospect opens the Name for a name typed or picked from prospects |
| Customer, Customer for Invoice | Who the offer is for, and who would be invoiced | Required for a customer |
| Name | The customer's or prospect's name | Required for a prospect |
| Project Quotation Date | The date of the offer | Required. Locked after Create |
| Required Date | When the customer needs the work | Not before the quotation date |
| Date of Expiry | When the offer lapses | A date |
| Notes | Anything to remember | Free text |
| Currency, Exchange Rate | The currency of the offer | Defaults to the company's currency; the rate comes from the exchange rates on the quotation date |
| Project | The project, if one exists | Pick from Project. Locked after Create |
Other tabs
| Tab | Fields |
|---|---|
| Payment, pricing and discount | Payment Method, Payment Term, Payment Term Details, Pricing Group Currency, Pricing Group, Discount Group, Rebate Group |
| Delivery | Delivery To, Delivery Address Name, Address, Delivery Instruction, Person, Email, Mobile, and the invoice address and contact |
| Delivery terms and dates | Delivery Term, Delivery Mode, Required Date and Time, Promise Date and Time |
| Posting and tax | Posting Profile, Tax Zone, Tax Exempt number, Responsibility Central |
| Site and warehouse | Site (required), Warehouse. Locked after Create |
| Sales structure and demographics | Sales Organization, Sales Group, Distribution Channel, Sales Responsible, Sales Taker, Commission Group, Sales Region, Sales Area, Sales Territory |
| Terms and conditions, Header, Footer | The terms and the texts printed above and below the lines |
These fields are recorded and printed. Saving the quotation does not read them, except the tax zone and tax group of each line.
Lines
| Column | What it means |
|---|---|
| Category, Resource Group | The kind of work or cost |
| Sales, Sales No, Name | The line type and what is sold: an item, or another kind of line |
| Quantity, Unit | How much |
| Price | Price per unit |
| Gross Amount | Quantity x Price |
| Discount %, Discount Amount | Type either; the other follows |
| Net Price, Net Amount | After discount |
| Tax Group, Tax Zone | Decide the tax lines |
| Line Text | A note |
| Date From, Date To | When the line's work happens |
The Tax lines button on a line shows its tax codes, percentages and amounts.
Totals
Quantity, Gross Amount, Discount Amount, Net Amount, Tax Amount, Amount Including Tax.
The arithmetic
- Gross Amount = Quantity x Price
- Discount Amount = Gross Amount x Discount % / 100, or Discount % = Discount Amount / Gross Amount x 100 when an amount is typed
- Net Amount = Gross Amount - Discount Amount; Net Price = Net Amount / Quantity
- Tax: the tax codes of the line's tax zone and tax group on the quotation date, applied to the line. Tax Amount is the sum of the line's tax lines
- For an item line, the quantity is also turned into the item's stock unit
How to configure it
A quotation order journal and the line types come from the sales setup. See Sales screens. Field rules per company are set on Project Accounting Setting.
Scenarios
- A tender for a prospect. Account Type Prospect, type the name. If won, make the customer and the Project, and name this quotation on the project.
- A quote with tax. Give each line its tax group and tax zone; the Tax lines button shows the tax worked out.
What it is connected to
- Project can name it in Quotation.
- Project lists and reports - the Project Quotation print.
If something looks wrong
- "Required date cannot be less than Posting date". The Required Date is before the quotation date.
- "'Project Quotation' lines cannot be empty". Add at least one line.
- The create sales order button is grey. It is switched off on this screen. Make the sales order on its own screen.