This tool can be extensively used to create, view and manage the ‘Quotations’. When creating the quotations, you have the option to choose a customer from the application’s customer database or from the system contacts. You can add the products or services as the line items for a quotation. The service option can be used to add a service for which you want to quote or for any other charges like installation or special discounts. Since the quotation tool is linked to the Inventory tool, the product information can be fetched from there. This tool produces well formatted quotations in PDF format, which can be used for printing or sending directly to the customer as an e-mail attachment.
Quotations List : The first screen of the Quotations tool lists all the Quotations. Selecting one from the list will display the details of the quotation. Other options will help you to add new quotations, sort quotation list, export and import quotations to and from an external directory. The quotations that have been invoiced will have a blue circular image ‘i’ attached to the list item. The menu options can be accessed by pressing the device’s menu key.
Create New Quotation : To create a new Quotation, press the ‘+’ button in the tool bar of the Quotation List window. More options can be found in the menu options in the Quotation list. They are listed below:
Report : The report can be viewed for a certain date range. You will have an option to view a report as a list of quotes or the Quote summary based on the status. You can also view the report as a chart for summary of quotations. You can choose the date range for report by selecting the ‘from’ and the ‘to’ date using the buttons specified in the pop up window for report. Leave the default values for the entire date range.
Sort : Quotation list can be sorted by quote number, customer name, amount, date or by status. There is also an option to un-sort the list.
Export : You can export the Quotation list for a specific period, in a Comma Separated Value format which can not only be restored using the import function but also used by third party applications for processing, reporting or auditing. The exported file will be saved in the SD-card folder ‘/mybiz/quotations/’ with the name as specified by you.
Import : This feature allows you to import multiple quotations into the quotation list from a .csv file. This is useful to transfer the data from other sources or from other myBiz Projects. Select the required .csv file when prompted.
Product Details : The Products page will display a list of all the products in the quote and has an option to enter the product details. You can choose the product from the inventory or create a new product for the quote, which will be added to your inventory too. Otherwise, if you enter the product code in its field, the application will recognize the product and you can fill in the respective discount and tax.
Quotation Details : This is the quote details entry or edit screen. Here you can view the complete details of the quotation. The Quotation Details window has a main page and an items page. This main page has the input fields to enter and view the customer details and quotation summary along with the items page. It shows the items list and tools to add an item to the quote. The item can be a Product from the inventory or a non-inventory item or a service.
Main Page : This page contains all the information about the quotation. This includes the date, quote number, quote status, customer details, quotation summary, terms and notes.
Quote Number : This is the quotation serial number. You can enter any alpha-numeric characters here.
Status : Quote status can be Pending, Negotiating, Submitted, Purchased or Closed. Pending, Negotiating and Submitted are considered to be active quotes.
Customer Details : Main page has a customer details area. You can add a customer from the Sales tools, the customer list or from the phone contacts. Separate buttons are allocated here, pressing which the appropriate look up lists will be displayed. You may enter the customer information manually as well .
Quotation Summary : This is a summary of the items page. Quotation summary area displays total charges for items, total discount, total tax and net amount. These fields cannot be changed manually and is calculated from the contents of the items page.
Terms and Notes : The first field is for entering the terms and conditions for the quote, which will be printed on the quotation (PDF). The default value will be fetched from the active project record. You may add notes to the quotation if required.
Items : The items tab displays a list of all the products or services included in the quote. You can select a product from your Inventory and add it to the quotation, or you can create a separate item or service for the Quotation. Clicking the add (+) button displays the input fields and options to fill in the Item Details.
Item Details : An item is either a Product or a Service. You can switch between the two modes by pressing the Item Type toggle button in the Product Details window. When using the Product mode, you can enter the Product code to identify the product or select a Product from a lookup list. Otherwise, if using the Service mode, it does not require the Product Code, so the input field for the Product Code will not be displayed. Also, for a service, quantity is defaulted to 1. Both Product and Service can have amounts for tax and discount. Item details has the following fields:
Product Code : It is the unique identification code that is assigned to each product in the inventory module. Upon entering the correct product code it will display the product name and fill the unit price, if available in the product list. Services do not have a product code.
Item Description : In Product mode, this field is non-editable, and the product name will be displayed here. However in Service mode, it is mandatory to enter the details of the Service here. You can use the service option to enter a service rendered or it could be an additional charge like installation or freight charges. You may use this feature to enter additional discounts too. To enter an additional discount, make a Service entry, keep the unit price as zero and enter only the discount amount.
Discount : The discount amount can be entered in the item details dialog. Tax will be calculated after the discount has been deducted from the product’s total price.
Tax : Enter the tax percentage here. The application will calculate and display the tax amount.
Total : The total amount for the item will be displayed here. It is calculated by deducting the discount amount from the total price and then adding the tax.
Quotation details has the following menu options:
Make PDF document : This tool allows you to create detailed and well formatted PDF output of your Quotation that can be saved and sent by mail or printed. The report will have the company details, company logo and signature (which you can insert in the Project setup window), customer information and the complete quotation details.
Make Invoice : You can generate an Invoice from a Quote. This reduces the repetition of manual entries. Select ‘Make Invoice’ option which will take you to the invoice generation screen with all the fields filled as per the data in the quotation. Only one invoice per quotation is generated.
Delete : Select this option to delete the selected Quotation.
Change Status : You can change the status of the Quote without entering the edit mode.
Duplicate this : You can duplicate Quotations you have saved to modify and create new Quotation. When this option is selected, a new quotation will be created with an empty quotation number. You can make necessary updates and save the same.
Export CSV : This feature enables you to export the Quotation in a Comma Separated Values format, which can be used by a third party application for reporting, printing or auditing. Or the same can be imported into another project.
Calculator : You can use a calculator to do immediate calculations within the Quotation details. You can also use it to estimate the item cost and copy the result from the calculator to be pasted to wherever Item’s Amount or other field.