Overview #

The Quotations module manages quotations issued to customers, enabling users to create, view, edit, and delete quotations. It tracks key details such as customer, project, quotation date, status, and financial totals (excluding and including VAT). The module also supports managing quotation items, capturing quantities, costs, and VAT percentages for accurate pricing. It integrates with customer and project data to streamline sales and proposal workflows.

Navigate to the Quotations Module #

1. From the main application interface, locate the Tile Menu.
2. Click on the Quotations tile to open the module.

How to Filter and View Quotations #

1. In the Quotations module, click the Open button on the main list view.
   • This refreshes the quotation list, displaying all quotations based on the selected transaction type.
   • The grid displays columns such as Status, Project, Customer, Reference, Date, User, Total (Exc), Total (VAT), and Total (Inc).
   • Use the grid’s built-in filtering and sorting options to refine the view (e.g., filter by Status or Date).

How to Create a Quotation #

1. In the main list view, click the New button.
2. The interface switches to the Edit view, where you can fill in the following fields:
   • Status: Select from Pending, Active, Complete, or Cancelled.
   • Customer: Choose a customer from the dropdown list (populated with customer contacts based on the transaction type).
   • Project: Select a project from the dropdown list.
   • Reference: Enter a unique reference for the quotation (e.g., quotation number).
   • Date: Set the quotation date using the date picker.
   • Note: Add any additional notes or comments (optional).
3. Click Save to create the quotation.

How to Edit a Quotation #

1. In the main list view, double-click a quotation row or right-click and select Edit from the context menu.
2. The Edit view opens, allowing you to modify the fields listed above (Status, Customer, Project, Reference, Date, Note).
3. Click Save to update the quotation.

How to Add a Quotation Item #

1. In the Edit view of a quotation, locate the Transaction Items grid at the bottom.
2. Click the Add Item button to open the lookup form for selecting items.
   • A modal window (frmLookupTrans) will appear, allowing you to select items to add.
   • Alternatively, click the Custom button to manually append a new item row.
3. Fill in the following fields for the new item:
   • Description: Enter the item description.
   • Quantity: Specify the quantity of the item.
   • Unit: Define the unit of measure (e.g., hours, units, meters).
   • Unit Cost: Enter the cost per unit (excluding VAT).
   • VAT %: Specify the VAT percentage (if applicable).
   • Note: Add any additional notes for the item (optional).
4. The system automatically calculates:
   • Total (Exc): Quantity × Unit Cost.
   • Total (VAT): VAT amount based on the VAT percentage.
   • Total (Inc): Total including VAT.
5. Click Save to save the item and update the quotation totals.

How to Delete a Quotation #

1. In the main list view, right-click on the quotation you want to delete.
2. Select Delete from the context menu.
3. Confirm the deletion when prompted.
   • Note: If the quotation cannot be deleted (e.g., due to database constraints), an error message will appear.

How to Delete a Quotation Item #

1. In the Edit view, locate the Transaction Items grid.
2. Right-click on the item row you want to delete.
3. Select Delete from the context menu.
4. Confirm the deletion when prompted.
   • Note: If the item cannot be deleted, an error message will be displayed.

Change Grid Layout #

1. In the main list view, select the edge of a column header in the grid.
2. Drag the column to reposition it or adjust its width as desired.
3. To save the customized layout:
   • Click the Menu button in the main list view.
   • Select Save Grid Layout from the dropdown.
4. To restore the default grid layout:
   • Click the Menu button.
   • Select Restore Grid Layout.

Notes #

• The Quotations module uses a transaction type filter (transTypeId2) to display customer-related quotations (e.g., when transTypeId2 is 3 or 6). Ensure the correct transaction type is set when accessing the module.
• Totals (Total Exc, Total VAT, Total Inc) are automatically updated when items are added or modified using a stored procedure (update_transaction_totals).
• The Customer dropdown is filtered to show customer contacts (e.g., when transTypeId2 is 3 or 6).
• The module integrates with the main application’s user and project data for seamless operation.