Quotations

This program is used for estimating and quoting rental or sales charges, without relieving inventory quantities or checking availability.
Entering Quotes is similar to the Contracts process.
Quotations for sales and/or rentals can be converted to a Reservation or to a Contract, but only sales quotes can be converted to an Invoice.
For information on Sales versus Rental Quotations refer to Quotations Overview.

To view an existing quote, a window is provided in the Quotation# field, as outlined in Quotation Search.

SECURITY

The Record Clerk Accessing Rental Quote setting in the Company Security Parameters can be set to prompt the operator for a clerk code when an existing reservation is accessed.
A note or comment can also be entered about the nature of the changes being made to the reservation.
The clerk code and the notes are tracked in Clerk Document Access Log.

The Rental Quote also respects the separate Company Security Parameters to Prompt for Clerk flag.

Quote Header:

The customer billing information can be entered on the left portion of the header screen, and the shipping information can be entered on the right portion.
The fields in the document header are similar the Counter Worksheet Header.
The options accessible in the window on the Additional field of the quotation header include:

• Status:
  Default Quotation Status Codes can be defined in the Company Quotation Parameters to be assigned when a quote is created and when it is converted to a reservation, contract, or invoice.

  These default Status Codes can only be changed or updated if the operator has Security Role Permissions flagged in the "Miscellaneous" window giving Access To Quotation Status Codes.

• Comments:
  This window is only accessible when reviewing an existing Quote, to view the associated notes as outlined in Document Comments.

• Name Check List:
  This window to accesses the Name Check Select information on this document.

• Default Tax Codes:
  Window to review and set the Default Tax Codes.

• Off Rental Reason Codes:
  Window to review and set the Valid Off Rent Reason Codes for this document.

• No Charge Weekends:
  Window to review and set the No Charge Weekends information for this document.

• Business Source:
  Window to review and set the Business Source for this document.

  A flag in the Required Document Information of the Company Contract Parameters, can be set to make the Business Source a mandatory field on counter documents including Contracts, Invoices, Reservations, Quotations, and Worksheets.
  When a Business Source is mandatory on a document, the Blank code is not allowed even if there is a blank code record in the Business Source Codes table.

• File Attachments:
  Window to review and set any File Attachments associated with this document.
  The link to an attached document will be passed on to any resulting documents created by converting the quote.

• Created By:
  In Change Mode window to view the date and time this document was created and whether it was Staff that created the document through the application, or whether it was a a Customer or Salesman that initially created the original document request through Web Services or Portal.
  The associated email address is displayed.

• Document Email:
  Window to review and enter an Email Address associated with this document.
  This value is used by the 'Logic Platform' in the search utility to find a document.
  It is not used for actual emailing at this time.

Quote Details:

Sales and rentals can be combined on a quote however:

• If rentals are included on the quote, the quote can be converted to a Reservation, or Contract, but not to an Invoice as billing details would not be complete.
• When ONLY sales or sale of rentals are being quoted, the quote can be converted to an Invoice, Reservation, or Contract.

Refer to Quotation Details for details on entering the product details.

Quote Services and Totals:

Refer to Quotation Summary and Totals for details on completing the quote, including adding services, deposits, taxes, and payment.

ACTIONS:
Additional actions provided by buttons on the Quotations screen include:

• Delete a Quote:
  The DELETE button is only active when the role assigned to the operator in Operators has permission to delete quotations.
  The role permission is setup in Security Roles on the Security tab of Configure System Settings.

  To delete an existing quote, click the DELETE button before selecting the document number, as outlined in Delete Quotations.
  

• Convert to a Reservation, Contract, or Invoice:
  The operator role permission can be setup in the Document Field Access window of the Security Roles to enable or disable this button.

  Click the CONVERT button before selecting the quotation number that is to be converted and select one of the following actions:

  • Select Contract to convert a quote for rentals and/or sales to a contract as outlined in Convert Quote to Contract.

  • Select Reservation to convert a quote for rentals and/or sales to a reservation as outlined in Convert Quote to Reservation.
    This convert option also copies any "Deposit Required" amount to the resulting reservation.

  • Select Invoice to convert a quote for only sales items directly to an invoice as outlined in Convert Quote to Invoice.
    This convert to an invoice option is only provided if the selected Quote# is "Auto Assign" or if the sales product details for the selected Quote# all have valid quantities, there are no Groups or rental products on the quote, and there is no deposit taken on that quote.
    

  Note: If any attachments such as images or external documents are linked to the source Quote, they will also be linked to the document resulting from a convert action.

  Finished?

  Click ACCEPT to access the convert program, or CANCEL to abort.

• Generate a Copy of a Quote:
  Click the CLONE button to create a new Rental Quote by copying the details from another existing quote as outlined in the Clone Rental Quote utility.