Estimate Tutorials

💡These tutorials explain how to add an estimate to a Quotation, complete its tabs, change quantities and impositions, and copy or delete it.

Settings

  • To use estimates in transactions, add the Transaction Type setting: Estimating > Enable Estimating and select Quotations or Production from the dropdown list in the Value column. Production is usually selected for Work Orders and activates Production Planning functions.

Estimates and Transactions

  • Estimates are items on a transaction. To add one, click the Estimate button, directly above the items on the right.
  • The Estimate button opens a dropdown list of Estimate Types. If there is only one Estimate Type, the estimate is added automatically.
  • You can add several estimates to a transaction.
  • An estimate of a Multi-level BOM Estimate Type opens in the BOM window instead, where the estimate is a tree of Assemblies with their materials, tasks and outwork. See Multi-level BOM Estimates.
  • Assembly items can be converted to limited estimates, manually or automatically. After conversion, a single tab shows the materials and routing and lets you edit the quantity and costs.
    • Automatically:
      • Activate this feature by adding the setting Estimating > Convert Assembly (ASM) Items to Estimates to the applicable Transaction Type and checking the box.
      • If the box is checked, all the assembly items added to the transaction are converted immediately.
      • Right-click the assembly item on the transaction and select Open Estimate to view and edit the estimate.
    • Manually:
      • If the automatic feature is disabled, assembly items can be converted to estimates by right-clicking the item on the transaction and selecting Convert to Estimate.
      • After conversion, you can open the estimate from the item’s right-click menu.
  • Estimates can only be added to transactions in the local currency. As a workaround, create an Estimating/Costing transaction and copy it to a transaction that supports foreign currency (e.g. a Quotation). However, the workaround only works with a single quantity.

The tutorials below show how to complete the estimate details when an estimate is added to a transaction. The examples use a Quotation.

How to Add an Estimate to a Quotation

  1. Create or Edit a Quotation.
  2. Click Estimate (button) and select one of the Estimate Types from the dropdown list.
    • Note: If there is only one Estimate Type, it is automatically added.
  3. Complete the Header.
  4. Complete Input (tab).
  5. Complete Costs (tab).
  6. Complete Prices (tab).
  7. Add quantities.
  8. Edit the imposition (if applicable).

How to Complete the Header

  1. Description = Enter a description for the estimate. This description appears on the transaction as the name of the entry. It also appears on the quote letter as a heading for the section.

How to Complete Input (tab)

Info
  • On the Input tab, you select the component options for the item you are estimating. The tab has sections (e.g. parts, substrates, processes and finishing). The Estimate Type’s setup determines which sections appear.
  • The groups (e.g. Printing, Finishing, Substrates) are linked to the parts. If a part is deleted, the linked groups are also deleted.
  • This example is based on an Estimate Type that only allows one item each for printing and substrates and multiple items for finishing tasks.
  • If the Estimate Type has General > Enable Parts checked, add a part before you add items. Otherwise, the message “Please add a Part.” appears.
  • If a group’s Link To Part setting on the Estimate Type is Single, select a part under Link to Part before you click Add. Otherwise, the message “Please select a Part.” appears.
  1. From editing an Estimate, click Input (tab).
  2. Click Parts (button).
  3. Click the part you want to add on the popup of available parts.
  4. Click Add (button) in the bottom corner.
  5. Edit the part’s details on the popup (optional):
    1. Description = Change the description.
    2. Qty = Select a Quantity Type and Quantity in the x field.
    3. Size (DxW) = Enter the depth and width.
    4. Margin = Enter a margin.
    5. Click Save (button).
  6. To add more parts, click Add Parts (button, bottom left) and repeat steps 3 to 5.
  7. Add Printing as follows:
    1. Click Link to Part on the left (it should be selected automatically).
    2. Click an option on the list in the centre.
    3. Click Add (button).
  8. Add Substrates as follows:
    1. Click Substrate under Link to Group on the left.
    2. Click an option on the list in the centre.
    3. Click Add (button).
  9. Add Finishing as follows:
    1. Click Finishing under Link to Group on the left.
    2. Click an option on the list in the centre (use Ctrl + left-click to multi-select).
    3. Click Add (button).
  10. Click the X in the top-right corner to close the popup.

How to Complete Costs (tab)

  1. From editing an Estimate, click Costs (tab).
    • Note: The costs are filled in automatically once the Input tab is complete. You can edit all the fields in blue.
  2. Edit the fields as needed. The most common changes are:
    • Choose a different supplier:
      • Materials = Click the dropdown list in the Supplier column and select a different supplier.
      • Routing = Only if some of the work is outsourced: click the dropdown list in the Supplier column and select a different supplier.
    • Edit the price adjustment. A positive number increases the price (surcharge). A negative number decreases the price (discount).
      • Under Materials = Enter a number in the Adj% column.
      • Under Routing = Enter a number in the Adj% column.
  3. Click Save (button) to see the effect of the changes on the estimate.

How to Complete Prices (tab)

  1. From editing an Estimate, click Prices (tab).
    • Note: If the items are set up correctly, the prices should be correct for each quantity. Each quantity appears on the tab as it is added. Negative quantities appear in red and are deleted when you click Save (button).
  2. Edit the fields in blue:
    • If the box in the Fix column is checked, you can edit the Fixed and Unit Sell Prices, but not the MU%.
    • If the box in the Fix column is unchecked, you can edit the MU%, but not the Fixed and Unit Sell Prices.
  3. Click Save (button) to recalculate the fields.
    • Note: The fields are only recalculated when you click Save (button).

How to Add Quantities

Note
  • Only one quantity can be the active quantity, and it determines the final price on the quotation.
  • You can include several inactive quantities to show customers the effect of selecting different quantities.
  • Negative quantities are not allowed.

How to Add a Single Quantity

  1. From editing an Estimate, enter a quantity in the field next to Add in the summary section (below the top row of buttons).
  2. Click Add (button).

How to Add a Range of Quantities

Warning
  • The new set of quantities replaces any quantities already entered.
  • The first quantity on the generated list becomes the active quantity.
  1. From editing an Estimate, click Prices (tab).
  2. Click Actions (button) > Add Quantities and fill in the fields as follows:
    1. Enter the Start quantity in the first field (e.g. 100).
    2. Enter the End quantity in the second field (e.g. 500).
    3. Enter the Step amount in the field next to Step (e.g. 100).
    4. Click Add (button).
      • Note: In this example, 100, 200, 300, 400 and 500 are added. If the range adds more than 101 quantities, BOS asks you to confirm (for example, “You have selected to add 201 quantities. Continue?”). The Start, End and Step quantities cannot be 0, and the End quantity cannot be less than the Start quantity. Otherwise, BOS shows one of these messages:
        • Invalid Start Quantity.
        • Invalid End Quantity.
        • Invalid Step Quantity.

How to Change the Active Quantity

Info
  • When preparing a quotation, the price for the active quantity appears in the total column.
  • However, you can still include inactive quantities to let customers see the price effect of choosing a different quantity.
  1. From editing an Estimate, right-click the quantity in the Summary section and select Set Active Qty.

How to Edit the Imposition

Note

The imposition is created from the part’s dimensions, and only limited editing is allowed.

  1. From editing an Estimate, click Input (tab).
  2. Double-click the image to open the interface.
  3. On the Constraints section:
    1. Enter new margins.
    2. Check the box next to Allow Rotate to allow the substrate to be rotated.
  4. On the Imposition section:
    1. Check the box next to Override to edit the layout (that is, how many items fit on a page), where applicable.
      • Note: The editable fields have a slight drop shadow.
    2. Check or uncheck the boxes to allow or prevent rotation.

How to Complete Description (tab)

  1. From editing an Estimate, click Description (tab).
    • Note: The description is created from the items with the D column checked on the Input tab.
  2. To add information to the description, click Note (button) next to Add.
    • Note: To remove the note, right-click it and select Delete.

How to Override the Description

Note

If a description is overridden, later changes on the Input tab are not reflected in it (e.g. checking or unchecking the D column, adding or deleting items).

  1. From editing an Estimate, click Description (tab).
  2. Right-click the description to change and select Override.
    • Note: The description status changes to Override.
  3. Edit the description as needed.
  4. Click Save (button) on the top row of buttons.

How to Remove an Override Description

Info
  • If you use Auto descriptions and delete an item that has its own Description, the auto-generated description is also deleted.
  • However, the description is not deleted if you override it. In this case, right-click the description and select Auto to delete it.
  1. From editing an Estimate, click Description (tab).
  2. Right-click the description you want to change and select Auto.
    • Note: The description status changes to Auto, and the default description replaces it.

How to Understand the Summary Section

Info

The summary section appears on the right when you edit an estimate on a transaction.

Estimate Summary section showing the costs, value-added amount and prices for the active quantity
Estimate Summary Section
  1. Enter a quantity and add it (click Add (button)).
  2. Shows the added quantities. The blue checkbox shows the active quantity. The prices for the Active Quantity appear in the summary section (3).
  3. The Estimate Summary has two columns. The first column shows an amount and the column next to it shows the percentage. The fields are:
    1. Materials: The total cost of materials (e.g. substrates and parts).
    2. Tasks: The total cost of tasks (e.g. finishing).
    3. Outwork: The total cost of tasks or services that were outsourced.
    4. Total Cost: The cost of materials, tasks and outwork.
    5. Markup: The expected profit.
    6. Subtotal: The total cost plus the markup.
    7. Adjustment: Any additional markup or discount.
    8. Total (exc): The VAT-exclusive amount (Subtotal plus Adjustment).
    9. VAT: The VAT as per the VAT Type on the transaction.
    10. Total (inc): The total including VAT (Total (exc) plus VAT).
  4. Summary:
    1. Direct Costs: The costs of parts or materials and outwork.
    2. Value Added: The amount available to labour and other in-house costs.

Deleting Estimates

Warning

Be careful when deleting estimates:

  • Estimates are items on transactions such as Quotations and Work Orders.
  • There is no undo function or recycle bin for deleting items.

How to Delete an Estimate – Option 1

  1. Open the transaction (e.g. a Quotation).
  2. Right-click the item that has the estimate on it and select Delete.
  3. Confirm the deletion on the popup.

How to Delete an Estimate – Option 2

  1. From editing an Estimate, click Actions (button) > Delete Estimate.
  2. Confirm the deletion on the popup.

Additional Features (viewing linked items, updating entries)

How to Update an Estimate With Estimate Type Changes

  1. From editing an Estimate, click Actions (button) > Update from Setups.
  2. Check or uncheck the boxes to update the Description, Attributes or Prices for each of these groups: All, Materials, Tasks and Outwork.
  3. Click Update (button).
    • Note: The popup shows the features that were checked and updated.
  4. Click the X in the corner to close the popup.

How to View a Linked Item

  1. From editing an Estimate, click Input (tab) or Costs (tab).
  2. Right-click an entry and select Open Linked Item.
    • Note: The linked item opens in a modal form (a popup with fewer options than the full screen), where you can edit it (see Items Modal Form).

How to View an Item Summary

  1. From editing an Estimate, click Input (tab) or Costs (tab).
  2. Right-click an entry and select View Item Summary.
    • Note: A summary of the item’s transactions opens on the right. To close it, click the red circle with the x.

How to Reorder Estimate Entries

  1. From editing an Estimate, click Input (tab).
  2. Right-click an entry and select Move Up or Move Down.

How to Delete Estimate Entries

  1. From editing an Estimate, click Input (tab).
  2. Right-click an entry and select Delete.
    • Note: If you delete a part, the linked items are also deleted.
  3. Confirm the deletion on the popup.

How to Delete Estimate Quantities

Note

The active quantity cannot be deleted. If you try, the message “Delete Failed. The active Quantity cannot be deleted.” appears. To delete it, first change the active quantity.

  1. From editing an Estimate, click Prices (tab).
  2. Right-click an entry and select Delete.
    • Note: You can also delete quantities from the Summary in the same way.
  3. Confirm the deletion on the popup.

How to Copy an Estimate

  1. From editing an Estimate, click Actions (button) > Copy Estimate.
    • Note: A new entry with the copied estimate is created on the transaction, and the copied estimate opens.

Report an issue with this page

For more useful feedback, select the text on the page you are reporting on, then click Feedback again — or continue without selecting anything.