Setup Example – Quotations
- Quotations give customers an upfront price for goods and services.
- Quotations are not posted to the ledger (that is, they do not affect accounting).
- Estimates, proposals and all other items can be entered on a quotation.
- Billing information can be pre-created as items with selling prices.
- Quotations can also have custom entries In that case, the person creating the quotation must enter the information and prices when they create the quotation.
- Version numbers give customers different options for the same product.
- Linking quotations to a calendar is optional. In this example, they are linked to an Events calendar.
- In this example, an accepted quotation is copied to Sales Orders.
💡This page provides an example of a Transaction Type setup for Quotations.
Header
- Description: Quotations
- Code: CUS QT
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Quotations.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Currencies | Select which currencies apply to the Transaction Type. The options are:
| Select an option from the dropdown list. | If you use multiple currencies. If you change this setting on one Transaction Type, you must change the setting on all the Transaction Types in the same transaction flow (e.g. Quotation > Sales Order > Customer Invoice). |
| Accounting > Debit Type | Select from a dropdown list of account types. The options are:
| Customer | Always |
| Accounting > Default – Deposit % | Enter the default deposit percentage that customers must pay or that must be paid to suppliers. | 50 | If customers must pay deposits. |
| Accounting > Default – Price includes VAT | Checkbox. If checked, the price includes VAT. Determines how VAT is calculated.
| Check the box. | If you want to enter VAT-inclusive prices (as opposed to VAT-exclusive prices). |
| Accounting > Default – VAT Type | Select a default VAT Type for the Transaction Type from a dropdown list of all the created VAT types. | Select the Standard VAT Type. | If you are registered for VAT. |
| Calendar > Enable Date End (Enter Caption) | Enter a caption for the transaction’s end date on the calendar. | Event End | If you link quotations to a calendar. |
| Calendar > Enable Date Start (Enter Caption) | Enter a caption for the transaction’s start date on the calendar. | Event Start | If you link quotations to a calendar. |
| Calendar > Resource Calendar (Transaction Items) | Select the Calendar Type for the transaction from the dropdown list. | Events First create a calendar for the events you quote for, then select it here. | If you link quotations to a calendar. |
| Calendar > Set Quantity from Calendar (Duration between Start and End Dates) | Checkbox. If checked, the durations on transactions are automatically changed to the working hours between the end and start calendar dates. The quantity is rounded to the calendar’s smallest scale. Days are calculated on a check-in/check-out model: 12/10/25 – 13/10/25 = 1 day. Transaction update method:
| Check the box. | If you are using calendars and the start and end dates are not on the same day. |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type (e.g. This Month, Pending). | Select an option from the dropdown list. | The default value is Pending & Active. Add this setting if you want a different default filter. |
| Estimating > Enable Estimating | Select an option from the dropdown list:
| Quotations | If prices are based on estimates. |
| General > Add Items from the following Categories | Limits the items that can be added to those in the selected categories. Click Edit in the Value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added to quotations (e.g. only Finished Goods). |
| General > Add to Followers | Select Follower options from the dropdown list. Multiple options can be selected:
| Rep | If you want to email quotations to multiple recipients (e.g. the customer and the rep). |
| General > Contact Lookup | Select which contact fields to include when selecting a contact for a transaction from the dropdown list. The options are:
| Select an option from the dropdown list. | If you want to search for contacts by fields other than their names (e.g. by their positions). |
| General > Enable Address | Select which addresses are enabled on the transaction from the dropdown list. You can select one or both:
| Select Delivery. Also select Billing if you want to show the billing address. | If you charge for delivery based on a specific address, which should then be shown. |
| General > Enable Artwork | Checkbox. If checked, artwork is enabled and can be uploaded to an item on a transaction as an attachment. | Check the box. | If you want to include artwork with the quotation. |
| General > Enable Assets | Checkbox. If checked, you can select an asset from a dropdown list. | Check the box. | If your quotations involve servicing or repairing customers’ assets. |
| General > Enable Company | Select what type of company should be in the header:
| Customers (All) Select Customers (Active) instead to exclude suspended customers. | Always |
| General > Enable Due Date (Enter Caption) | Enter a caption if the Due Date field should be added to the transaction (e.g. Due Date). | Event Date | If you want to indicate a date (e.g. the date of the event, or the date by which the goods should be ready internally). |
| General > Enable Entities | Select an option from this list:
| Branch | If you allocate transactions to branches. |
| General > Enable Proposals | Checkbox. If checked, proposals can be created from the transaction. | Check the box. | If you want to use proposals. |
| General > Enable Required Date (Enter Caption) | Enter a caption if the Required Date field should be added to the transaction (e.g. Req. Date). | Req Date | If you want to indicate the date by which the customer wants the goods or services. |
| General > Enable Staff | Select how transactions are assigned:
| Rep | If you want to select a rep, or assign the follow-up of the quotation to a staff member other than the rep. |
| General > Enable Version Numbers | A checkbox. If checked, version numbers are enabled (e.g. Quotation versions). This setting cannot be changed if there are transactions. | Check the box. | If your quotations contain variations of the same product (e.g. brochures printed on matte paper (Ver 1) or glossy paper (Ver 2)). |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column. Enter a reference, one entry per line. Check Auto Height to show the full list. | If you want the person capturing the quotation to select a reference instead of entering one. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the Transaction Type is first created. The options are:
A warning appears on the orange warning bar if you enter a duplicate transaction number.
This setting cannot be changed if there are transactions. | Select an option from the dropdown list (e.g. Generate (Entity)). | If you use multiple entities that produce their own documents. |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | Select an option from the dropdown list. | If you want to limit the type of items that can be added. |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although two transactions are involved in the copy, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
