Quote Options Explained

Form Settings

Show SOH (Stock on Hand) on Grid

Displays the Stock On Hand (SOH) column in the following lookup forms:

•Quote lookup

•Job Card lookup

•Invoice lookup

If you prefer not to display this column, disable it in one of the following settings:

• Quote Options > General tab

• Workshop Options > General tab

• Invoice Options > General tab

Click here for a definition of Stock On Hand.

After Adding an Item, Jump Directly to Add Next Item

After an item is added to the quote, the cursor automatically moves to the next line for faster data entry.

Customers: Show Inactive.

When enabled, inactive customers can still be selected when creating a new quote.

Allow Change Cost Price

Allow Change Cost Price

Allows the cost price to be edited on the quote.

This lets you simulate different cost scenarios and immediately see how they affect:

•Markup

•Gross Profit (GP)

Important:

Changing the cost price on a quote does not affect accounting or journal entries. It is used only for calculation purposes.

Typical Use Case:

If a customer intends to purchase large quantities, you may negotiate bulk pricing with your supplier. Enter the revised cost price on the quote to evaluate the new markup and selling price.

Structured Internal Note.

Structured Internal Note

Enhances the Internal Note field used in:

•Quote Options

•Workshop Options

•Sales Order Options

Instead of free text only, the system now automatically records:

•Date

•Time

•User who entered the note

This improves traceability and audit history.

See also: Internal Note

Reset Price When Change Customer

Reset Prices

If the customer is changed on a quote:

•The system retrieves the latest prices applicable to that customer

•Any entered payment amount is cleared

This ensures pricing remains accurate, since customers may have different price structures.

Note:

Non-Stock Items (NSI) are not affected by this reset.

Increase Quantity Instead of New Line

Increase Quantity Instead of New Line

If the same item is added again to the quote:

•The system increases the quantity on the existing line

•Instead of creating a new line

This is true for invoices, quotes, or goods received note.

Total Due Rounding.

Total Due Rounding.

Rounds the total quote amount and displays the rounding value.

See also: Stock Options > Pricing tab.

Approval Required (Quote Options).

When 'Approval Required' is enabled:

1. Quotes cannot be converted to invoices until approved.

2. Quotes must be approved before they can be printed or emailed.

This rule applies even if a user has print/email permissions in the Security Settings.

Note: Users must have the "Can Approve" security permission to approve quotes.

Change Markup Sets Line Discount

If the markup percentage is adjusted on a quote item, the difference is automatically reflected in the Discount % column.

Alerts

Alerts: Quote Older than X Days

Displays a warning when a quotation is older than the specified number of days.

Note:

This is a Local Setting, meaning it only applies to the current workstation.

Other Settings

Cost Price Method (Quotes Only)

Determines which cost price is displayed in the Cost Price / Unit column on a quote.

Available options:

•Cost of Sales Valuation Method

•Pricing Method

The selected method determines which cost value is displayed.

Important:

The displayed cost price is for informational purposes only and does not affect accounting entries.

Recommendation:

If unsure, select Cost of Sales Valuation Method.

Quote Expiry

Quote Expires after X Days

Defines how many days a quotation remains valid.

After a quote expires, the following rules may apply:

1. Block Transfer

Prevents the quote from being converted to:

•Invoice

•Sales Order

•Job Card

2. Allow Transfer if Prices Unchanged

Allows conversion only if item prices have not changed since the quote was created.

Quote Defaults

Estimate

When enabled, the printed document will display Estimate instead of Quote.

Follow-Up After X Days

Automatically sets the Follow-Up Date on the quote based on the number of days specified.

Example:

If set to 7 days, the follow-up date will be 7 days after the quote date.

Quote Required Fields

Required Fields

You can require certain fields to be completed before a quote can be saved.

Available quote required fields:

•Type

•Status

•Contact Name

•Contact Telephone

•Contact Email