Quotations

Who can:AdminManagerSales

Choose Generate quote on an RFQ, or open Quotations and choose New quotation. Start from an RFQ or from nothing:

• From an RFQ works once costing has started, while the RFQ is Open, Overdue or Completed. You choose which lines to quote.
• Blank needs only a customer. Terms come from the customer's profile and you type the lines on the draft.

A new quotation takes the customer's commercial defaults, registered address and contacts. Attention to is the RFQ's requestor when there is one, otherwise the customer's default Attention-to contact; Procurement is the default Procurement contact. The attention contact's phone, H/P and email print with them. Contacts are kept up to date on the customer page.

Costing doesn't have to be finished. A line starts at the price costing has calculated so far, or TBC when there is none, and shows a Provisional chip until its costing is complete. Check those prices before you submit.

An RFQ can have several quotations, for example one now for the costed parts and another later for the rest. Lines already on an open quotation start unticked in the line picker; tick them to quote them again. The RFQ's Actions panel lists its quotations.

Summary

Customer, quote date, valid until, currency, line count, grand total and line outcomes, with the workflow buttons underneath.

Lines

Each part with its quantity and price. A chip shows where the line came from: its RFQ and line number, the Product Master, or typed. Right-click a draft line, long-press it on a phone, or use the ⋯ button to duplicate it, break it into child parts, or delete it. On a phone each line is an editable card. The # and Part columns stay pinned when you scroll sideways, and a sticky bar keeps the grand total in view.

Commercial terms

Quote date, validity in days, currency, payment term, incoterm, vendor code, lead time, packaging and sales person.

Quote remarks and Internal remarks

Quote remarks print on the PDF. Internal remarks never print. Both can be formatted.

Terms and conditions

The text printed at the end of the quotation. The toolbar adds bold, italic and underline, headings, bulleted and numbered lists, tables and links, and they print as shown.

Success capture

Where you record whether each line was won, once the quotation is issued.

Validity (days): How many days the quoted prices stay valid from the quotation date.

When you change anything, a bar at the bottom of the page shows Save quotation and Discard. Discard puts every field back to how it was last saved.

Each line shows its unit price with the RFQ unit price in grey underneath, the amount, and the margin against the RFQ price. The margin turns amber below 10% and red when the price is below the RFQ price. The footer counts the lines, flags any that are not priced yet and shows the grand total. When that footer scrolls off screen, a sticky bar at the bottom of the page keeps the same totals (and Save quotation when there are unsaved changes).

A line's price is a unit price or one of TBC, FOC, On Request or No Offer, chosen from the menu beside the price. Use No Offer for a part you are not quoting. Text prices print instead of an amount and are left out of the grand total.

The arrow at the end of a line opens its details: Lead time, Packaging and Remarks. The lead time and packaging under Commercial terms are the defaults for every line and show in grey until you type an override, which shows in bold. The PDF prints a line's own lead time or packaging under it when it differs from the default. Details open by themselves on lines that have any of these set; when closed, the line shows them as small tags.

A line's Remarks start with the remarks from its RFQ line. Edit them as needed; they print under the part on the PDF.

Who can:AdminManagerSales

• Add line on a draft types a line that isn't on the RFQ, such as labour, tooling or a service. The part number is optional; without one the unit defaults to lot.
• Tick Link to the Product Master to find the part, or add it for validation, so an award goes into its price history. Unlinked lines never reach the Product Master.
• The bin button removes a line. Right-click, long-press on a phone, or the ⋯ button opens the same delete, plus Duplicate row and Breakdown (1, 2, 3 or a custom count of child parts). Nesting is one level; the parent unit and total become the sum of its children. Deleting a parent also removes its children.
• Save or discard your other changes first; line actions wait until the draft is saved.

A quotation needs at least one line before it can be submitted.

• Apply customer profile offers the customer's usual vendor code, currency, payment term, incoterm, validity, lead time, packaging and sales person. It shows each field that would change, side by side, and you choose which to take. Nothing changes until you choose. Applying it also refreshes the contacts from the customer page.
• New quotations start with the Default terms template, the first one in Master data. Apply template… switches to another template, formatting included. You can still edit the text afterwards.

1. Check prices, terms and validity, then Submit.SalesDraft
2. Approve and issue, or reject with a reason, which returns it to Draft.ApproverAwaiting approval
3. The exchange rate to MYR and the bill-to address are fixed, and the PDF is created. Send it to the customer.Issued

Quotations are numbered IPV-Q-##### with a revision in brackets, starting at (00).

• Revise needs a reason and works on Issued, Expired or Closed out quotations. The old revision stays as it was.
• Duplicate copies a quotation to a new number, for example to quote the same parts to another customer.

A Source changed chip on a line means: A line on the source RFQ was re-costed after this quotation was made. Prices are not updated automatically.

Check the new costing on the RFQ and update the price on the draft if needed.

Who can:AdminManagerSales

• In Success capture, mark each line Awarded with the customer's PO number, or Failed with a reason.
• When every line has a result, Close out the quotation. It shows Closed out.
• Issued and awarded prices go into the part's price history, unless the part is marked Estimated or Rejected. See Price history.
• Win rate and quoted value on the Analytics page come from these results.

The quotation register shows one row per quotation. Use the arrow at the start of a row to expand its lines without leaving the list — the arrow shows how many top-level lines the quotation has, and the header arrow expands or collapses every row on the page. Expanded lines show number, outcome status (a coloured dot and label for Pending, Awarded or Failed, plus Provisional when RFQ costing is still open), part number, revision, description, quantity, MOQ, UOM, lead time, packaging, RFQ unit price, quote unit price and total price. On a phone the register is a stack of cards (quote ref, status, customer, RFQs, validity and total with margin); expand a card to preview its lines as a compact list.

Quote #

The quotation number and revision. Click it, or anywhere on the row except the expand control and RFQ links, to open the quotation. This column stays visible when you scroll the table sideways.

RFQ #

Every RFQ this quotation was made from, as links. Blank quotations with no RFQ show —. When there are more than two, the cell shows the first two and a +N more control.

Status

A coloured dot and label: Draft, Awaiting approval, Issued, Expired or Closed out.

Customer

The customer on the quotation. Long names are clipped; hover to read the full text.

Attention To

The attention contact named on the current revision.

Quote Title

The title of each linked RFQ. When there is no RFQ, the cell shows —. Long lists use +N more like RFQ #.

Received

When the quotation record was created.

Last Edit

How recently the quotation or its current revision was updated. Hover for the full date and time.

Date of Quotation

The commercial quote date on the revision. Issued and expired quotations also show the valid-until date and how soon they expire (or how long ago they expired).

RFQ Total

Sum of the linked RFQs' top-level lot totals, in the quotation currency when shown.

Quotation Total

The grand total of the current revision. When linked RFQs share the quotation currency, a margin line shows how the total compares with the RFQ total.

Sales Person

The sales person named on the revision.

• Status tabs under the heading jump to All or a single status. They stay in sync with the status filter in Filters.
• Filters, Views and Export work the same way as on the RFQ register. Export includes the columns above.