Quotation and Order

Quotations

A quotation is a proposal estimate sent to customer to get approval of what’s to be done, and how must the customer will pay for it.

On the quotation form, you can record all the information about the sent proposal, including attaching some file completely describing the proposal with details terms and conditions.

Transform quotation to order

  • A quotation can be copied into an order when corresponding document is received as customer agreement.

Bill lines section

  • This section allows to detail the quotation modality.

Section: Description

Field

Description

Id

Unique Id for the quotation.

Name

Short description of the quotation.

Quotation type

Type of quotation.

Project

The project concerned by the quotation.

Origin

Element which is the origin of the quotation.

Customer

Customer concerned by the quotation.

Contact

Contact in customer organization to whom you sent the quotation.

Request

Request description.

Additional info.

Any additional information about the quotation.

* Required field

Field: Customer

  • Automatically updated from project field.

Section: Treatment

Field

Description

Status

Actual status of the quotation.

Responsible

Resource who is responsible for the quotation.

Sent date

Date when quotation is sent to customer contact.

Send mode

Delivery mode.

Offer validity

Limit date of the validity of the proposal.

Likelihood

The probability that the proposal will be accepted.

Handled

Box checked indicates that the quotation is taken in charge.

Done

Box checked indicates that the quotation is processed.

Closed

Box checked indicates that the quotation is archived.

Cancelled

Box checked indicates that the quotation is cancelled.

Planned end date

Target end date of the activity object of the quotation.

Activity type

Type of the activity object of the quotation.

Payment deadline

The payment deadline is stated on the quotation.

Amount

Total amount of the quotation.

Estimated work

Work days corresponding to the quotation.

Comments

Comment about the treatment of the quotation.

* Required field

Field: Payment deadline

  • If the payment deadline is not set, the value defined for the selected customer is used.

Fields: Amount

Columns:

  • Ex VAT: Amount without taxes.

    • The amount is automatically updated with the sum of bill lines.

  • Tax: Applicable tax.

    • If the applicable tax isn’t set, the tax defined for the selected customer is used.

  • Full: Amount with taxes.

Hint

Activity type

  • The activity should be created only after approval.

Orders

An order (also called command) is the trigger to start work.

On the order form, you can record all the information of the received order.

Scheduled work and budgeted cost of project

  • The scheduled work (field: “validated work”) of the project will be initialized with the sum of total work from all orders.

  • The budgeted cost (field: “validated cost”) of the project will be initialized with the sum of the total amount before taxes for all orders.

  • See: Resources (Work & Cost)

Bill lines section

  • This section allows to detail the order modality.

Section: Description

Field

Description

Id

Unique Id for the order.

Name

Short description of the order.

Order type

Type of order.

Project

The project concerned by the order.

Customer

Customer concerned by the order.

Contact

Contact in customer organization to whom you sent the order.

External reference

External reference of the order (as received).

Date of receipt

Receipt date.

Receive mode

Delivery mode.

Origin

Element which is the origin of the order.

Description

Complete description of the order.

Additional info.

Any additional information about the order.

* Required field

Field: Customer

  • Automatically updated from project field.

Section: Treatment

Field

Description

Status

Actual status of the order.

Responsible

Resource who is responsible for the order.

Handled

Box checked indicates that the order is taken in charge.

Done

Box checked indicates that the order is processed.

Closed

Box checked indicates that the order is archived.

Cancelled

Box checked indicates that the order is cancelled.

Activity type

Type of the activity object of the order.

Linked activity

Activity representing the execution of the order.

Initial

Initial values.

Amendment

Additional values.

Total

Sum of the initial values and amendment.

Start date

Initial start date of the execution of the order.

End date

Initial and validated end date of the execution of the order.

Comments

Comment about the treatment of the order.

* Required field

Fields: Initial, Amendment and Total

Columns:

  • Ex VAT: Amount before taxes.

    • The column value is automatically updated with the sum of bill line amounts.

  • Tax: Applicable tax.

    • If the applicable tax isn’t set, the tax defined for the selected customer is used.

  • Full: Amount with taxes.

  • Work: Work days corresponding to the order.

    • The column value is automatically updated with the sum of bill lines quantities.

    • When the measure unit is “day”.

Field: Amendment

  • The columns values “Ex VAT” and “Work” are automatically updated with the sum of billing lines with selected amendment checkboxes.

Fields: Start and end date

  • Initial : Initial dates

  • Validated : Validated dates

Hint

Activity type

  • The activity should be created only after approval.