Quotations General Settings
- quotation
- administrator
- quote
- statuses
- quote group templates
Configuration > Quotations > General Settings
Configuration > Sales > Quotations > General Settings
Related Guides:
| Field | Type | Description |
| Use Gross margin instead of markup | Checkbox | When selected & setting the cost/Gross Margin of a product on a Quote, the price will be calculated as per the Gross Margin formula. When not selected, the Mark Up formula is instead used. |
| Default Quote Gross Margin (%) | Decimal | Establishes the default Mark Up/Gross Margin to apply when adding lines to Quotes. |
| Method for calculating Tax | Single Select | The selection made here will determine the sequence in which tax rounding is completed. It can either happen per line, or as a aggregation over all lines. |
| Number of decimal places for Quote prices | Integer | Establishes the accuracy (number of decimal places) of Quote prices. |
| Included grouped items quantity by default (Quotes and Sales Orders) | Checkbox | If left unchecked, the quantity of individual items in groups will be hidden by default. This can be changed upon Quote / Sales Order creation. |
| Included grouped items price by default (Quotes and Sales Orders) | Checkbox | If left unchecked, the price of individual items in groups will be hidden by default. This can be changed upon Quote / Sales Order creation. |
| Included group quantity and price by default (Quotes and Sales Orders) | Checkbox | If left unchecked, the price and quantity of groups will be hidden by default. This can be changed upon Quote / Sales Order creation. |
| Attach quotation PDF when sending email | Checkbox | When sending the Quote Approval email to clients, the quotation will be attached as a PDF to the email. Using an Action with the "Email Quotation" System Use will follow the option set here. If disabled, the PDF will not be attached when sending both from the Quotation itself or the Ticket. |
| Show a URL field when adding an item to a quotation/sales order and when viewing the quote | Checkbox | When checked, a field will be available on Quote / SO lines for a URL to be attached to that line. This could be a link to the catalogue page for that item, or perhaps a video review of it. This URL will be displayed on the main table view. |
| From Address | Single Select | The mailbox selected here will be where Quotations are sent from. |
| Enable Comparative Quoting | Checkbox | When checked, there will be two new columns on the quote screen when you click into a quote "Current Price" and "Current Quantity" these are used for comparing prices and quantities on the details tab of a quote pdf (Configuration>Reporting>PDF Templates>*Choose entity: Quotation*>*Add "Current Price" etc to the details table of the quote*) . The pdf template used can be set on the quote in the details sidebar. You can also change the default PDF template in Configuration>Quotations. |
| Don't show the edit screen after selecting items to add | Checkbox | When checked, items will be added to the Quotation with their default values, and an edit prompt will not be shown each time. They can still be edited manually after addition. |
| Quote Statuses | Button | This will open up the menu for creating and modifying Quote Statuses. These can be set to allow editing, or to hide from end-users, or to mark the quote as closed / accepted. |
| Default Quote Status | Single Select | The Status selected here will be set as a default for any created Quotes. |
| Default Quote Sent Status | Single Select | The Status selected here will be set as a default when Quotes are sent. |
| Default Quote Cloned Status | Single Select | The Status selected here will be set as a default when a Quote is cloned. |
| Default Quote Revised Status | Single Select | The Status selected here will be set as a default when Quotes are revised. When a quote is revised it will have this status by default, the new quote will have the default new quote status. |
| Assigning of new Quotes | Single Select | This is used to determined who is assigned a quote by default on creation. The quote can either be unassigned automatically or assigned to the agent that created it. |
| Open Quote in a new tab when it is created from an Opportunity | Checkbox | When checked, should a Quote be created from an Opportunity, once it is saved, it will be opened up in a new tab. If not, then the quote will just be attached to the Opportunity, and can be opened from there manually. |
| Add all Products at once using the preset values in the group template | Checkbox | If checked, the checkbox for adding all items from the group to the quote with their pre-set values will automatically be enabled. If not, the option to do so remains, but will be unchecked by default. |
| Display the Opportunity workflow on the Quotation | Checkbox | When checked, the workflow set against the opportunity ticket will appear on the quotation screen. The Quotation must be raised from an opportunity ticket. |
| Multiple Selection | This drop-down allows you to choose which buttons to allow on a Quotation. | |
| Multiple Selection | This drop-down allows you to choose which buttons to allow when editing a Quotation line. | |
Quotation line long description | Single Select | (v2.244+) This determines what the Long description of a Quotation Line will populate with upon creation. This can be set to use the Product Name, Product Sales Description, or customised via variables. |
Quotation line long description variables | Free Text | (v2.244+) Only shows when "Quotation line long description" is set to "Use variables". This is the text and variables that will display as the long description on a Quotation Line. |
| Product Bundles (formerly Quote Group Templates) | Button | This will open up the menu for creating and modifying Quote Group Templates. These can consist of multiple items and groups of items with pre-configured settings and prices. These can all then be added at once to a Quote as a group. Multiple Quote Groups can be added to a single Quote. |
| Update prices for Bundle Products on Recurring Invoices when changed on the Bundle Template | Single Select | This determines if the price of an item updated when it is changed against the bundle. This will only update line items that are of the same Product Bundle. |
| Product Bundle Categories | Button | This will open up the menu for creating and modifying Product Bundle Categories. These categories can then be set against the bundle. |
| Item Code for Miscellaneous Items for Quotations and Sales Orders | Single Select | This item code attributed to the product selected here will be the item code applied when adding generic products to Quotes. |
Item for minimum total line on invoices | Single Select | Invoices can have a minimum amount set against them, if the invoice for some reason doesn't reach the minimal amount, this item which is inputted here, can be added to the invoice and it will then reach the minimal amount. |
Automatically add Product Groups as groups when adding Products to quotes | Checkbox | When checked, items on quotations will automatically be grouped by the item group they belong to. This group will be carried over to the sales order created from this quotation. This can be overridden per product/item group. For more information checkout the section "Group Items based on Item group" in Creating Quotations. |
| Show Bundle Quantity on Quotes | Checkbox | When enabled, the Bundle quantity can be changed on quotes after they have been added by editing the Bundle line. This will recalculate the Product quantities based on the updated Bundle quantity. |
| Behaviour when updating the cost of a line | Single Select | The selection made here will determine how editing the cost of a line will affect the other monetary values on the line. Options include to either have the price of the line updated, in line with the existing margin. Or have the margin and markup updated to fit the current price. The markup will be updated. |
| Sales order line description when creating from a quotation | Free Text | The text entered here will be used to describe SO lines when creating it from a Quote. It is highly recommended that $ variables are used here, to maintain unique line values. |
| Close Quotes automatically when creating a Sales Order | Checkbox | When checked, additional configuration becomes available for the automatic closure of Quotes once a Sales Order has been created from them. |
| Status to move to after creating a Sales Order | Single Select | The selection here is available from any Quotation Statuses. The status selected will be set once the associated Sales Order is created. |
| Default PDF Template for Quotations | Single Select | The selected PDF Template will be used as a default to format the Quote should it be printed. |
| Allow Quote-level PDF Customisation | Checkbox | (Only shows when the HTML Template Editor Type is set to "HTML Designer" in Configuration > Advanced Settings). When enabled, a "Customise PDF" button will show against quotes. Clicking this button will create a copy of the PDF in a new PDF Template tab. Here you can edit the PDF like you would on a template at PDF level using the html editor. You can also adjust the page order and add dollar variables. |
| Edit Quote PDF Templates | Button | This will open up the menu for creating and modifying Quote PDF Templates. These are fully customisable / brandable with custom HTML. |
Canned Messages for the $QUOTECANNEDVARIABLE | List | The messages put in this table will save as canned text. When clicking into a quote, there will be a single select on the details sidebar for selecting a $QUOTECANNEDVARIABLE. In order for the canned message to appear, you must add the $QUOTECANNEDVARIABLE to the PDF Template (Entity: Quotation), and then make sure you have selected the correct PDF Template on the quote, or if you have set it to "Default Template" (again this is configured on the details sidebar of a quote on a single select field) make sure the default PDF Template set in Configuration>Quotations is the one you configured with the $QUOTECANNEDVARIABLE. |
| Show the Canned Message on the approval screen on the portal | Checkbox | Following on from the setting above, when a quote is being approved, this variable will be displayed on the approval screen when the user accesses it on the self service portal. You can add videos to the canned text for them to show on the self service portal, using i.e. an Iframe html element. NB: The video will show to the side of the PDF, the column is narrow, so it is best to make the embedded video small. |
| View/Edit XLS Profiles for Quotation Lines | Button | This will open the page for XLS import profiles page can be created or edited. You can add field mappings, where you can map columns in the XLS spreadsheet to parts of the Quotation. |