New Quotation

Purpose:
The Quotation is a formal offer made to a client detailing the pricing, terms, and services or goods you propose to deliver.
It precedes any invoice or delivery and is typically sent after an inquiry/request from the client.

1. Client & Project Information

• Client Name (Mandatory):
  • Select the client to whom the quotation is addressed.
  • Option to +New if the client is not already in the system.
• Project Name (Optional):
  • If linked to a specific project, select it.
• Attention (Mandatory):
  • Person who should receive/attend to the quotation (example: Ms. Carisa).
• MCST, Postcode, Block/Street/Area, Floor/Unit:
  • Basic address details for the service or delivery location.
  • Auto-fill options available.

2. Quotation Details

• Quotation Date (Mandatory):
  • Date when the quotation is created.
• Expiry Date (Mandatory):
  • Last date until which the quotation is valid (helps avoid indefinite validity).
• Subject (Mandatory):
  • Brief heading describing the quotation (e.g., “Quotation for provision of security services”).
• Body Text:
  • A paragraph area where you explain the offer or provide additional context (editable with formatting options).

3. Quotation Items

• Manpower/Security, etc. (Item Category):
  • Choose the category (e.g., manpower, Adhoc- security, technology, etc.).

• Unit Type:
  • E.g., “Day,” “Hour,” “Piece,” depending on how your service/product is measured.
• Item Description:
  • Description of the specific service or product offered.
• Qty & Unit Rate:
  • Enter quantity and price per unit.
• Subtotal, GST % and Total Amount:
  • Automatically calculated based on item entries.
  • GST is adjustable (example shown is 9%).

• Add Item/Add Discount:
  • Add multiple services/products and apply discounts if needed.

4. Terms & Conditions

• Terms & Conditions Field:
  • Input specific conditions (e.g., payment terms, warranty, delivery schedules).
  • Default text can be preloaded or customized per quotation.
  • You can highlight key contacts (e.g., CEO’s phone number).

5. Attachments

• Add Adhoc Attachment:
  • Attach documents like brochures, technical specs, or company profiles to support the quotation.

6. Create or Cancel

• Create:
  • Save and finalize the quotation; typically becomes a PDF or system record to send to the client.
• Cancel:
  • Abort the process if you don’t wish to save the entry.

📋 Summary Workflow:

1. Fill client and project details.
2. Set quotation and expiry dates.
3. Enter itemized list with prices.
4. Add terms & conditions.
5. Attach any supporting files.
6. Click Create to finalize and share with client.