Quote Master

Quote No.

Unique identifier for the quote. Enter # to auto-generate the next available number when saving. Once saved, the number is permanent and cannot be changed back to #. Sequence numbering is global (shared across all stores).

Reference

Optional external reference number (e.g. a customer PO number or RFQ reference).

Date

The date the quote was created. Defaults to today. Changing the date recalculates all item prices based on price schedules and promotional batches active on that date.

Time

The time the quote was created. Used together with the date for precise audit tracking. Changing the time also triggers a price recalculation.

Store

The store the quote applies to. Defaults to the current store. Changing the store will: clear the employee and station fields, check if the customer is valid for the new store, remove any items not stocked in the new store (with a warning), and recalculate all prices using the new store's price schedules.

Station

The workstation where the quote was created. Informational only.

Employee

The employee creating the quote. This field controls the price override security check — if the employee's security type does not allow SELLING_PRICE_OVERRIDE, the Price and Ext Price columns in the item table become read-only.

Status

Transaction status. Controls posting and visibility in lists.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Memo

Free-form memo or notes attached to the transaction.

Customer

The customer being quoted. Selecting a customer auto-populates: the address, tax exempt status, payment terms, and any customer-specific discounts. If the customer has an alert message defined, an alert icon appears next to the field — click it to view the alert.

Alert

Click the alert icon next to the customer to view the customer's alert message.

Address

The customer's billing address, auto-filled from the customer master. Can be manually edited for this quote without changing the customer's permanent address.

Tax Exempt

If the customer has a tax exemption, it is set here. This overrides the normal item-level tax calculation so that exempt items are not charged tax. Can be manually changed for individual quotes.

Ship Via

Free-text field for the shipping method (e.g. "FedEx Ground", "Will Call"). This value will carry over when the quote is converted to an order or invoice.

Expire Date

The date this quote expires. After this date, the quote is still accessible but serves as a reminder that the pricing may no longer be valid.

Terms

Payment terms from the Terms master. Auto-populated from the customer's default terms. Can be overridden per quote.

Customer Unit

An optional customer unit the quote applies to. Customer units are sub-entities of a customer — branches, departments, or service locations. Changing the customer clears this field if the unit doesn't belong to the new customer. See the Customer Unit Master.

Item Number — Enter or look up an item number. Only sold items appear in the lookup. When an item is selected, the description, size, default price, and tax are auto-populated.
Description — Auto-filled from the item master. Can be overridden for this quote (e.g. to add custom specifications). Double-click the description field to open a multi-line editor for longer text.
Size — The selling size for this item (e.g. Each, Case, Pack). A dropdown is populated with all valid sizes defined in the item master.
Qty — The quantity being quoted.
Price — The unit selling price. Auto-calculated from the item's price schedule based on the customer, date, and quantity. If the employee has SELLING_PRICE_OVERRIDE security, this can be manually changed.
Ext Price — The extended price (Qty × Price). Can also be edited directly if price override is allowed; the unit price will be back-calculated.
Discount — Shows any line-level discounts applied (as percent or dollar amounts, comma-separated if multiple).
Tax — The tax code for this line item. Auto-set from the item's default tax. Editable only if the employee has CHANGE_ITEM_TAX security.

Description Editor

Inline editor for the line description. Double-click to open a larger multi-line editor.

Size

Dropdown of valid selling sizes for the selected item.

Qty

The quantity being quoted.

Price

The unit selling price editor.

Ext Price

The extended price editor (Qty × Price).

View/Edit Description

Dialog opened by double-clicking the description cell for editing longer text.

Item Total — Sum of all line extended prices before discounts and taxes.
Line Discounts — Total of all line-level discounts across all items.
Trans. Discounts — Total of all transaction-level discounts applied in the Discounts tab.
Tax Total — Total tax amount across all line items.
Deposit Total — Total deposits (e.g. container deposits) across all items.
Levy Total — Total levies (e.g. environmental levies) across all items.
Qty Total — Sum of all line quantities.
Total — The grand total of the quote: Item Total − Line Discounts − Trans. Discounts + Tax Total + Deposit Total + Levy Total.

Comment

Free-text comment area for internal notes or messages to print on the quote. When converting to an invoice using Create Invoice, you have the option to copy this comment to the invoice.

Read-only breakdown of all taxes on the quote, grouped by tax code:

Tax — The tax code name.
Taxable — The taxable amount for items where tax is calculated on the base price (tax-exclusive pricing).
Tax Amt — The calculated tax on the taxable amount.
Inc. Taxable — The taxable amount for items where tax is included in the price (tax-inclusive pricing).
Inc. Tax Amt — The calculated tax extracted from the tax-inclusive amount.

Ship To

An optional different customer as the delivery recipient. If the goods are being shipped to a location other than the billing customer, select the ship-to customer here. The address will auto-populate from that customer's master record.

Address

The shipping address, auto-filled from the Ship To customer. Can be edited manually for this quote.

Include Tax?

When checked, the quoted price for this line includes tax (tax-inclusive pricing). Toggling this recalculates the line total and tax breakdown.

Include Deposit?

When checked, the quoted price for this line includes the deposit amount. Toggling this recalculates the line total.

Discountable?

Whether this line item is eligible for discounts. Defaults from the item master's discountable flag. Uncheck to exclude this item from all discount calculations.

Show On Hand?

Toggle the On Hand field visibility. When enabled, the current on-hand quantity for this item in the quote's store is displayed.

Tax

Read-only display of the calculated tax amount for this line.

Deposit

The deposit amount for this line (e.g. container deposit). Editable — changing this value recalculates the line total.

Levy

The levy amount for this line (e.g. environmental or recycling levy). Editable — changing this value recalculates the line total.

On Hand

Read-only display of the current on-hand inventory for this item (only shown when "Show On Hand?" is checked).

Discount

Select a predefined line-level discount from the Discount master. Only line-type discounts are shown. Auto-populates the percent or dollar amount.

Percent

Radio button selecting a percentage-based discount method for the line.

Percent Amount

Percentage discount amount to apply to the line's extended price.

Dollar

Radio button selecting a dollar-based discount method for the line.

Dollar Amount

Dollar discount amount to apply to the line's extended price.

Price Over-ride?

When checked, marks the current line's price as a manual override. This flag persists so the price is not recalculated when the date, customer, or store changes.

Line Disc.

Read-only total line discount amount for this item.

Line Total

Read-only total for this line after discount, tax, deposit, and levy.

Trans. Disc.

Read-only display of this line's share of the transaction-level discount.

Location

Read-only display of the item's warehouse location.

Ordered

Read-only quantity that has been ordered (from a Sales Order created from this quote).

Invoiced

Read-only quantity that has been invoiced (from an Invoice created from this quote).

Transaction-level discounts that apply to the entire quote. These are separate from line-level discounts and are applied after line totals are calculated.

Discount — Select a transaction-level discount. Only transaction-type discounts appear in the lookup.
Percent — The discount percentage (for percentage-method discounts).
Dollars — The discount dollar amount (for dollar-method discounts).
Total — The calculated discount total applied to the quote.

Transaction discounts are populated from three sources, in order: (1) auto-apply discounts defined in the system, (2) customer-specific discounts from the customer master, and (3) manually added discounts. When the customer changes, sources (1) and (2) are automatically refreshed.

Item Search

Opens a search dialog to find items within the quote's line item table by item number or description. Use Next to find the next match; the cursor moves to the matching row. Use Start search at top? to restart from the beginning. If no more matches are found, you're offered the option to start over.

Create Order

Converts the quote into a Sales Order. Requires the quote to be active (not inactive). The system prompts to save unsaved changes first, then asks whether to default the order quantities from the quoted quantities. A new Sales Order screen opens pre-populated with all items, prices, and customer data from the quote. If the order is saved, the originating quote is automatically set to inactive. If the order is cancelled, the quote remains active.

Create Invoice

Converts the quote directly into a customer Invoice. Requires the quote to be active. A dialog offers two options: Default item quantity from quote (pre-fills invoice quantities from the quote) and Copy over comments to invoice (transfers the comments tab text). A new Invoice screen opens with all data from the quote. If the invoice is saved, the quote is automatically set to inactive.

Default item quantity from quote

When creating an invoice from the quote, pre-fill invoice quantities from the quoted quantities.

Copy over comments to invoice

When creating an invoice from the quote, copy the comments tab text to the new invoice.

Stock Status

Opens the Stock Status screen pre-loaded with the currently selected item, showing on-hand quantities, on-order, and minimum/maximum levels across stores.

Linked Items

Opens the Linked Items screen for the currently selected item, showing related items (substitutes, accessories, cross-sells). Selecting a linked item from this screen adds it to the quote.

Save

Saves the quote. If auto-number (#) is used, a unique number is assigned. After saving, you are prompted to print the quote.

Delete

Deletes the current quote from the database.

Copy

Creates a duplicate of the current quote with a new auto-generated number, today's date, and all ordered/invoiced quantities reset to zero.

Print

Prints the quote using the quote_print.xml report template.

Email

Emails the quote to the customer.

Inactive

Marks the quote as inactive. Inactive quotes remain in the database for historical reference but cannot be converted to orders or invoices.