About the MS Quotes Form

Use this form to set up quotes for selling materials to customers, jobs, and/or other inventory locations.

Quotes allow you to assign materials, quantities, and prices for specific customer jobs, your own jobs, or purchasing inventory locations. You can also establish defaults and overrides for material pricing, payment discounts, haul codes, haul zones, pay codes, phases and cost types for job sales, and invoice controls for customer sales. The system treats accepted quotes like sales orders indicating the materials, prices, and quantities for shipping or hauling.

Note: The system automatically updates allocations of stocked materials to Inventory when quoted materials become 'ordered' and relieved when tickets are posted or the quote is closed. General Information

How a Quote is Used

The system uses quotes to provide certain information—specifically, material prices and/or haul rates—when entering tickets in MS Ticket Entry. When you upload a ticket or enter it manually, the system searches for active quote information based on the sale type and purchaser. When you make a customer sale, the system searches for the customer’s entry based on Customer #, Customer Job, and PO#. If the sale is to a job or other inventory location, the system searches for an active quote entry for that specific job or location. If the system finds an entry, it uses the information on that quote to provide default values.

The types of quotes used in this form are:

  • Customer — Customer quotes can be set up at the customer, customer job, or customer PO level. 
Customer level quotes enable you to define one master quote for several jobs. Use master quotes when quote information does not change on a per job basis. For example, if you have a customer that typically receives a certain discount on selected materials, set up the master quote to include the discount.

    Customer Job level quotes are used when certain jobs require special pricing or discounts. By setting up customer job quotes, you can override certain material pricing, discounts, and haul information without affecting any quotes set up at the customer level.

    Customer PO level quotes enable you to define specific pricing and/or discounts for use with a specific purchase order.

    Note: When you enter customer-related tickets in MS Ticket Entry, the systems makes a hierarchical search for a customer quote. The system will first search for an active quote matching the customer, customer job, and customer PO#. If a quote is not found at that level, the system searches for an active quote matching the customer and customer job. If a quote is not found at that level, the system then searches for an active quote for the customer.
  • Job — Job quotes are set up on a per job basis, allowing you to define material pricing information and haul rates for each job to which you sell materials. You also have the option to establish phase and cost type information that the system uses as defaults when entering or editing tickets and hauler time sheets.

  • Inventory— Inventory quotes are set up on a company/location basis; pricing information is specific to each location within a company to which you sell materials. Remember, selling materials to another inventory location is not the same as a material transfer; do not use quotes unless you are actually selling the materials. If you are selling materials to other inventory locations, you may also need to set up the intercompany invoicing option (in MS Company Parameters) so that sales can be invoiced and paid in the same manner as a customer sale.

Info and Invoices Tab

Use the Info tab to set up general information about the quote: quote type (Customer, Job, Inventory), quote contact, expiration date, and the price and discount templates that the system uses for material pricing and payment discounts, respectively.

For job and customer quotes, if you are using the oil price escalation/de-escalation feature (i.e. have set up price indexes in HQ Escalation Index), you can apply price escalators to the job or customer/customer job by checking the Apply Price Escalators box (Info tab) and setting a Bid Index Date. Based on the sales of applicable materials (e.g. asphalt mixes, etc.) to the job or customer/customer job in MS Ticket Entry, the MS Oil Price Escalation report will determine increases/decreases in pricing using the bid index date specified for the quote and the pricing index (monthly escalation/de-escalation). You can then use the MS Oil Price Escalation report to review the resulting pricing adjustments.
Note: If you check the Apply Price Escalators box for a job quote, and have also checked the Apply Price Escalators box for the job/project in JC Jobs/PM Projects, the bid index date specified on the quote will take precedence over the contract start date. The contract start date will only be used if no quote exists for the job.
Note: You can use the MS Oil Price Setup report to easily review quotes, by state, that are using this feature.

See HQ Escalation Index for information about the pricing escalation feature.

For customer quotes only, use the Invoice tab to set up additional information related to invoices. This includes the Create a Separate Invoice checkbox, which in conjunction with the Invoice Level in AR Customers, determines how the system groups tickets and hauler time sheets together for invoicing. You can also set the billing frequency to have the system bill qualifying and hauler time sheet detail at specific times.

Quote Detail Tab

Use this tab to quote specific materials, prices, and quantities. Material pricing is defined by location and material, but may also be defined by material vendor.

For each location/material, indicate the quoted units, unit price, required date for the material, quote status, and the number of units ordered. The system automatically updates the number of units sold-to-date each time you post a ticket that includes the specified material.

If you are setting up a job quote, you can also override the pricing by phase. Pricing defined on this tab overrides all other pricing defined for the location or material category. The system always checks here first for pricing information when posting tickets that include materials specified on this quote.

The pricing hierarchy for quote detail depends on whether the quote is a non-job (customer or inventory) or job quote.

Customer and Inventory Quotes:
  • Location/Material/UM
  • Location/Material Vendor/Material/UM
Job Quotes:
  • Location/Material/UM/Phase - blank
  • Location/Material/UM/Phase (valid part)
  • Location/Material/UM/Phase

Regardless of quote type, the first level represents the minimum information set, while the last level represents the maximum set of information available

Note: If the quote is for a locked job, you should only define pricing overrides for phases set up for the job in JC Job Phases. MS Ticket Entry does not allow entering non-job phases for locked jobs; therefore, material pricing defined for a phase that is not set up for a locked job (in JC Job Phases) would never be used.

If you interfaced material quotes from PM (PM Material Detail), the records will be set up on this tab. The interface (from PM) checks all material quote records by location, material, UM, and phase. If multiple phase records exist for the same location/material/UM and the unit price is the same, the system adds a single record to this grid and the phase is left blank. If the unit price differs for any phase matching the location/material/UM, the system adds a separate record to this grid for each phase occurrence.

Price Overrides Tab

Use this tab to override the quote’s price template at the material category level. Overrides allow you to establish special pricing for a quote without having to create a new price template. Unless you override pricing for a material on the Quote Detail tab, the system uses these overrides for a unit price default.

The pricing hierarchy for material category overrides depends on whether the quote is a non-job (customer or inventory) or job quote. For customer and inventory quotes (non-job), there are only two material category pricing levels. The first level represents the minimum set of information required and applies to all materials within a category for all locations within a group. The second level also applies to all materials within a category, but only within a specific location. The levels display below; an x indicates a value supplied by the user.

Loc Group

Location

Category

UM

x

x

x

x

x

x

x

For job quotes, there are six material category pricing levels. The first level represents the minimum set of information required, while the last level represents the maximum set of information available. The levels display below; an x indicates a value supplied by the user.

Loc Group

Location

Category

UM

Phase

x

x

x

x

x

x

x

x

x

x

x (valid part)

x

x

x

x

x

x

x

x

x (valid part)

x

x

x

x

x

Note: If the quote is for a locked job, you should only define pricing overrides for phases set up for the job in JC Job Phases. MS Ticket Entry does not allow entering non-job phases for locked jobs; override pricing defined for a phase that is not set up for a locked job (in JC Job Phases) would never be used.

Discount Overrides Tab

Use the Discount Overrides tab to set up overrides to the quote’s discount template. Discount overrides apply to customer quotes only, and allow you to establish special payment discounts without having to set up a new discount template. For the system to use these discount overrides, payment terms must be set up for the customer in AR Customers, and the payment terms must be material based (i.e. “Discount Based on Material” check box is selected).

When you enter tickets, the system searches for an active quote with payment discount overrides set up on this tab. While searching, the system uses the same hierarchy outlined for standard payment discounts.

The first level of the hierarchy represents the minimum set of information required. Each successive level provides additional information and overrides all preceding levels. For example, discounts established for a specific location override those set up for the location group. The levels display below; an x indicates a value supplied by the user.

Loc Group

Location

Category

Material

UM

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

Haul Code Defaults Tab

Use the Haul Code Defaults tab to set up haul code defaults that the system uses when entering tickets (that include equipment or a haul vendor) and hauler timesheets. The location group, location, category, material, truck type, and unit of measure columns are similar to the standard haul code setup, except here they provide a haul code default and are not dependent on a Haul Code basis.

When you enter a ticket or hauler time sheet with a haul vendor or equipment code, the system searches for an active quote with haul code default information using the hierarchy from the following table. An x denotes a value supplied by the user. In the table, the first row indicates that the system sets up pricing by location group and unit of measure. Each successive level provides additional information and overrides all preceding levels. For example, a haul code default for a specific location overrides those set up for the location group.

Loc Group

Location

Category

Material

Truck Type

UM

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

If the system finds an entry, it uses that haul code as the default. If a default haul code is not found here, the standard haul code assigned to the material in HQ Materials will be used, and the standard haul rates assigned in MS Haul Codes determine its rate.

Haul Overrides Tab

Use the Haul Overrides tab to set up haul rate override information that defaults when entering tickets and hauler time sheets. The location group, location, category, material, truck type, and unit of measure columns provide override haul rates.

When you enter a ticket or hauler time sheet with a haul vendor or equipment code, the system searches for an active quote with haul rate and minimum amount overrides using the following hierarchy.

The following table identifies the levels and search order the system uses to find an override haul rate and minimum amount. An x denotes a value supplied by the user. In the table, the first row indicates that the system sets up pricing by location group and unit of measure. Each successive level provides additional information and overrides all preceding levels.

Loc Group

Location

Category

Material

Truck Type

UM

Haul Code

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

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x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

The following table identifies the levels and search order the system uses to find an override haul rate and minimum amount for job quotes. An x denotes a value supplied by the user. In the table, the first row indicates that the system sets up pricing by location group and unit of measure. Each successive level provides additional information and overrides all preceding levels.

Loc Group

Location

Category

Material

Truck Type

UM

Haul Code

Phase

Valid Part

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

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x

x

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x

x

x

x

x

x

x

Haul Zones Tab

Use this tab to set up haul zone defaults that the system uses when entering or editing tickets or hauler time sheets. Use haul zones to determine unit or load-based vendor haul and pay rates.

Pay Codes Tab

Use this tab to provide haul vendor pay code defaults and pay rate override information when entering or editing tickets and time sheets.

When you enter a ticket or hauler time sheet with a haul vendor, the system searches for an active quote with pay code information using the hierarchy from the following table. An x denotes a value supplied by the user. In the table, the first row indicates that the system sets up pricing by location group and unit of measure. Each successive level provides additional information and overrides all preceding levels. For example, a pay code default for a specific location overrides those set up for the location group.

Loc Group

Location

Category

Material

Truck Type

UM

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

If the system finds an entry, it uses that pay code as the default. If the pay code has an override rate, the pay rate also defaults. If you did not assign an override rate, the system determines the default using the standard pay rates assigned in MS Pay Codes.

Note: If a default haul code is not found here, the system uses the standard pay code assigned to the material in HQ Materials and the standard haul rates assigned in MS Haul Codes determine its rate.

Job Phases Tab

For Job quotes only, use this tab to set up phase and cost type information that defaults when you enter or edit tickets and hauler time sheets. This information is searched to determine which phase and cost type should apply to the material and haul charges of a job sale. If values are not found here, the standard phase and cost type defaults in HQ Materials will be used.

The system uses the hierarchy in the following table to determine phase and cost type defaults. An x denotes a value supplied by the user. The first level represents the minimum set of information required. Each successive level provides additional information and overrides all preceding levels. For example, defaults established for a specific Location override those setup for the Location Group.

Loc Group

Location

Category

Material

x

x

x

x

x

x

x

x

x

x

x

x

If the system does not find any values, it uses the standard phase and cost type defaults in HQ Materials.

Surcharge Overrides Tab

Use the Surcharge Overrides tab to override the standard surcharge rates for a quote. Overrides set up on this tab will be applied to the surcharge codes within the quote's designated surcharge group, and allow you to establish special rates for a quote without affecting the standard rates for a surcharge group.

Overrides set up on this tab will be applied to the surcharge codes within the quote's designated surcharge group, and allow you to establish special rates for a quote without affecting the standard rates for a surcharge group.

When a ticket is entered using MS Ticket Entry , the system will first check for a quote and if one exists, verify that the Apply Surcharges box is checked. (If the box is not checked, no surcharges will be assessed, regardless of whether surcharge overrides exist on this tab or a surcharge group is assigned in MS Company Parameters.) If the Apply Surcharges box is checked, the system will then assess surcharges for the ticket based on the surcharge codes within the surcharge group. If the values entered on the ticket meet the criteria defined on this tab, surcharges will be assessed using the override rates. If the override criteria is not met, surcharges will be assessed based on the standard rates defined in MS Surcharge Codes.

Note: The surcharge rates defined on this tab are not affected by the Effective Date designated for the surcharge rates in MS Surcharge Codes. The Effective Date will only apply if override criteria is not met and standard rates are used.

Surcharges are assessed for each surcharge code within a surcharge group. If surcharge overrides exist and the Apply Surcharges box is checked (on the quote), the system will compare the values entered on the ticket with the override values. If a match is found, a surcharge will be assessed using the specified override rate. The system will repeat this process for each surcharge code in the group. If no match is found for a surcharge code, the system will use the standard rate defined for that code in MS Surcharge Codes.

The following table shows the hierarchy used when determining the override rate to use. An x denotes a supplied value. The first row in the table identifies the minimum set of information required for a surcharge code. Each successive row provides more specific information, and overrides all preceding levels. For example, rates defined by location will override rates defined for the location group; rates defined by material will override rates defined for the category, and so forth.

Surcharge Code

Loc Grp

Location

Category

Material

Truck Type

UM

x

x

 

 

 

 

 

x

x

 

 

 

 

x

x

x

 

 

 

x

 

x

x

 

 

 

x

x

x

x

 

x

 

 

 

x

x

 

x

 

 

x

x

x

 

x

 

x

 

x

x

 

x

 

x

x

x

x

 

x

 

 

 

x

x

 

x

 

 

x

x

x

 

x

 

x

 

x

x

 

x

 

x

x

x

x

x

 

 

 

 

x

x

x

 

 

 

x

x

x

x

 

 

x

 

x

x

x

 

 

x

x

x

x

x

x

 

 

 

x

x

x

x

 

 

x

x

x

x

x

 

x

 

x

x

x

x

 

x

x

x

x

x

x

x

 

 

x

x

x

x

x

 

x

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x

 

x

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x

x