Quotes

When providing services, materials, or equipment to outside sources, most companies typically prefer, or are required, to quote the intended materials and/or services before they actually make the sale or perform the work.

Material Sales allows you to do this by providing an optional quote setup program (MS Quotes) that you can use to assign materials, quantities, and pricing for specific customer jobs, your own jobs, or purchasing inventory locations. A quote can include all materials being sold, or only those materials for which you are allowing special prices or discounts. In addition to material pricing, quotes allow you to establish defaults and overrides for payment discounts, haul codes, haul zones, pay codes, phases and cost types for job sales, and invoice controls for customer sales.

Each quote can be made up of several components:

  • Quote Header – Used for entering static information about the quote such as the quote type (Customer, Job, or Inventory), contact and phone number, price and discount templates, tax code, haul tax option, who created the quote, and the quote date. If a customer quote, you also have the option to indicate a specific customer job and/or customer purchase order, as well as information about the invoice bill frequency, print and subtotal levels, and where to ship the materials.

  • Quote Detail – Used to enter pricing and quantities for specific materials. You will typically use this tab when you want to quote special prices for individually selected materials, rather than a category of materials. Pricing specifications entered here override all other pricing defined for the location or material category. Materials flagged as “ordered” are recorded as “allocated” in IN.

  • Price Overrides – Used for overriding the quote’s price template at the material category or location/material category level. These overrides allow you to establish special pricing for a quote without having to create a new price template. Unless pricing is overridden for a material on the Quote Detail tab, these overrides will be used for a unit price default.

  • Discount Overrides – For customer quotes only, used to set up overrides to the quote’s discount template. These overrides let you establish special payment discounts without having to set up a new discount template. When tickets are entered, the system will look for an active quote with payment discount overrides set up here. Discounts can be set up at four different levels. Each successive level provides more specific information, and overrides all preceding levels.

  • Haul Code Defaults – Used for setting up the haul code defaults that will be used when entering tickets and hauler time sheets. Although similar to the standard haul code setup program, the haul codes defined here are not dependent on a haul code basis. In addition, they can be set up at different levels, with each successive level providing more specific information, and overriding all preceding levels.

  • Haul Zones – Used to set up haul zone defaults that will be used when entering or editing tickets or hauler time sheets. Haul zones are used when determining unit or load based vendor haul and pay rates.

  • Pay Codes – Used to provide haul vendor pay code defaults and pay rate override information when entering or editing tickets and time sheets. Pay codes can be set up at different levels, each successive level providing more specific information and overriding all preceding levels.

  • Job Phases – For job quotes only, used to set up phase and cost type information that will be used as defaults when entering or editing tickets and hauler time sheets. Job Phases can be set up at different levels, each successive level providing more specific information and overriding all preceding levels.

  • Haul Code Overrides – Used for setting up haul rate and minimum amount overrides that will be used when entering tickets and hauler timesheets. Haul rate and minimum amount overrides can be defined at different levels, with each successive level providing more specific information, and overriding all preceding levels.

  • Notes – Notes can be entered at the header or quote detail level of a quote, and can be used for additional information about a quote or specific material. For example, you may want to enter dates and contents of conversations with customers, indicate how prices were calculated and established, or identify special conditions that relate to the quote.