Quote Types

There are three types of quotes.

There are three types of quotes that can be set up in MS Quotes. For each of these quote types, you can define pricing by material (quote detail), pricing overrides, haul code and pay code overrides and haul zone defaults. Other information may be entered that is specific to the quote type. For example, if a customer quote, you can also set up invoice overrides (i.e. print and subtotal levels, ship to address, etc.) and discount overrides. With job quotes, you can set up phase/cost type defaults.

For each of these quote types, you can define pricing by material (quote detail), pricing overrides, haul code and pay code overrides and haul zone defaults. Other information may be entered that is specific to the quote type. For example, if a customer quote, you can also set up invoice overrides (i.e. print and subtotal levels, ship to address, etc.) and discount overrides. With job quotes, you can set up phase/cost type defaults.

Customer Quotes

Customer quotes are used when you are supplying materials to a customer for jobs they perform, and can be set up at the customer, customer job, or customer PO level. Your specific needs may determine which level best suits your purpose:

  • Customer – By setting a quote up at this level, you can define one master quote that can be used for several jobs. Master quotes are typically used when the materials being sold are not specifically related to a job for which the customer is purchasing the materials, or when materials are specially priced because of the customer’s purchase/payment record or the longevity of their relationship with your company. For example, if you routinely discount purchases for a specific customer because of their continual pattern of large quantity orders, setting up a quote at this level allows you to set up a discount rate or standard unit price for all materials purchased by them on a regular basis.

    When initially setting up a quote, you can leave the Customer field blank. For example, you might leave the Customer blank for an initial quote for several contractors. When the job is bid and awarded to a specific contractor, you can then fill in the Customer.

  • Customer/Customer Job – This level is typically used when quoted prices are based on a per job basis, allowing you to tailor prices for each job without affecting the pricing of other jobs for that customer. Material pricing, discounts, and haul information set up at this level will override information set up at the customer level.

  • Customer/Customer Job/Customer PO# – This level is used when specific pricing and/or discounts are to be used only for a specific purchase order.

When customer-related tickets are entered in MS Ticket Entry, a hierarchical search is made for a customer quote. The system will first search for an active quote matching the customer/customer job/customer PO#. If no quote is found at that level, then a search is made for an active quote matching the customer/customer job. If not found at that level, it then searches for an active master quote for the customer.

In addition to pricing, discount, and haul and pay code overrides, you can override invoice information for each customer quote. This includes the billing frequency, print and subtotal levels, ship to address, and the option to create separate invoices based on the Invoice Level assigned to the customer in AR Customers.

Job Quotes

Job quotes are used when you are supplying the materials for jobs your company performs, and are set up on a per job basis. You will generally only need to set up a job quote if you want to override standard prices and haul charges for the materials required on the job. You can also set up phase and cost type defaults that will be used when entering or editing tickets and hauler time sheets. This information will determine which phases and cost types will apply to each specified material and haul charges of a Job sale, and will override the standard phase and cost type defined for a material in HQ Materials.

Inventory Quotes

Inventory quotes are used when you are supplying materials to another inventory location or company, and are set up on a per location basis.

Note: It is important that you understand the difference between sales of materials to other inventory locations and transfers of materials to other inventory locations. The GL implications and file updates are different for Inventory sales than they are for Inventory transfers. See Inventory Sales for more information.