Quote Register

The software automatically creates a register of all quotes completed, in the order they are completed.
​
This makes it easy for the operator to go back to a previously saved quotation.
​
In the process, the job database and model are opened and displayed on screen.
​

The Quotation Register is saved in a CSV (Comma Separated Values text file) format which allows the register to be used by other software such as Microsoft Excel or a business management system.
​
The file name is QuoteRegister.CSV.
​

The file is in the form as shown below:
​

The Quote Name is extracted from the name given to the quotation when it is saved from the Nett Only, Supply-Only or Supply+Install screen dialogs.
​
The list is continuously created until the data is deleted.
​

Some situations may require more data to be saved with the quotation list.
​
For example, in addition to the Quote name, Database name, Model name, date and time, you might need the job cost total.
​
To achieve this you must create a template (similar to creating a GRIM file template – refer description in Section 6 of this manual) that adds the extra information.
​

The template uses key text strings, as used when setting up your report templates, in the order that the data is to appear in the list.
​

One small difference to how it is used in templates is the need to include .DAB to the end of the ###DatabaseFileName string.
​

You create the text file using a text editor such as Notepad and the file must be called QuoteRegister.GRT (GRT as in GRIM Template).
​

Let’s add the job total price to our Quotation Register and the first line of the file would look like this:

This has the effect of adding the text, Job Total is: $.
​
Then the key text string adds the dollar amount. When the Quote Register is created, and subsequently added to, the extra information is also added.
​

In our example, a section of the Register would now look like this:
​

The extra text, Job Total is: $ and the dollar value added.
​
This set up of the QuoteRegister template can be set up to be as complex or as simple as required for providing the information you need to help run your business.
​

Headings for each column of cells that you define, in addition to the Date, Time etc, must be manually inserted into the CSV file.
​
For the Job Total is: $ example, the heading would then read:
​

When going back to a job, the operator has the option of simply opening the Database and Model, or you may use File > Open Quote.
​

This presents the full list in the Quote Register in chronological order.
​
Select the quotation you wish to open and the software opens the right Database and Model and then accesses the quotation.
​

This option allows the operator to modify the final total quotation price for the job and will be saved with the quotation.
​

Select the [=] button and a box is displayed that displays the job total price calculated by the software based on all materials (and labour) for that job.
​
This may be adjusted up or down, and the new job selling price inserted.
​

This new value is displayed in the Job Total (ex tax) and a new line item displayed which is the value of the adjustment to the job total, up or down.
​
This is described as a rebate or extra and is saved as a Key Text called ###Rebate (refer Appendix).
​

Such variations to a customer’s quotation can then be displayed on the office or sales person’s copy of the quotation by adding the Key-Text String to the office copy template.
​

Left click in the field that you wish to modify, in this case the Job Total, change the amount to that required and the adjustment will be shown in the Rebate/Extra field.

A negative number is a rebate or discount; a positive number is an extra or additional amount.

The Rebate/Extra is a random adjustment that is made by the estimator at the late stage of closing off a job and making the call to round up or down a quote.

If you add an amount to say, round the quote up from $14,797.00 to $15,000.00 then that is an adjustment up (Extra) or if you round it down to $14,000.00 then that is a Rebate.

The difference is the amount that gets applied to the Quote Groups if enabled when Quote Groups are set up [Add in Pro-Rata % for Extra/Rebate – Y/N].

It does this so that the Quote Group sub-totals make sense – that is, the adjustment amount is pro-rated back across the respective Quote Groups items.

If you had, for instance, 5 quote groups and the rebate total for each one was $100 (unlikely, but stay with me), then providing a rebate of $500 would subtract $100 from each of the Quote-Group Totals.

This is done to allow the Quote Groups total to sum to the total of the Supply & Install dialog, after the rebate/extra has been applied.

Sales tax is applied if defined in System Preferences and the Total (including tax if applicable) is displayed and this is the amount printed on the customer’s quotation.

An additional line under Material Items shows the calculation of the material cost based on a square metre (or square foot) rate determined by the material cost divided by the roof area.

This is handy as a cross check of the job cost to ensure that you haven’t made any significant error in your quotation.

A similar line exists for Labour when you do a Supply and Install costing.