Create Quotation from Bid View

Steps

• From the main menu, click Construction.
• Select Bids.
• Click the Actions icon next to the required bid.
• Click View.
• Click the Create Quotation button.

Quotation Information

This screen displays a set of fields for defining the basic Quotation data before proceeding to set up the Bill of Quantities:

• The Quotation No. is generated automatically.
• The Link Quotation to and Client fields are pre-filled with the bid name and its client, respectively (read-only).
• Select a Cost Sheet (optional) from the Cost Sheets of this bid only. After saving, this Quotation becomes the latest Quotation linked to that Cost Sheet.
• Select the Currency (mandatory, defaulting to the account currency). When it is changed, prices are automatically converted according to the defined exchange rates, or live exchange rates if no rate is defined for the selected currency.
• Enter the Duration or Start Date and End Date (optional). Any of these values is calculated automatically based on the others.
• Select Tax 1 and Tax 2 (optional), or “Specify Per Work Item”.
• Enter the Description (optional).

If a Cost Sheet is selected, the Duration, Start Date, End Date, Tax 1, and Tax 2 fields are automatically populated from its data, if available.

Bill of Quantities

• The Bill of Quantities is populated automatically: from the bid if the Quotation is not linked to a Cost Sheet, or from the Cost Sheet itself if it is linked to one.
• The table consists of:
  • A Main Tender, Sub Tender (up to 3 levels), and Work Item.
    • The Quotation’s Bill of Quantities does not include a separate Materials and Services level as in the Cost Sheet; no item can be added under a Work Item.
• For the Main Tender/Sub Tender, enter its title only (unique among items at the same level); the Subtotal and Total are calculated automatically based on the totals of the Work Items and Sub Tenders directly beneath it.
• For the Work Item:
  • Select it from Inventory, enter the Quantity and Unit, and enter the Sale Rate (Subtotal ÷ Quantity).
  • The Subtotal is calculated automatically = (Cost + Total Profit if it is linked to a Cost Sheet, or Sale Rate × Quantity otherwise).
  • The Total = Subtotal + tax amounts.
• If a specific tax is selected in Tax 1 or Tax 2 in the Quotation Information, it is automatically populated for all Work Items and cannot be edited manually. Selecting “Specify Per Work Item” allows you to select a different tax for each Work Item. If this option is selected and a new Work Item is added, the tax defined for that Work Item in Inventory is populated automatically.
• To add a Main Tender, click the Add button below the table. To add a Sub Tender or Work Item under a specific line, click the + icon next to it (up to 3 Sub Tender levels, with Work Items only under the last level; the icon does not appear at the Work Item level because nothing can be added beneath it).
• You can drag any item in the tree and drop it under a different parent, as long as it remains at the same level.
• Select multiple lines to perform bulk actions (Delete, Expand Group, and Collapse Group).
• After entering the data, click Save to create the Quotation directly with the status “Issued”, or Cancel to return to the bid view screen.
  • Unlike the bid and Cost Sheet, there is no explicit Save as Draft option for the Quotation when saving manually; it is always saved as “Issued” when you click Save.

How the System Works

• If the current account plan does not support adding more Quotations, creating a new record is blocked, and a message appears with Upgrade Now and Cancel buttons.
• When a Main Tender or Sub Tender is deleted, all Sub Tenders and Work Items beneath it are deleted with it. When a Work Item is deleted, only the line itself is deleted.

Validation Rules

• When a required field is left empty, the text “Required” appears next to it.
• The title of each Main Tender or Sub Tender must be unique among items at the same level. When a duplicate is entered, the message “Title should be unique” appears.
• The End Date must be after the Start Date. If this condition is not met, the message “End Date should be a date after Start Date” appears.
• The same tax cannot be selected in both Tax 1 and Tax 2.
• When one or more lines are deleted, a confirmation dialog appears: “You have selected one or more lines for deletion. Deleting these lines will also remove any related sub-items beneath them such as sub-tenders, work items, and items depending on the type of each selected line, are you sure you want to delete the selected lines?”
• When the Quotation is successfully saved, the message “Quotation Saved Successfully” appears.