Adding and Editing a Construction Quotation

This feature allows the system user to create a construction quotation directly without necessarily linking it to a bid or project, to enter data quickly into the system, in addition to editing existing quotations.

Before You Begin

• To Add: you must have the “Add Construction Quotations” permission to be able to create a construction quotation.
• To Edit: you must have the “Edit & Delete All Construction Quotations” permission or the “Edit & Delete His Own (Created) Construction Quotations” permission to be able to edit a construction quotation.

Steps to Add a Construction Quotation

1. From the sidebar menu, click on “Construction,” then go to “Construction Quotations.”
2. Click the “Create Construction Quotation” button.
3. Fill in the quotation’s data.
4. Click “Save” to save it with the status “Issued.”

Steps to Edit a Construction Quotation

1. From the construction quotations list, open the required quotation.
2. Click the “Edit” button.
3. Edit the required data, then save the changes.

Construction Quotation Data

“Construction Quotation Information” section:

• Construction Quotation Number (required): generated automatically, and can be edited manually.
• Link Construction Quotation to (optional): select the entity type (bid or project), then select the entity itself to link it.
• Client (required): select the client from the dropdown list, or click “+ Add New Client” to create a new client directly from the same screen.
• Cost Sheet (required): select the cost sheet linked to the quotation.
• Currency (required): select the currency.
• Tax 1 / Tax 2 (optional): select the tax, or leave the value as “Specify Per Work Item.”
• Duration (optional): enter the duration, and select its unit (months or days).
• Start Date / End Date (optional): specify both dates.
• Description (optional): enter a description for the quotation.
• Attachments (optional): upload files via drag and drop or by selecting from the device (PNG, JPEG, GIF, BMP, RAR, PDF, up to 25 MB per file).

“Bill of Quantities” section:

• Click the “Full Screen” button to view the table in a larger view.
• Enter the main item’s name in the “Item” column, use the drag icon (⠿) to reorder it, or the [+] button to add a subtender or work item beneath it.
• Enter each item’s data: Quantity, Sale Rate, Tax 1, and Tax 2; the Subtotal is calculated automatically.
• Monitor the “Total” row in the table footer, which updates automatically with every edit.
• Click the “Add” button to add a new main item.

How the System Works

Relationship between the “Cost Sheet,” “Link Quotation To,” and “Client” fields:

• When selecting a bid or project first:
  • The “Cost Sheet” list displays only sheets linked to the selected bid or project.
  • The “Client” field is automatically filled with the client of the selected project or bid, and becomes disabled.
• When selecting the client first:
  • The bid/project and cost sheet dropdowns display only records linked to the same selected client.
• When selecting the cost sheet first:
  • The “Client” field is automatically filled with the cost sheet’s client, and becomes disabled.
  • If the cost sheet is linked to a bid or project, it’s automatically selected in the “Link Quotation To” field.
  • If the cost sheet is linked to both a bid and a project at the same time, the quotation is linked to the project (not the bid).

Editing Restrictions:

• When editing a quotation with “Issued” status, most of its data can be edited, except for the client and the linked bid/project, which become disabled for editing.

Validation Rules

• A “Rejected” quotation: the “Edit” button remains visible, but clicking it displays the message: “You can’t edit a rejected construction quotation, instead you can clone it, or update the cost sheet, then approve it to generate a new construction quotation”.
• An “Approved” quotation: the “Edit” button remains visible, but clicking it displays the message: “You can’t edit an approved construction quotation”. 
• A quotation linked to a contract (regardless of its status): the “Edit” button remains visible, but clicking it displays the message: “You can’t edit a contracted construction quotation.”