Managing quotation lines

DMF

020202 SALES QUOTATIONS MODIFY

020213 SALES QUOTATIONS MODIFY VALIDATED QUOTATION

020217 SALES QUOTATIONS MODIFY SIGNED QUOTATION

020225 SALES QUOTATIONS MODIFY UNSIGNED ORDERED QUOTATION

020226 SALES QUOTATIONS MODIFY QUOTATION SUBMITTED FOR APPROVAL

020234 SALES QUOTATIONS MODIFY REVIEWED QUOTATION

Important

This feature requires the feature flag Portail ventes Domain > Devis Label.

In order to modify a validated quotation, the DC_MAJ_VALID or MAJ_PIECE_VALIDmanagement rule must be enabled and the connected user must have the DMF 020213 SALES QUOTATIONS MODIFY VALIDATED QUOTATION.

A quotation line represents a sold item in the case of a quotation and allows you to define associated information such as quantity, unit price, label, etc.

Quotations lines are available in the Lines section of the quotation record sheet when the quotation is in Table view.

The line form can be displayed in the following views:

  • Minimized view on a pane on the right side of the screen. This view allows you to specify a quotation line and still see the quotation record sheet. This view is displayed by default after opening the form when creating a new line. It is also available by clicking on Minimize from the full view.
  • The full view extends the full width of the screen. Contrary to the reduced view, the quotation record sheet is not available in this view. It is available by clicking on Specify more from the minimized view.

When a line is opened in full view, the Pre-tax total, Costs and Margin displayed at the top right only matches the opened line.

Some fields requires to open the full view and are not displayed in minimized view.

1 From the quotation, clic on + Line at the top right of the table.

The Line details pane opens.

2 Enter the information:
Field Description
Hierarchy

Specify the level (quotation root or title) in which the line will be added.

A help list displays the root and titles of the quotation.

By default, the path matching the selected level from the Hierarchy pane is specified.

For more information on the quotation hierarchy, see Managing the Tree structure of a quotation.
Non-publishable Check this box if you do not want the line to be displayed in the printing of the quotation.
3 Specify the information of the Product section:
Field Description
Grouping

Specify the Grouping of the sold item if you want to filter results displayed in the Reference help list according to this grouping.

When the Reference is specified, the matching Grouping is automatically specified.
Reference

Specify the reference of the sold item.

Specify at least 3 characters in the Reference field to display the help list. The search of the grouping is launched by default with "starts with" Use the escape character '*' to start searching for issues that start with / end with / contain the entered value. The help list displays sold items that meet the following conditions:

  • If the Grouping is specified, the sold item must be part of it.
  • The validity end date must be prior to the quotation date.
  • The end date of commercialization must be prior to the quotation date.
  • The sold item must be on the company of the quotation or the ***** company.
  • If an entity is specified in the quotation details, the sold item must not have any entity specified or the entity of the quotation.

When the sold item is selected, information specified in the sold item record sheet are automatically specified on the relevant fields. If the sold item is modified, it is possible to keep information already specified or replace it with new information of the sold item.
Label and Additional label

Specify the line label and, if needed, an additional label.

These fields can be modified directly from the quotation record sheet (see Quickly modifying a field).
4 Specify information in the Price section:
Field Description
Quantity

Specify the quantity of the sold item.

By default, the default quantity set on the sold item record sheet is specified.

Important

If you modify the quantity, the Unit price of the line is automatically replaced with the default unit price.

Pour utiliser des formules mathématiques, renseignez le caractère = suivi de la formule souhaitée, par exemple =123*456+78/9. Appuyez ensuite sur Tabulation pour calculer et renseigner le résultat.

If you modify the quantity and the Estimated duration (minutes) is specify, you can either keep the duration specified or recalculate it automatically by taking into account the new quantity.

This field can be modified directly from the quotation record sheet (see Quickly modifying a field).
Packaging unit

Displays the packaging unit of the sold item.

This field cannot be modified.

The type of packaging is displayed in the tooltip when hoovering over the field.
Unit price

Specify the unit price of the sold item.

This field cannot be modified if the Non-modifiable unit price box is checked on the sold item record sheet.

This field can be modified directly from the quotation record sheet (see Quickly modifying a field).

Pour utiliser des formules mathématiques, renseignez le caractère = suivi de la formule souhaitée, par exemple =123*456+78/9. Appuyez ensuite sur Tabulation pour calculer et renseigner le résultat.

The unit price specified by default is determined according to the following priority rules:

  1. Customer rate with the highest threshold and inferior to the quantity;
  2. Base rate with the highest threshold and inferior to the quantity;
  3. Rate specified on the sold item record sheet.

Note

When various rates with the same threshold can be applied, the rate with the lower order number is automatically specified in the field.

Example

I have a sold item for which:

  • I have no customer rate;
  • I have created the 3 following base rates on the of the quotation:
    • Rate A: Threshold of 5 and Rate of €500
    • Rate B: Threshold of 10 and Rate of €490
      • Rate C: Threshold of 15 and Rate of €480
  • On the sold item record sheet, I have specified a rate of €510 from the 0 quantity.

On the quotation line, I specify the sold item. The rate automatically specified depends on the quantity:

Quantity Rate automatically specified
From 0 to 4 Rate specified on the sold item record sheet: €510
From 5 to 9 Rate A: €500
From 10 to 14 Rate B: €490
15 and more Rate C: €480

Rate selection

If you want to select another base or customer rate, click on the icon to open the rate selection window.

The window displays a table that contains rates set up for the sold product of the line and the Pricie quotation. If one or more customer rates are set up for the customer of the quotation, base rates are not displayed and only customer rates are available.

To apply a rate, click on the icon on the desired rate line. The matching Unit price and/or Discount are then specified.

Conversion of the rate

When the rate applied is from the sold product record sheet, this rate is converted in the currency of the management object if this currency is different from the one of the company.

If the price applied is a base rate or customer rate, the conversion rules depend on the currency of the pricing method of the base rate or customer rate, on the company currency and the object currency.

Reference

For more information about conversion rules on the rate, see Rules for converting rates depending on currencies.
Discount

Specify the discount to apply to the sold item.

Check % if the discount is in percentage of the unit price or check Mt if the discount is a fixed amount.

This field can be modified directly from the quotation record sheet (see Quickly modifying a field).

Pour utiliser des formules mathématiques, renseignez le caractère = suivi de la formule souhaitée, par exemple =123*456+78/9. Appuyez ensuite sur Tabulation pour calculer et renseigner le résultat.

The discount specified by default is determined according to the following priority rules:

  1. Discount of the base rate or customer rate if specified on the line;
  2. Discount specified on the sold item record sheet.
Pre-tax total

Displays the calculated pre-tax total of the line depending on the Quantity, Unit price and Discount specified.

This field cannot be modified.
VAT

Specify the VAT code to apply to the line.

A help list displays the VAT codes currently valid on the quotation company and the ***** company.

The default rate specified when creating a line can vary according to the quotation and line information.

Reference

For more information on the default VAT code specified, see Rules for determining VAT on lines.

When modifying the quotation, the DMF 020238 SALES QUOTATIONS MODIFY VAT MENU is required to modify the VAT code.
5 Specify information of the Billing section:
Field Description
Delivery date

Specify the expected delivery date of the line.

If the Periodicity is different from Unique, the field cannot be manually specified and matches the first day of the month of the Start of the contract.

This date is only for informational purposes.
Expected billing

Specify the expected billing date of the line.

This date is only for informational purposes.

If the Billing method is different from Services and the Periodicity is different from Unique, the Expected billing is automatically specified:

  • If the Payment is In advance, the first day of the month of the Start of the contract is automatically specified.
  • If the Payment is In arrears, the day of the first payment is automatically specified.

Example

On the quotation line, the Periodicity is Monthly and the Start of the contract is 09/2024:

  • If the Payment is In advance, the expected billing date automatically specified is on the 09/01/2024.
  • If the Payment is In arrears, the expected billing date automatically specified is on the 09/30/2024 which is matching the first payment.

Expected billing date can also be specified manually.
Contractual delivery date

Specify the contractual delivery date of the line.

This date is only for informational purposes.

Period from and Period to

Specify the realization period of the sold item.

If the Periodicity is different from Unique, the fields cannot be manually specified. In this case the period is automatically calculated and specified:

  • The period start matches the Start of line. If not specified, the period start is the first day of the month of the Start of contract.
  • The period end matches the last day of the month after the Duration (M) of the contract.

The duration cannot be specified if the Billing method is Service and the Periodicity is different from Unique.
Billing method

Specify the billing method of the line:

  • Time based: Select this method so the line is billed to a daily or hourly price agreed in advance. This method is adapted for a service which result is not known in advance and can be modified later on (i.g. a study with a customer).
  • Fixed price: Select this method so the line is billed to a unique fixed amount. This method is adapted for a service which result is precisely known in advance (i.g. a web site redesign).
  • Recurrent: Select this method so the line is billed regularly according to an agreed recurrence. The delivery and billing are managed as part of the customer contract. This method is adapted for a subscription (i.g. a maintenance contract).
  • Service: Select this method so the line is billed according to a number of services done after the signature of the quotation. Services are declared from the Web Portal.

References

For more information on services and the related setup, refer to Managing services.

For more information on the declaration of services, see Services.

If a billing method is specified on the sold item record sheet, this method is specified by default.
Periodicity

Important

This periodicity involves the recurrence and must not be mistaken with the periodicity involving the revision prices.

Select the periodicity from the drop-down list:

  • Select Unique if the line must be billed once.
  • Select another periodicity (Monthly, Yearly etc) if the line must be billed several times.

Example

I created a quotation that contains the following lines:

  1. Equipment line:
    • Quantity: 2
    • Unit price: €50
    • Periodicity: Unique
  2. Maintenance line:
    • Quantity: 1
    • Unit price: €100
    • Periodicity: Quarterly
    • Duration (M): 12

The line 1 will be billed once at a price of €1.000 Pre-tax.

The line 1 will be billed 4 times at a price of €100 for a total of €400 Pre-tax.

If the Periodicity is different from Unique, this periodicity will be specified by default in the customer contract generated after the delivery of the order.

If a periodicity is specified on the sold item record sheet, this periodicity is specified by default.
Start of contract

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Specify the start date of the contract according to the Periodicity and the Duration (M) specified.

This date will be specified by default in the customer contract generated after delivering the order.
Duration (M)

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Specify the duration of the contract in months.

This duration will be specified by default in the customer contract generated after delivering the order.
Term

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Select the term from the drop-down list:

  • In advance: Select this term is the line of the invoice must be paid by the customer before the end of the billing period, or before the billing date if the period is not specified.
  • In arrears: Select this term is the line of the invoice must be paid by the customer after the end of the billing period, or after the billing date if the period is not specified.

If the term is specified on the sold item record sheet, this term is specified by default.

This term will be specified by default in the customer contract generated after delivering the order.
Start of line

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Specify the start date of the line of the contract. It must be the same day or after the date specified in the Start of the contract field.

This date will be specified by default in the line of the customer contract generated after delivering the order.
Tacit renewal

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Check this box if you want the contract to be renewed automatically after the Duration (M) of the contract has passed.

This choice will be specified by default in the customer contract generated after delivering the order.
Production day

This field is only displayed if the Billing method is Service.

Specify a value between 1 and 31 matching the day of the month of the Date specified by default in the timesheet entry of the declaration of service form.

If the production day is specified on the sold item record sheet, this day is specified by default.
Billing date

This field is only displayed if the Billing method is Service.

Specify a value between 1 and 31 matching the day of the month of the Billing date specified by default in the timesheet entry of the declaration of service form.

If the billing date is specified on the sold item record sheet, this date is specified by default.
Estimated duration (minutes)

This field is only displayed if the Billing method is Service.

Specify the estimated duration of the service in minutes. This duration will be automatically specified in the Duration field in the timesheet entry of the declaration of service form.

If the estimated duration is specified on the sold item record sheet, this duration is specified by default.
Linked to down payment

This field is only displayed if the Billing method is Service.

Check this box if the sold product of the service is linked to a down payment. A retrieved down payment line is thus generated on the invoice when billing the service if a down payment has already been paid. The retrieved down payment is a deduction matching the x down payments already paid by the customer for the service.

If the Linked to down payment box is checked on the sold product record sheet, this box is also checked by default on the quotation.

Reference

For more information on services, refer to Managing the down payments.
Sales person

Select the salesperson associated to the quotation line.

The help lists display non-generic employees at the company of the quotation and present on the date of the quotation.

This information is only for informational purposes.
6 Specify the information in the Assignment section:

Important

This section is only displayed in full view.

Field Description
Project, Phase, Sub-phase and Task

Specify the assignment of the line according to the type of assignment of the quotation:

  • Si the quotation is in Single assignment, specify the Task. The Project, Phase, Sub-phase can only be specified from the management object details (see Managing header information).
  • If the quotation is in Single project and multi-phases, specify the Phase, Sub-phase and Task of the line. The Project can only be specified from the management object details (see Managing header information).
  • If the quotation is in Multi-phases, specify the Project, Phase, Sub-phase and Task of the line.

If needed, the assignment can modified for multiple lines at once (see Modifying assignment of multiple lines).

When the Entity is specified in the quotation header, the Project help list only displays projects linked to the specified Entity.

Note

If the quotation is in the Draft or Validated state, only projects/phases/sub-phases whose status code allows the Unsigned quotation object type can be specified.

If the quotation is in the Signed or Order not signed state, only projects/phases/sub-phases whose status code allows the Signed quotation and unsigned quotation processed as orders and Unsigned quotation object type can be specified.
Resource

Specify the employee associated to the quotation line.

A help list displays the employees and generic resources matching the following conditions:

  • The resource must be part of the company on the date of the quotation;
  • The resource must be in the company of the quotation or have the Multi-company assignment box checked.
Account

Specify the accounting account linked to the quotation line.

A help list displays the general accounts of the company that can be used in the sales chain.

By default, the account of the sold item is specified and take into account the situation of the quotation:

  • When the delivery site is localized in a different country from the customer, the accounting account is automatically updated with the EU country or Export accounting account specified on the relevant sold item record sheet.
  • When the quotation is internal or group, the accounting account is automatically updated with the Intern or Group accounting account specified on the relevant sold item record sheet.

Reference

For more information on general accounts, see General accounts.

For more information on sold items, see A sold product must be created..
Team

Specify from the help list the team in charge of the service.

A team must be set up beforehand (see Managing teams).

When a team is specified on the sold item record sheet (see Creating service sold products), it is retrieved on the quotation line.
7 Click on Validate and save the quotation.

The line is added to the quotation.

To open a line, click on from the Actions column of the line.

1 From the quotation, click on at the top right of the table of lines.
2 Search for sold products and add them to the cart:
  • The left side of the screen is used to add sold products to the cart from a search for sold products. To add products to the cart, use the search criteria to filter the list of results and click on from the desired lines.
  • The right side of the screen shows the list of products added to the cart. To remove a line, click on from the desired line.

Tip

The same sold product can be added multiple times to the cart in order to create multiple quotation lines for this product.

3 Click on Next.
4 Specify the information of the Line details section:
Field Description
Discount (%)

Specify the discount in percentage to apply on each cart line.
Expected delivery date

Specify the expected delivery date to apply on each cart line.

For more information, see Delivery date..
Expected billing date

Specify the expected billing date to apply on each cart line.

For more information, see Expected billing..
Non-publishable lines Check this box if you do not want the lines of the cart to be displayed in the printed reports of the quotation.
5 Specify the information in the Assignment section:
Field Description
Project, Phase, Sub-phase and Task

Specify the Assignment to apply to the cart lines.

For more information, refer to Project, Phase, Sub-phase and Task.
Resource

Specify the employee related to the cart lines.

For more information, refer to Resource.
6 Specify information of the Billing section:
Field Description

Periodicity,

Start of contract,

Duration (M),

Payment,

Start of line,

Tacit renewal

Important

This periodicity involves the recurrence and must not be mistaken with the periodicity involving the revision prices.

Specify the periodicity and the related information that will be applied on each cart line.

For more information, refer to Periodicity.
Apply recurrence to all cart lines

The field is not displayed if the Periodicity is Unique.

Check the Apply recurrence to all cart lines box if you want the recurrence information of the cart to be applied on all cart lines.

Note

For the lines with the Service type, only the Periodicity will be carried.

Leave the Apply recurrence to all cart lines box unchecked if you want recurrence information from the cart to be applied only to cart lines that correspond to recurring products. Recurring products are products whose periodicity is not set to Unique in their record sheet (Desktop Application > Management > Sales > Sold items).
7 From the table, modify cart lines if needed:
  • To modify the Quantity and the Pre-tax unit price of a line, double-click on the relevant field then specify the new value and click on . The Pre-tax unit price cannot be modified if the Non-modifiable unit price box is checked on the sold product record sheet.
  • To remove a line, click on from the desired line.
8 Click on Validate and save the quotation.

The lines are added to the quotation.

Lines can be duplicated separately or all at once.

1 From the quotation, click on the icon of the line to duplicate.

The form of the line opens.

2 Modify if needed the information of the new line.
3 Validate the line and save the quotation.

The line is duplicated.

1 From the quotation, check one or several lines to duplicate.
2 Click on the icon at the top right of the lines then click on Duplicate selected lines.
3 Specify the No. of duplications to make.
4 Select the duplication type:
  • Select Identically if you want to duplicate lines while keeping the same expected delivery dates, expected billing dates, contractual delivery dates and periods.
  • Select By period if you want to duplicate lines while applying a periodicity on expected delivery dates, expected billing dates, contractual delivery dates and periods. Then specify the No. of duplications to do and the desired Period. This feature is useful for imitating recurring lines when there is no customer contract.

Example

I want to sell 6 days of support, one day per month for 6 months. There is no customer contract so I do not want to use a recurring periodicity on the corresponding line.

Instead, I create the following line:

  • Quantity: 1;
  • Periodicity: Unique.

Then I duplicate this line while specifying the following information in the duplication window:

  • No. of duplications: 5 (I do not specify 6 because the existing line will be kept);
  • Period: Month.
5 Click on Validate and save the quotation.

The selected lines are duplicated.

Prerequisite: The line to split must not contain any discount in amount.

A line can be split in order to divide this line by distributing its quantity or amount on multiple new separate lines. Information from the initial line is copied to the new lines, except information specified in the splitting window.

1 From the quotation, check the line to split.
2 Click on at the top right of the lines then on Split selected line.
3 Select the Splitting type:
  • Select Quantity to split the line and distribute its quantity. The Quantity to split field shows the quantity to split from the initial line.
  • Select Amount to split the line and distribute its amount. The Amount to split field shows the amount to split from the initial line. In this splitting type, the quantity of each line created will always be 1 (even if the total quantity after splitting does not match the quantity of the initial line).
4 In the Splitting section:
  • Click on to add a line. You can add as many lines as you need.
  • Specify the information of each line added: Quantity or Amount, Label, Additional label, Expected delivery and Expected billing dates. The sum of the quantities or amounts specified must be equal to the Quantity to split or the Amount to split.

Note

The Expected delivery and Expected billing dates can be modified only when the Periodicity of the line to split is Unique, or when the Billing method is different form Service.

  • Click on if you want to delete a line.
5 Click on Validate and save the quotation.

The line is split. The initial line is deleted and the new lines are created.

Note

If a cost is linked to the quotation line, a message is displayed when validating and asks you to confirm the split. If you confirm the split, the cost will not be deleted but it will no longer be linked to any quotation line.

An existing line can be modified.

1 From the quotation, click on from the Actions column of the line to modify.
2 Modify the desired information.
3 Validate the line and save the quotation.

The line is modified.

The following fields can be modified directly from the quotation record sheet in the lines table:

  • Label;
  • Additional label;
  • Quantity;
  • Pre-tax unit price (Object currency);
  • Discount %;
  • Discount in pre-tax amount (Object currency);

These fields are underlined in the table of the lines in order to spot them easily.

To modify one of these fields:

1 Double-click on the desired field from the table of the lines.
2 Specify the new value to apply.

Pour utiliser des formules mathématiques, renseignez le caractère = suivi de la formule souhaitée, par exemple =123*456+78/9. Appuyez ensuite sur Tabulation pour calculer et renseigner le résultat. Les formules mathématiques sont possibles uniquement sur les champs numériques.

3 Click on or press Enter then save the quotation.

Prerequisite: The billing method of the lines to be modified must be different from Service.

The following information can be modified on multiple lines at once:

  • recurrence information, which are used to calculate billing information of customer contracts created from orders. This information is visible only if the Periodicity is different from Unique.
  • the expected delivery date, the expected billing date and the period.

This information corresponds to the fields of the Billing section from the details of lines (except Salesperson).

1 From the quotation, check one or several lines for which you want to modify the recurrence information.
2 Click on the icon at the top right of the lines then click on Modify recurrence of selected lines.
3 Specify the information to apply to the selected lines. For more information on those fields, refer to Adding lines.
4 Click on Validate and save the quotation.

Recurrence information is modified on the selected lines.

Prerequisite: The Periodicity of the lines must be Unique.

The following dates of a quotation can be rescheduled on multiple lines at once:

  • Expected delivery date;
  • Expected billing date;
  • Contractual date;
  • Period start and Period end dates.
1 From the quotation, check one or multiple lines for which you want to reschedule dates.
2 Click on at the top right of the lines then on Reschedule dates of selected lines.
3 Specify the desired rescheduling in the sections corresponding to each date:
  • Check Do not reschedule if you do not want to reschedule the related date.
  • Check To a date to select a precise date to which the date must be rescheduled.
  • Check Period to set the duration after which the date must be rescheduled. Then specify the Number and the Period type.

Example

To reschedule the date in 3 months:

  • Check Period;
  • Specify 3 in Number;
  • Select Month(s) in the Period drop-down list.

Tip

You can specify a negative Number in order to reschedule the date in the past. For example, specify -2 and select Month(s) to reschedule the date 2 months earlier.

Note

When a Period rescheduling is specified for the Period start, you can check the Reschedule period start and end option if you want to apply the same rescheduling the to the Period end.

4 Click on Validate and save the quotation.

The dates are postponed.

You can define lines as non-publishable in order to not be displayed in the printed documents.

1 From the quotation, check one or several lines to be non-publishable.
2 Click on at the top right of the lines then click on Mark selected lines as non-publishable.
3 Save the quotation.

Selected lines cannot be printed.

In order to make the lines publishable again, check the desired lines then go to > Mark selected lines as publishable.

The project/phase/sub-phase can be modified on several lines at once.

1 From the quotation, check one or several lines for which you want to modify the assignment.
2 Click on the icon at the top right of the lines then click on Modify project of selected lines.
3 Specify the new assignment of the lines.

According to the assignment type of the quotation, only some information can be modified:

  • If the quotation is in Single assignment, specify the Task. The Project, Phase, Sub-phase can only be modified from the management object details (see Managing header information).
  • If the quotation is in Single project and multi-phases, specify the Phase, Sub-phase and Task of the line. The Project can only be modified from the management object details (see Managing header information).
  • If the quotation is in Multi-phases, specify the Project, Phase, Sub-phase and Task of the line.

When the Entity is specified in the quotation header, the Project help list only displays projects linked to the specified Entity.

4 Save the quotation.

Assignments are modified.

The Tree structure pane of a quotation allows you to structure the quotation in order to make it more readable for the customer. It allows you to create titles in order to group lines according to various themes related to the quotation. For example, the Training and Maintenance titles can be created in order to separately group lines linked to training and maintenance.

To open the Tree structure of a quotation, click on Tree structure from the Views of a quotation.

From the Tree structure pane, click on the desired level (root or title of the quotation) to display at the right of the pane the lines located in this level.

From the title in the pane, click on > View costs to display costs of all lines located in the selected title and maybe inferior titles. At the top right of this screen, the Pre-tax total, Costs and Margin displayed matches only the selected title and inferior titles.

Note

When you go to > View costs from the root of the quotation, all costs of the quotation are displayed including those not associated to any line.

At the top of the Tree structure pane, the following icons are displayed:

  • to expend/collapse all titles in the pane structure;
  • to show/hide all lines in the pane.

Manually

1 From the Tree structure pane, click on the level in which you want to add a title.
2 Click on > Add title.
3 Specify the Label of the title and validate.
4 Add at least one line under the title and save the quotation.

To add a line under a title, the path matching the title must be specified in the line to add (see Adding lines).

Important

If the title does not contain any line when saving the quotation, the title will not be kept.

The title is added to the quotation.

To expand/collapse the content of a title, click on or from the title in the tree structure.

Note

Up to 6 titles can be created.

Automatically

On the sold product record sheet (Desktop Application > Management > Sales > Sold items), an automatic title can be specified in the Automatic title field.

Reference

For more information on the title automatic of the sold product, refer to A sold product must be created..

If so, when adding a line with this product on the quotation (one line or multiple lines at once), the title is created automatically on the quotation and the new line is added inside.

The title is added in the tree structure level selected in the Hierarchy field of the line form.

In the following cases, the behavior is different when adding the line:

  • When the line is added by adding a package, this package is added without creating any additional title.
  • When the Hierarchy level specified in the line is a package, the line is added to the package without creating any additional title.
  • When the Hierarchy level specified in the line is an identical automatic title, its direct parent or its direct child, the line is added to the already existing title.
  • When multiple lines are added at once and the same automatic title is set up on the related products, only one title is created and all lines are added inside.

You can add a package of sold item to the quotation in order to quickly add several defined lines. Packages are set up from the Desktop Application > Management > Sales > Packs.

1 From the Tree structure pane, click on the level in which you want to add a package.
2 Click on > Add package.
3 Specify the information under the Package details section:
Field Description
Package

Specify a package.

The help list displays packages currently valid on the company of the quotation and the ***** company. If an entity is specified in the quotation details, only packages without entity or on the entity of the quotation are displayed.
Quantity

Specify the quantity of the package.

By default, this quantity is set to 1.
Identification Specify the designation of the package.
Discount (%)

Specify the discount in percentage to apply on each package line.
Expected delivery date

Specify the expected delivery date to apply on each package line.

For more information, see Delivery date..
Expected billing date

Specify the expected billing date to apply on each package line.

For more information, see Expected billing..
Non-publishable lines Check this box if you do not want the lines of the package to be displayed in the printing of the quotation.
4 Specify the information in the Assignment section:

Important

This section is only displayed in full view.

Field Description
Project, Phase, Sub-phase and Task

Specify the Assignment to apply to the package lines.

For more information, refer to Project, Phase, Sub-phase and Task.
Resource

Specify the employee associated to the lines of the package.

For more information, refer to Resource.
5 Specify information of the Billing section:

Important

This section is only displayed in full view.

Field Description

Periodicity,

Start of contract,

Duration (M),

Payment,

Start of line,

Tacit renewal

Important

This periodicity involves the recurrence and must not be mistaken with the periodicity involving the revision prices.

Specify the periodicity and the related information that will be applied on each package line.

For more information, refer to Periodicity.
Applying recurrence on all package lines

The field is not displayed if the Periodicity is Unique.

Check the Apply recurrence on all package lines box if you want recurrence information from the package to be applied to all lines of the pack.

Note

For the lines with the Service type, only the Periodicity will be carried.

Leave the Apply recurrence on all package lines box unchecked if you want recurrence information from the package to be applied only to lines of the pack that correspond to recurring products. Recurring products are products whose periodicity is not set to Unique in their record sheet (Desktop Application > Management > Sales > Sold items).
6 Modify the package content if needed:
  • To modify the Quantity and the Pre-tax unit price of a line, double-click on the relevant field then specify the new value and click on .
  • To remove a line, click on from the desired line.
7 Click on Validate and save the quotation.

The package is added to the quotation.

1 From the quotation in Tree structure or Table view, check one or several lines to move.
2 Click on at the top right of the lines then on Move selected lines.
3 Select the Tree structure level to which the lines must be moved.
4 Click on Validate and save the quotation.

Selected lines are moved.

1 From the Tree structure pane, click on the title to rename.
2 Click on > Rename title.
3 Specify the Label of the title and validate.

Title is renamed.

Important

Deleting a title cannot be reversed.

1 From the Tree structure pane, click on the title to delete.
2 Click on then on:
  • Delete title and its content to delete the title and the content (titles and lines) inside the line.
  • Delete title only to delete the title and move the content to another level. Then specify the Hierarchy level to which you want to move the content.
3 Confirm deletion and save the quotation.

The title is deleted.

Important

Deleting a package cannot be reversed.

1 From the Tree structure pane, click on the package to delete.
2 Click on then on:
  • Delete package and contents to delete the package and the lines inside the package.
  • Delete package only to delete the package and move the content to another level. Then specify the Hierarchy level to which you want to move the content.
3 Confirm deletion and save the quotation.

The package is deleted.

A cost represents an expense that the company must bear to produce a good or provide a service to its customers.

In a quotation, a cost can be created and linked to a quotation line.

There are three types of costs:

  • Purchase if the quotation line implies a purchase to make to a supplier.
  • Labor if the quotation line implies a cost to do by an employee.
  • Other for any other type of cost.

To display costs of the quotation, you can:

  • Either display all costs of the quotation, by clicking on Costs at the top of the quotation.
  • Or display costs in a quotation title and the inferior titles, by clicking on the desired title in the Tree structure pane > icon > View costs.
  • Or display costs associated to only one quotation line, from the details of the line > Costs tab.

At the top right of the screen, the following information are displayed:

  • Pre-tax total: Pre-tax total amount of the selected title and inferior titles.
  • Costs: Total amount of costs existing in the selected title and inferior titles.
  • Margin: Percentage and amount of the margin. The amount of the margin matches the Pre-tax total less the Costs.
1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the root of the quotation in the Tree structure pane > icon > View costs.
2 Click on + Cost.
3 Specify the cost Type:
  • Purchase if the quotation line implies a purchase to make to a supplier.
  • Labor if the quotation line implies a cost to do by an employee.
  • Other for any other type of cost (for example general expenses such as electricity, occupancy of offices, etc.).
4 Specify the information of the Quotation line section:
  • If you want to link the cost to a quotation line, specify the relevant Hierarchy level and the Quotation line. The Quotation line help list displays lines contained in the selected level in the Hierarchy field.
  • If you do not want to link the cost to a line, leave the Hierarchy field empty.

Note

If the cost is created from the details of a line > Costs tab, the corresponding quotation line is specified by default and cannot be modified.

5 Specify the information of the General information section:
Field Description
Resource

This field is only displayed when the Type is Labor.

Specify the resource associated to the cost.

By default, the cost of the quotation line is specified (only if the cost is created from a quotation line).

A help list displays the employees and generic resources of the company of the quotation or with the Multi-company box checked.
Supplier

The field is only displayed if the Type is Purchase.

Specify the supplier associated to the cost.

The help list displays suppliers open on the current date in the company of the quotation and in the ***** company. Supplier employees are not available.
Action

This field is only displayed when the Type is Labor.

Specify the action code of the cost.

The help list displays the action codes currently valid on the company.
Product

The field is only displayed if the Type is Purchase or Other.

Specify the purchased item linked to the cost.

The help list displays purchased items currently active on the date of the object on the company of the quotation and the ***** company.
Label Specify the label of the cost.
Text

Specify the text linked to the cost.

This free-form field is used to indicate additional information.
Quantity

Specify the quantity of the cost.

Pour utiliser des formules mathématiques, renseignez le caractère = suivi de la formule souhaitée, par exemple =123*456+78/9. Appuyez ensuite sur Tabulation pour calculer et renseigner le résultat.
Unit cost

Specify a unit cost of the cost.

Pour utiliser des formules mathématiques, renseignez le caractère = suivi de la formule souhaitée, par exemple =123*456+78/9. Appuyez ensuite sur Tabulation pour calculer et renseigner le résultat.
Coeff.

Specify the coefficient of the cost.

By default, the coefficient is set to 1.

This field allows you to multiply the Unit cost of the cost by the value specified in the field (new cost = former cost * coefficient). This coefficient is not a percentage. For example, if 2 is specified, cost will be multiplied by 2 (without dividing by 100).
Expected date

Specify the expected date of the cost.

By default, the expected delivery date of the quotation line is specified (only if the cost is created from a quotation line).

This date is only for informational purposes.
Period start and Period end

These fields is only displayed if the Type is Purchase.

Specify the realization period of the cost.
6 Specify the information of the Additional information section:
Field Description
Pricing method

Specify the pricing method of the cost.

By default, the pricing method specified is the one of the quotation.

The help list displays the pricing method on the company of the quotation.
Currency and Exchange rate

Specify the currency of the cost.

By default, the currency of the quotation is specified.

The help list displays currencies currently valid.

The Exchange rate displays the exchange rate between the company currency and the cost currency. This field cannot be modified.
Project, Phase, Sub-phase and Task

Specify the assignment of the cost.

By default:

  • If the cost is created from a quotation line, the line assignment is specified (only if the assignment is authorized).
  • Otherwise, the assignment of the quotation is specified (only if the assignment is authorized).

Projects/phases/sub-phases displayed in the help lists depend on the type of cost:

  • When the cost is Purchase or Other, the help lists only display projects/phases/sub-phases/tasks whose status code allows the Quote object type.
  • When the cost is Labor, the help lists only display projects/phases/sub-phases/tasks whose status code allows the Schedule object type.
7 Click on Validate and save the quotation.

The cost is added to the quotation.

Prerequisites:

  • The sold item must be linked to a resource or a purchased item.
  • On-going modifications on the quotation must be saved.
  • The Schedule generation started column must be unchecked on all costs lines of the quotation (see Generating schedules items for the Labor costs).

The Labor and Purchase costs matching the quotation lines can be generated easily without having to create it manually. Each generated cost retrieves automatically the information of the quotation line associated.

Important

When you use this feature, all existing lines on the quotation are erased by the new costs generated.

The cost of the labor cost is determined according to the valuation method set up in the Desktop Application > Tools > Setup > General setup > Project > Project options > Method valuation for timesheets and schedules (Costs) section.

From the quotation, click on at the top right of the screen then on Generate costs.

Costs are generated.

1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Click on from the Actions column of the desired cost.
3 Modify the desired information.
4 Validate the cost and the quotation line then save the quotation.

The cost is modified.

DMF

020222 SALES QUOTATIONS GENERATE SCHEDULES

Prerequisite: The status code of the quotation project must authorize the input of scheduled items.

The scheduled items matching the costs of type Labor of the quotation can be quickly generated.

Each scheduled item generated retrieves automatically costs information (employee, start date, duration, etc).

Note

It is impossible to generate scheduled items for:

  • Purchase and Other type costs.
  • costs associated to quotation lines for which the billing type is Service, except if the PLG_PRESTA_GENERE management rule is enabled.
1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Check the Labor type costs lines for which a scheduled item must be generated.
3 Click on at the top right of the screen then on Generate schedule for selected lines.

Generation of schedule for selected lines is launched for the selected costs. The Schedule generation started is checked for these costs.

Important

If scheduled items could not be generated, no message indicates it and the Schedule generation started column is still checked for the matching costs.

One service

1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Click on from the Actions line of the cost to delete and confirm the deletion.
3 Save the quotation.

The cost is deleted.

Multiple services

1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Check one or several costs to delete.
3 Click on at the top right of the table then confirm deletion.
4 Save the quotation.

Selected costs are deleted.

Important

When a line is deleted, costs linked to the line are also deleted.

From the line form

1 From the quotation, open the line form to delete.
2 Click on Delete then confirm the deletion.
3 Save the quotation.

The line is deleted.

Multiple costs from the lines

1 From the quotation, check one or several lines to delete.
2 Click on at the top right of the lines then confirm the deletion.
3 Save the quotation.

Selected lines are deleted.