Quotation status
The Quotation Status page counts the quotations of a company in each status, and lists the quotations of the status you select. Use it to follow the quotations that wait for approval, are under revision or were rejected, without setting up filters on the full list.
To open it, select Analytics > Quotation Status.
To find quotations with more filters, or to create one, use the Quotations page. For what each status means, see Statuses.
Choose the company
Section titled “Choose the company”If you have access to more than one company, choose the company in the list at the top of the page. It starts on your own company, and TrakIT remembers your choice for next time. Changing the company updates the Workflows and Created By lists of the filters.
Filters
Section titled “Filters”Select Filters to open or close the filter panel. Set the filters, then select Search. Reset clears them and searches again. TrakIT remembers your filters for next time.
| Filter | Finds |
|---|---|
| Number/Title | Any part of the quotation number or title. |
| Entity | Any part of the customer’s name. |
| Linked job reference | The quotation linked to a job. Enter the job’s full reference. The label uses your company’s short name for the job reference, for example Linked T/D. |
| Quotation Date | Quotations dated between the From and To dates. The arrow next to the label offers ranges such as This Month or Last Quarter. A date filter counts only quotations that have been generated: Generated, Finalised, Rejected, Cancelled or Ops Assigned. The Draft, Approval Requested, Under Revision and Approved boxes are then empty. |
| Workflows | The workflows of the quotations: those of the company that you have access to and that have quotations. – Empty / NA – finds quotations without a workflow. The check icon selects all or none. |
| Created By | The users who created the quotations. The list holds everyone who has created a quotation in the company. |
Status boxes
Section titled “Status boxes”Found at the top says how many quotations match the filters, for example Found 25 Quotes. Below it, one box per status counts the matching quotations in that status: Draft, Approval Requested (the status Request for Approval), Under Revision, Approved, Generated, Finalised, Rejected, Cancelled and Ops Assigned. Point to the information icon on a box for a short description.
Select a box to list its quotations below. The selected box is highlighted, and a box with no quotations is faded. TrakIT remembers the box you selected. Templates are counted in the status they are in.
System administrators also see how long each count took.
The list
Section titled “The list”The list shows the quotations of the selected box, 20 per page, in order of their ID, oldest first. Cancelled quotations are shown in red.
| Column | Shows |
|---|---|
| ID | The quotation’s ID. |
| Date | The quotation date, for quotations that are Generated, Finalised, Rejected, Cancelled or Ops Assigned; otherwise, and for templates, -. The date is red when the validity has run out, and always when the quotation has no validity. |
| Number | The quotation number. Select it to open the quotation in a new tab. |
| Rev | The revision, if any. |
| Title | The quotation’s title. |
| Company, Workflow | The company, and the workflow if the quotation has one. |
| Customer | The customer. |
| Currency | The quotation’s currency. |
| Income, Expense, Gross Profit | The totals of the income and expense accounts, before taxes, and the difference. Gross Profit is red when it is negative. Disbursements are not counted. |
| Status | The status, for example Request for Approval. |
| Restricted | A red light when the quotation is restricted. |
| Validity(Days) | How many days the quotation is valid for, or - if it has no validity. |
| Reason | For Approval Requested, Under Revision, Rejected and Cancelled only: the reason chosen when the status was last changed, if any. |
| Remarks | The quotation’s internal remarks. |
| Created By | Who created the quotation, and how long ago. |
No data available means the selected box has no quotations.
Export the list
Section titled “Export the list”Select Export, above the list, to download all the quotations of the selected box as an Excel file, with the same columns as the list. In the file, Restricted says Yes or No. Export appears when the list has at least one quotation and your role has Export in the Quotations section.
Refresh the page
Section titled “Refresh the page”Refresh, at the top right next to Auto-Refresh, counts the quotations and lists them again.
To have the page refresh itself, select Auto-Refresh. The link then counts down 10 minutes, for example Refresh in 9:58, and the page refreshes when it reaches zero. Point to the link and select Refresh Now to refresh at once. While you are working in another window, the link shows Paused: when the countdown ends while the TrakIT window is not in focus, it starts again instead of refreshing. Clear Auto-Refresh to stop it. Auto-Refresh is off each time you open the page.
Who can use this page
Section titled “Who can use this page”| Section | Permission | Allows you to |
|---|---|---|
| Quotations | Read | Open the page and see the counts and the list. |
| Quotations | Export | Export the list. |
The company list shows the companies you have access to. You see a quotation if it has no workflow or its workflow is one of yours. A restricted quotation is counted and listed only for the user who created it, the users it notifies, and system administrators. System administrators see the quotations of all workflows.