Quotations

The Quotations page lists the quotations of one company: the prices you offer a customer before the job exists. From here you can find a quotation, export the list, and start a new quotation or a quotation template. Select a quotation to open it on the Quotation page.

To open it, select Finance > Quotations.

Choose the company and year

If you have access to more than one company, choose the company at the top right of the page. TrakIT remembers your choice for next time. Changing the company resets the filters.

Next to it, choose the financial year, or – All FY –. The list starts on the company’s open year that includes today, or on its latest open year if none does. The year applies to the quotation date. For financial years, see Financial years.

Count by status

The boxes at the top count the company’s quotations in each status, for the selected year: Draft, Appr. Requested, Under Revision, Approved, Generated, Finalised, Rejected, Cancelled and Ops Assigned. The counts ignore the other filters, and a box with no quotations is faded. Select a count to list only the quotations in that status. For what each status means, see Statuses.

Filters

Select Filters to open or close the filter panel. Set the filters, then select Search. Reset clears them. 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	The quotation linked to a job. Enter the job’s full reference.
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 lists only quotations that have been generated: Generated, Finalised, Rejected, Cancelled or Ops Assigned.
Type	Any Type, Templates Only or Normal Only.
Status	The statuses to include. The check icon selects all or none.
Created By	The users who created the quotations.
Workflow	The workflows of the quotations. – Empty / NA – finds quotations without a workflow.
Select Data Field	Quotations where a data field matches. Choose the field, or – All – for any field, then a Search Mode: Partial Match, Exact Match, Not Matching, Non-Empty Data, Number Range or Date Range. A number range compares the value with one number (Equal To, More Than and so on) or two (In Range, Outside Range); a date range takes a From and To date.
Select Empty Data Field	Quotations where the chosen data field is empty.

The data field filters use the data fields set up for quotations: see Data tab.

The list

The list shows the quotations of the selected company that you can see, newest first, 50 per page. You see a quotation if it has no workflow or its workflow is one of yours. A restricted quotation is listed only for the user who created it, the users it notifies, and system administrators.

Templates are highlighted and cancelled quotations are shown in red. Select a row to open the quotation.

Column	Shows
ID	The quotation’s ID. Select the heading to sort by it.
Date	The quotation date: the day the quotation was last generated, or created if it never was. It shows when the quotation is Generated, Finalised, Rejected, Cancelled or Ops Assigned, or at revision 2 or later; otherwise, and for templates, -. The date is red when the validity has run out, and always when the quotation has no validity.
Number, Rev	The quotation number, for example ABC-Q0042, and its revision.
Title	The quotation’s title.
Company, Workflow	The company, and the workflow if the quotation has one.
Customer	The customer. Select the heading to sort by it.
Currency	The quotation’s currency. Select the heading to sort by it.
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. A red light means the quotation is restricted.
Validity (Days)	How many days the quotation is valid for.
Data fields	The quotation data fields set up to show in lists, if any.
Created By	Who created the quotation, and how long ago.

Create a quotation

1. Choose the company at the top of the page.
2. Select New Quote.

The new quotation opens for that company. See Create a quotation.

Export the list

Select Export to download the quotations that match the filters as an Excel file. The file has the ID, Date, Number, Type, Title, Company, Workflow, Entity, Currency, Income, Expense, Gross Profit, Status, Validity, Added By, Added On and Updated columns, then one column for each quotation data field. Export appears when the list has at least one quotation.

Who can use this page

Section	Permission	Allows you to
Quotations	Read	Open the page.
Quotations	Create or Create Template	See New Quote.
Quotations	Export	Export the list.

The company list shows the companies you have access to.