Welcome to Maxim Help Articles > JCQTFIX Quoted Price (Fixed) Job Quotations

Requirement

To prepare a customer fixed cost job quotation. Materials quoted are despatched to a job, but are not invoiced.

Overview

The required materials are entered and priced within the required quote level.

Using quote levels assists in two ways:

1.	A more logical quotation can be prepared.

2.	Assists in the despatch of products as the sales person can more easily locate the correct products for the job.

The Despatch Products screen is used to transfer the materials used to a job and to produce a pick list. As the quote is for a fixed price invoicing occurs from the Job. This despatch process takes items out of stock and charges to the job.

Procedure

Preparing Quote

Create a new quote with Quote Type = Standard, or copy an existing quote.

Enter and price materials under the required level headings. A kit can be selected as the basis for the quote.

If the material items are to be supplied ex stock the quantity value in the ExStock column will be the same as the Qty column. If an item is to be purchased specifically for the job, zero the ExStock column. A Quote Special Buy Price window is presented. This screen enables the supplier, quantity and price to be recorded along with a note. The price entered becomes the item's cost price and will override the items current cost. A quantity greater than that required for the quote can be entered. The extra quantity will be treated as an inventory purchase.

Any number of Levels can be used to break the quote into logical sections or to provide quote options. You will see that these levels will be flagged as Accepted. When the quote is accepted, levels not required can be unflagged.

Transfer Quote To A Job

From the quote screen:

1.	Create a job - Create Job button. The quote details will be transferred across to the job.

The job number allocated will show on the quote.

Ensure that Job Type is set to Quoted Price (Fixed).

2.	Create Purchase Orders - Purchase Orders button.

Purchase orders can be automatically produced for those items that are not supplied exstock.

These items are listed and a DateRequired can be entered. Purchase orders will be produced for each supplier and where there are different required dates for items,

multiple supplier purchase orders are produced. The purchase orders will show materials allocated to the job/sub job or purchased for stock.

A job inquiry will show the materials that have been despatched and the outstanding purchase orders for the job can be viewed.

3.	Despatch Materials - Tsfr To Despatch button. This calls the Despatch Products screen.

Alternatively select the Despatch Products screen. From this screen, following the Sales Rep field an Items To Despatch window is automatically opened when there are open fixed

price quotes, and where the despatch total is currently zero. Select Quote Jobs can be selected. Alternatively select the Select Job function <Alt+J>.

To select items for despatch:

i.	<Enter> from the required quote to the quote items.

ii.	The quantity still to be despatched is shown in the This Qty column.

The quantity shown can be changed. A zero quantity indicates that

the quantity already despatched is greater than the original quote.

Items that are a Special Buy In are listed but cannot be selected for

despatch. These items will be charged to the job via the Purchase

Order / Receipting process.

iii.	<F3> to select a line. <F3> to unselect a line. Items with a zero quantity

will not be selected.

iv.	Use Select All to select all items

v.	<Esc> to return to the Quote lines.

vi.	Once all items have been selected press the Despatch button.

The items selected will now show on the despatch. Quantity changes made to the items on the despatch will reflect back to the job. A Packing Slip or Pick Advice can be printed. Additional items, not included in the quote, can be added to the despatch. Multiple despatches can be made.

The despatch process takes items out of stock and charges them to the job.

The job inquiry will show the items with the quantity selected shown.

Invoicing The Customer

As the price to the customer is a fixed quote invoicing occurs from the job.

Go to Job Costing |Transactions | Invoicing. The Auto Selection function can be used to select by Job Type. Select Quoted Price.

Alternatively select the job required from the Job Inquiry screen.

Select Invoicing and a JobDebtorInvoicing screen is presented. From this screen:

Create Invoice will create an invoice for the quoted price.

Create Sundry Invoice will create an invoice with a zero amount. Any number of sundry invoices can be produced. Sundry invoices would be used to bill fixed quotes on a progress basis.

View Invoice enables the created invoice to be viewed and edited.