Contents
Quotations Desktop
The Quotations Desktop provides the user with access to two quotation facilities. The first is a specific Fertiliser Job facility and the second is a standard Transport job.
Fertiliser Quotations
The fertiliser quotation facility is based around the use of the TLP Bill of Materials module. A standard pricing sheet has been built up to use as a template. This should make the use of this module quite straight forward.
The Template
To view or edit the template you need to navigate to the Quotation Desktop which is one of the items under Relationship Management. The Quotation Desktop has two items and the Fertiliser Quotation is the first of these.
To view or edit the template click on the blue edit button to the right. This will open up the template for perusal.
The display shows certain header level data fields and a number of grid lines (called Quotation Lines). These fields are explained below.
Header Level Fields
| Field | Details |
| Type | This is set to “Fertiliser” by the system and cannot be changed. |
| Parent Item | This is the identifier of this particular quote and cannot be changed. |
| Prospect | This links to a prospect in the Sales Management system. It is not applicable for the template but would be entered for a new quote. |
| Customer | This links to an existing Customer record. It is not applicable for the template but would be entered for a new quote. |
| Description | A free form text field to describe the quote |
| Hectares | The area to be covered by the quote |
| Quantity | The weight required to cover the area entered in the Hectares field. This is expressed in tons. |
| Units | Defaults to Tons. Shows that the quantity is a weight field. |
| Cost Price | This is the cost per ton calculated by the system based upon the cost prices stored against the inventory components |
| Sale Price | This is the sale price per ton calculated by the system based upon the sales prices stored against the inventory components. |
Quotation Lines
A line is featured for every inventory item included in the template. The data shown on each line is detailed below.
| Field | Details |
| Segment | A quotation can be split into segments, mainly for presentation purposes. The system is provided with two segments however more can be added if required. The two provided are;
· Primary Elements · Trace Elements |
| Requirement | This is a free form text field which identifies the particular mineral requirement. |
| Description | This is the description of the inventory item that will be used to satisfy the requirement. |
| Kg Per Hectare | This is the kilograms of the inventory item that will be required for a hectare. |
| Total Kg | This field is calculated by the system based upon Kg Per Hectare and the number of Hectares entered in the Header. |
| Total Tons | This is the weight required expressed in tons. |
| Cost | This is the cost calculated by the system based upon.
· The cost per kg obtained from the inventory item · The total kgs required |
| Value | This is the sale value of the item based upon.
· The sale price per kg obtained from the inventory item · The total kgs required. |
Create A Quote From A Template
The easiest way to create a new quotation is to create one based upon the template. To do this navigate to the Fertiliser Quotations search screen as shown below.
From this point you can create a new quote based upon the template. This is done by firstly clicking on the green copy button to the right of the template. This will result in a new quotation being created based upon the template. This will be automatically opened for you to commence editing.
Header Fields
The first fields to be set are those at the header level.
The fields you should set are shown in the table below.
| Field | Details |
| Parent Item | This is the identifier of this particular quote. Once set it cannot be changed. |
| Prospect | This links to a prospect in the Sales Management system. This should be entered. |
| Customer | This links to an existing Customer record. It is optional as the prospect may not be an existing customer. |
| Description | A free form text field to describe the quote |
| Hectares | The area to be covered by the quote. This must be entered before you commence work on the Quotation lines. |
| Quantity | The total tons to be supplied. This should be entered once the editing of the quote has been completed and can be determined from the totals at the bottom of the quotation lines. |
All other fields in the header are calculated by the system.
Quotation Lines
A line is featured for every inventory item included in the template. These lines should be edited to show the correct Kg per Hectare figures. So for each line click on the blue edit button to the right. This will open up the line for you to alter.
The only field that must be entered is the Kg Per Hectare as a number of calculations are carried out when you tab out of this field. Once you have tabbed through this field the system will calculate;
- Total Kg
- Total Tons
- Cost
- Value
You may alter any of these fields if you have reason to do so however this is not necessary.
If you do not want a line to feature in the quotation you can enter a zero value into the Kg per Hectare field. Alternatively you can delete the line. This is done by clicking on the orange button to the right of the grid line.
Recalculate Quotation
When all alterations have been completed you can ensure the Quotation has been calculated by clicking on the green button labelled Recalculate Prices which is located at the bottom of the grid view.
This function will be carried out automatically when you Save the quotation.
Create A New Quotation
To build up a quotation from scratch you commence from the Fertiliser Quotations tab as shown below and select the Add New button.
This will open a blank Quotation form for you to populate with the relevant details. This form will not only have no header fields set it will also have to Quotation Lines in place. These must all be added.
Header Fields
The fields you should set are shown in the table below.
| Field | Details |
| Parent Item | This is the identifier of this particular quote. Once set it cannot be changed. |
| Prospect | This links to a prospect in the Sales Management system. This should be entered. |
| Customer | This links to an existing Customer record. It is optional as the prospect may not be an existing customer. |
| Description | A free form text field to describe the quote |
| Hectares | The area to be covered by the quote. This must be entered before you commence work on the Quotation lines. |
| Quantity | The total tons to be supplied. This should be entered once the editing of the quote has been completed and can be determined from the totals at the bottom of the quotation lines. |
All other fields in the header are calculated by the system.
Quotation Lines
New quotation lines are added by clicking on the blue button with the plus sign on the top right hand corner of the Quotations Lines window. This will open a blank quotation Line view for you to populate.
The Quotation Line is blank with the exception of the Hectares value which is automatically set from the value entered on the header record.
The fields to be entered are;
| Field | Details |
| Segment | A quotation can be split into segments, mainly for presentation purposes. The system is provided with two segments however more can be added if required (for example if you wish to segment labour items). The two provided are;
· Primary Elements · Trace Elements Use the green search button to bring up the list of values, select the one you require. |
| Requirement | This is a free form text field which identifies the particular mineral requirement. |
| Product | This is the code of a product that exists on your Inventory list. The green search button will present a list for you to select from. If the quotation line is not for an inventory item this can be left blank. |
| Description | This is the description of the item that will be used to satisfy the requirement. If a product was selected the product description will be shown here. If not product was entered this should be manually entered. |
| Kg Per Hectare | This is the kilograms of the inventory item that will be required for a hectare. |
| Total Kg | This field is calculated by the system based upon Kg Per Hectare and the number of Hectares entered in the Header. |
| Total Tons | This is the weight required expressed in tons. |
| Cost Price | This is the cost per kg of the item and will be loaded automatically if a product was selected. If not it must be manually entered. |
| Cost | This is the cost calculated by the system based upon.
· The cost per kg · The total kgs required |
| Sale Price | This is the sale price per Kg of the item and will be loaded automatically if a product was selected. If not it must be manually entered. |
| Value | This is the sale value of the item based upon.
· The sale price per kg obtained from the inventory item · The total kgs required. |
Recalculate Quotation
When all alterations have been completed you can ensure the Quotation has been calculated by clicking on the green button labelled Recalculate Prices which is located at the bottom of the grid view.
This function will be carried out automatically when you Save the quotation.