Create a Quote For Freeform / Undefined Parts

System Location: Data Entry > Quoting > Quotations

This topic provides examples on how to create a customer quote for parts that are not currently defined as an estimate. Options include:

  • Creating a quote for a freeform part that remains undefined outside the quote
  • Creating an estimate from within the quote and using the new part to populate the Line Item Details accordingly

A quote created for a freeform part is commonly referred to as a "Quick Quote."

If the freeform part already exists on another quote, the 'Copy Line Items' option can be used to pull the part and its details onto the current quote. The part remains undefined, but this tool provides an efficient way to share details between quotes in the event a different customer orders the same item. For more information see Create a Quote Using Copy Options.

The term "free-form part" refers to values entered as Part Numbers in various areas of JobBOSS2 without having a defined part table record associated with it. For example, on a quote this means entering a value by typing it directly into the Part Number field and then providing the desired quantity breaks and sales prices since the system has no underlying record to pull from.

Other areas of JobBOSS2 where this is likely to be done include:

  • Estimates (BOM items)
  • Purchase Orders
  • Jobs (Job Requirements)
  • Orders / Jobs (Part Number being ordered)

The type and amount of information that will have to be provided by the user will vary depending on where the freeform part is entered.

The ability to use freeform parts provides great flexibility; however, it is important to note that they will not be included in the Inventory Summary and cannot have on hand quantities available for use.

  1. Go to the blue Data Entry button, open the Quoting dropdown menu, and select Quotations.
  2. Click 'New' (located at the top of the page.)
General Section
  1. Verify / provide the Quote Number.
  2. Select the Customer the quote is being created for.
    • Selecting 'Free Form Customer' allows the user to create a quote for someone that is not in the system as a customer
      • Requires related information to be entered manually
  3. Verify / provide information for the following fields:
    • Quote Date
      • Defaults to current date but can be edited
    • Followup Date
    • Expires On (Date)
  4. (OPTIONAL) Click Add to Calendar to add a reminder in Contact Management on the date listed as the 'Followup Date.'
Line Item Section - Quote Freeform Part

This option shows how to create a quote for a freeform part that remains undefined as an estimate.

  1. Click Add Row.
  2. Click in the Part Number field on the newly provided line item and enter a value.
    • Because this is a freeform part, the part name must be unique; if the value entered matches an existing part, it will automatically populate the line item and its details accordingly
  3. With the new line selected, click Details.
    • This opens the Line Item Details by default.
  4. Enter the following values for the selected line item:
    • General Section
      • Part Description
        • Can also be entered directly in Line Items Grid
    • Quantities Section
      • Quantity Breaks
      • Price Breaks
      • Misc/Tooling Charge
        • Displays as a separate line item on quote and related invoices
      • Commission Percent
      • Discount Percent
    • Comments Section
      • Part Notes
      • Freeform parts must have all pertinent details entered at the quote level regarding sales related values. Production related information will be entered in the job details if the quote is accepted.
  5. Click OK to close details.
ClosedLine Item Section - Create Estimate From Within Quote

This option shows how to add a manufactured part to the system from within a quote and then use the information from the new part to populate the Line Item Details.

  1. Click the Part dropdown menu.
  2. Select New Manufactured Part.
    • This opens the Estimate screen.
      • The Estimate Header indicates "addonthefly" as opposed to "new", but the result will be the same in that the part will be added to the system as a new estimate / manufactured part when completed.
  3. Enter all the details and information that would be provided when creating a "New" estimate.

    For more information see Create an Estimate (Single or Multi-Level).

  4. When finished entering details, click OK to close and save the estimate.
    • The user is taken back to the quote and the new estimate is listed in the Line Items.
  5. With the new item selected, click Details.
    • This opens the Line Item Details by default.
  6. Verify the following values for the selected line item and edit if needed:
    • General Section
      • Part Description
    • Quantities Section
      • Quantity Breaks
      • Price Breaks
      • Misc/Tooling Charge
        • Displays as a separate line item on quote and related invoices
      • Commission Percent
      • Discount Percent
    • Comments Section
      • Part Notes
  7. Click OK to close details.
  8. Repeat for each line item as appropriate.
Complete the Quote
  1. Verify / edit the following values in the Header Section:
    • Currency Code
    • Sales ID
    • Terms Code
    • Tax Code
    • Shipping Code
  2. Verify / enter information in the Available Addresses Section.
    • Selecting a Location Code populates the needed information if a Customer Code is used on the quote.
  3. Enter information into Quote Notes (in Notes Section.)
    • Information prints on quote and will pull forward to customer related documents on jobs if the quote is accepted.
  4. Click Save to close and save the quote.

 

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