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Ask your administrator if you think this is wrong. ===== Quotation ===== Please refer to the guide below for detailed information on quotation module. ++++ Manage Quotation: Overview of the quotation list including their statuses | === Manage Quotation === * Log on to [[https://app.chillhub.com.my|Chillhub App]] * Navigate the Quotation page by selecting **Menu** -> **Quotation** \\ {{gallery>:quotation:quotation_1.jpg?600x0&crop=off&0}} * The following options are located on the toolbar * {{mdi>magnify}} **Search**: Allows you to search for specific data * {{mdi>refresh}} **Refresh**: Updates the current view by reloading the data * {{mdi>download}} **Export to Excel**: Enables exporting the current view data to an Excel file. * {{mdi>plus}} **New**: Creates a new entry or record in the system. * Additional Filter & Summary: * **Select Month**: a calendar selector that allows you to filter quotations by a specific month. * **Monthly Total**: Displays a summarized breakdown of the quotation amounts for the selected month * **Total Incl. Tax**: The total quotation amount, including SST taxes. * **Total Excl. Tax**: The total amount before SST taxes are applied. * **Total Tax**: The total SST tax amount for all quotations during the selected month. * Data Table: //(Note that some of these columns may be hidden in the row details)// * {{mdi>chevron-up}}: Expand row to view more details. * {{mdi>pencil}}: Modify quotation details (Mobile View: expand row to access) * {{mdi>content-copy}}: Duplicate an existing quotation (Mobile View: expand row to access) * {{mdi>dots-horizontal}}: Opens a menu with additional options * {{mdi>history}} **Revise**: Creates a new revision of the quotation, allowing you to modify its details while keeping a record of the previous version. //Only available if the quotation has not yet been converted to a Sales Order or Invoice.// * {{mdi>history-toggle-off}} **Revisions**: View the full revision history of the quotation, and revert to a previous revision if needed. //Reverting creates a new revision based on the selected one.// * {{mdi>calendar-month}} **Schedule**: Assign teams and schedule the service or delivery date on the calendar. * {{mdi>cart}}: Create a new sales order or modify an existing one for the quotation. * {{mdi>receipt}}: Create a new invoice or modify an existing one for the quotation. * **Quotation No.**: The unique identifier for the quotation * **Rev**: The current revision number of the quotation. Increases each time the quotation is revised. * **Status**: Shows the current status of the quotation (e.g., Pending, Accepted, Rejected) * {{mdi>pencil}} **Draft**: The quotation is still being prepared and has not been sent to the customer. * {{mdi>clock-outline}} **Pending**: The quotation is awaiting customer response. * {{mdi>check-circle}} **Accepted**: The quotation has been approved by the customer. \\ //If an invoice or sales order is generated from the quotation, its status will automatically change to "Accepted."// * {{mdi>close-circle}} **Rejected**: The quotation has been rejected by the customer * **Date**: The date the quotation was placed * **Customer**: The name of the customer associated with the quotation. * **Address**: Shows the address of the customer. * **City**: The city where the customer is located. * **Contact No.**: The contact number for the customer. * **Term**: The payment term agreed with the customer. * **External Code**: External reference code used to link this customer to an external accounting system. * **Remark**: Any additional notes or remarks related to the quotation. * **Purchase Order No.**: The purchase order number related to the quotation. * **Sales Order No.**: The sales order number associated with the quotation. * **Invoice No.**: The invoice number associated with the quotation. * **Employee**: The name of the employee (e.g. salespersons) responsible for the quotation. * **Total Incl. Tax**: The total amount of the quotation, including applicable taxes. * **Total Tax Amount**: The total amount of SST tax applied to the quotation. * **Total Excl. Tax**: The total amount of the quotation, excluding taxes. * **Currency**: The currency code used for this document (e.g., MYR, USD). * **Scheduled**: Indicates whether the quotation has been scheduled. ++++ === Quotation Form === ++++ General: Key details such as quotation number, date and customer information | == General == \\ {{gallery>:quotation:quotation_2.jpg?500x0&crop=off&0}} * **Status**: Shows the current status of the quotation (e.g., Pending, Accepted, Rejected) * **Employee**: The name of the employee (e.g. salespersons) responsible for the quotation. * **Quotation No.**: The unique identifier for the quotation. Automatically generated by the system. \\ If quotation number conflict occurs, click the Refresh {{mdi>refresh}} icon to generate a new quotation number * **Rev**: The current revision number of the quotation. Increases each time the quotation is revised. * **Date**: The date the quotation was issued. * **Customer** * **Billing**: The customer's billing information, used for invoicing * {{mdi>creation}}: Opens the **AI Extract Profile** dialog to automatically populate customer information using AI. {{page>ai_extract_profile&noheader&nofooter&noeditbtn}} * {{mdi>qrcode-scan}}: Scan Taxpayer QR code from MyInvois App to automatically populate customer information. * Visit [[https://myinvois.hasil.gov.my/content?path=/userguide/Generate%20QR%20Code%20for%20Taxpayer%20Profile.md&portal=mobile&lng=en|User Guide on How to generate Taxpayer QR Code in MyInvois App]] * **Customer**: The name of the customer to whom the invoice is issued. * **Contact No.**: The contact number for the billing customer. * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer. * **Person in Charge**: The main contact person at the billing customer’s company. * **Email Address**: The billing customer's email address. * **Individual/Company Toggle**: A button to switch between Individual and Company modes, ensuring only the relevant customer information is displayed. * **ID Type**: The type of identification used, such as NRIC, BRN (Business Registration Number), Passport No., or Army ID. * **ID No.**: The customer identification number corresponding to the selected ID type. \\ //Note: For BRN, use the new format (e.g., 202001234567).// * **SST Reg. No.**: The Sales and Services Tax (SST) registration number of the customer (Only required for SST-registrant) \\ //E.g. A01-2345-67891012// * **Tax Identification No.**: Tax Identification Number (TIN) of the customer. Company TIN is mandatory, while the **Default TIN** can be used for individuals. \\ //E.g. C2584563222// * {{mdi>cloud-download}}: Retrieve Tax Identification Number (TIN) from the MyInvois System using the corresponding ID Number (e.g., NRIC, BRN). * **Use Default TIN**: Use //EI00000000010// as Tax Identification Number. * **Address**: Billing address of the customer * {{mdi>map-marker}}: Click to open the location in Google Maps. * **Postcode**: Billing postcode of the customer * **City**: Billing city of the customer * **State**: Billing state of the customer * **Country**: Billing country of the customer * **Terms**: The payment terms agreed with the customer (Configure options at **Settings** -> **Terms**) * **External Code**: External reference code used to link this customer to an external accounting system. * Only available when integration with an external accounting system is enabled. Please contact Chillhub for more information. * Select //<<New>>// to automatically create a new customer record in the external accounting system. * A //Default Debtor// Code can be configured in the system settings and selected for general or walk-in customers. * **Clear all** button: Reset all entered customer billing info and start fresh. * **Delivery**: The customer's delivery information, used for shipping or service (Only required to fill in the fields differ from billing info) * **Different from billing info**: Enable this option if any customer's delivery details are not the same as their billing information. * {{mdi>creation}}: Opens the **AI Extract Profile** dialog to automatically populate customer information using AI. {{page>ai_extract_profile&noheader&nofooter&noeditbtn}} * **Customer**: The name of the customer to whom goods and services are delivered. * **Contact No.**: The contact number for the delivery customer. * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer. * **Person in Charge**: The main contact person at the delivery customer’s company. * **Email Address**: The delivery customer's email address. * **Address**: Delivery address of the customer * {{mdi>map-marker}}: Click to open the location in Google Maps. * **Postcode**: Delivery postcode of the customer * **City**: Delivery city of the customer * **State**: Delivery state of the customer * **Country**: Delivery country of the customer * **Clear all** button: Reset all entered customer delivery info and start fresh. * **More Information** * **Industrial Classification (MSIC) Code**: Select the appropriate MSIC Code, which is required for e-Invoice submission. \\ Defaulted to default MSIC Code in the Profile - Click the “X” on the right to clear the textbox. - Type in keywords related to your business type (e.g., “retail,” “manufacturing,” “information technology”) to narrow down your options. - Choose the most relevant MSIC Code that best describes your business activities. * Visit [[https://msic.stats.gov.my/bi/index.php|Official MSIC Code System]] to find out more MSIC code details * **P/O No.**: The Purchase Order number associated with the quotation. * **Sales Order No.**: The quotation number related to the sales order. (Auto populated if sales order is created from quotation) * {{mdi>dots-horizontal}}: View or edit the linked quotation. * **Invoice No.**: The invoice number linked to the sales order. (Auto populated if invoice is created from quotation) * {{mdi>dots-horizontal}}: View or edit the linked invoice. * **SST Tax Rate**: The applicable Sales and Services Tax (SST) rate for the quotation. Defaulted to default SST Rate in Settings * **SST Tax Type**: The applicable Sales and Services Tax (SST) type for the sales order. Defaulted to default SST Type in Settings * Refer to: //[[https://sdk.myinvois.hasil.gov.my/codes/tax-types/]]// * **Currency**: The currency code used for this document (e.g., MYR, USD). * Activate Multi-currency add-on in the subscription plan to select foreign currencies. * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected). * {{mdi>currency-usd}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available. * **Remark**: Any additional notes or remarks related to the quotation. ++++ ++++ Items: Adding and managing products or services in the quotation. | == Items == \\ {{gallery>:quotation:quotation_3.jpg?500x0&crop=off&0}} * The following options are located on the toolbar * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). * {{mdi>plus}} **New**: Add a new item. * {{mdi>dots-horizontal}} **Add More**: * **New Section**: Create a new section within the quotation. Subtotals will be calculated for each section individually. * **New Discount**: Add a discount to the quotation. * **Data Table**: (Note that some of these columns may be hidden in the row details) * {{mdi>chevron-up}}: Expand row to view more details. (available only in Mobile View) * {{mdi>pencil}}: Modify item details (Mobile View: expand row to access) * {{mdi>delete}}: Delete item (Mobile View: expand row to access) * {{mdi>dots-horizontal}}: More options * {{mdi>format-indent-increase}} **Add Indent**: Indent the selected item * {{mdi>format-indent-decrease}} **Remove Indent**: Outdent the selected item * {{mdi>arrow-up}} **Move Up**: Shift the selected item or section upward in the list * {{mdi>arrow-down}} **Move Down**: Shift the selected item or section downward in the list. * **Item**: The name the item being sold * **Qty**: The quantity of the item being sold * **UOM**: The unit of measurement for the item (e.g., pcs, kg, liters) * **Unit Price**: The price per unit of the item. * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**. * **Footer**: * **Total Excl. Tax**: The total amount of the quotation, excluding tax. * **Total Incl. Tax**: The total amount of the quotation, including tax. * **Total SST**: The Sales and Services Tax (SST) amount applied to the quotation. * **Item Form** \\ {{gallery>:quotation:quotation_5.jpg?400x0&crop=off&0}} * **Industry**: Select the relevant industry to populate the options for Product, Product Type, and Service dropdowns * **Type**: Choose the type of item being sold: **Product**, **Product Type**, **Service**, or **Custom** * **Product / Service / Product Type / Custom**: Select the specific item based on the chosen type. * **Product**: Represents specific goods, items and parts offered by the organization * {{mdi>warehouse}}: Click to view the current inventory level for this product. * **Product Type**: Used when specific products are unknown or not tracked in the system. * **Service**: Additional charges or non-physical offerings that your company provides * **Custom**: Enter free text to define an item not covered by the predefined master data. * **Qty**: The quantity of the item. * **UOM**: The unit of measurement for the item (e.g., pcs, kg, liters) * For items with UOM conversion, an alternate UOM can be selected to ensure accurate inventory tracking. * **Unit Price**: The price per unit of the item. * When a foreign currency is selected, Unit Price is shown in both local and foreign currencies. * Updates to Unit Price in either currency will automatically recalculate the corresponding value using the exchange rate. * {{mdi>calculator}}: Opens the **Derive Net Price from Gross (incl. SST)** dialog. //Only shown when the item is SST taxable.// * **Gross Price (incl. SST)**: Enter the price you were quoted or charged, which already includes SST. * **Derived Net Price (excl. SST)**: The corresponding SST-excluded price, calculated automatically based on the applicable SST rate. * Click **Apply** to set this as the item's **Unit Price**. //Because the derived price is rounded to 2 decimal places, re-applying SST to it may not reverse exactly back to the gross price you entered.// * **Non-billable consumption**: Materials are deducted from stock for the job but are not charged to the customer or shown on their document. * Applicable only when item type is **Product** * Price cannot be set when this option is enabled. * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**. * When a foreign currency is selected, Subtotal is shown in both local and foreign currencies. * **SST Taxable**: Indicates whether the item is subject to Sales and Services Tax (SST). * Activate SST add-on in the subscription plan to enable the SST feature. * **Tax Amount**: The SST amount applied to the item. * When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies. * **Total Incl. Tax**: The total price for the item, including SST, calculated as **Subtotal + Tax Amount**. * When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies. * **Section Form** \\ {{gallery>:quotation:quotation_7.jpg?300x0&crop=off&0}} * **Section**: The name or description of the section. (Subtotals will be calculated for each section) * **Discount Form** \\ {{gallery>:quotation:quotation_6.jpg?400x0&crop=off&0}} * **Discount Description**: A brief description of the discount being applied. * **Discount Amount**: The monetary value of the discount applied to the item or quotation. * When a foreign currency is selected, Discount Amount is shown in both local and foreign currencies. * Updates to Discount Amount in either currency will automatically recalculate the corresponding value using the exchange rate. * **SST Taxable**: Indicates whether the discount is subject to Sales and Services Tax (SST). * **Tax Amount**: The SST amount applied to the discount. * When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies. * **Total Incl. Tax**: The total discount for the item, including SST, calculated as **Discount Amount + Tax Amount**. * When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies. ++++ ++++ Document: Edit the header and footer templates of the quotation. | == Document == \\ {{gallery>:quotation:quotation_4.jpg?500x0&crop=off&0}} * **Subject**: The subject line of the quotation. Defaulted to the quotation subject configured in Settings. * **Footer**: The footer section of the quotation. Defaulted to the quotation footer configured in Settings. * **Select Template**: Choose an alternative template for your Subject/Footer. (Configure additional templates in Settings ➔ More Templates.) ++++ ++++ Form Actions: Available actions such as saving, canceling, sharing or printing the quotation | == Form Actions == * **View Document**: View, print and share quotation document. * **As Document**: Generates a quotation document that can be shared, printed, and downloaded in PDF format. * **As Text Messages**: Instantly convert the quotation into a text message format for quick sharing with customers. * **Save & Close**: Save and close the form * **Save as Draft**: Save the quotation in draft status. * **Save as Pending**: Mark the quotation as awaiting customer response. * **Save as Accepted**: Confirm the quotation as approved by the customer. * **Save as Rejected**: Mark the quotation as declined by the customer. * **Save & Continue**: Save and leave the form open * **Save as Draft**: Save the quotation in draft status. * **Save as Pending**: Mark the quotation as awaiting customer response. * **Save as Accepted**: Confirm the quotation as approved by the customer. * **Save as Rejected**: Mark the quotation as declined by the customer. ++++ ++++ Revisions: View and revert to a previous revision of the quotation | === Revision History === \\ {{gallery>:quotation:quotation_8.jpg?500x0&crop=off&0}} * Shows the current **Quotation No.** and **Revision No.** at the top. * The following options are located on the toolbar * {{mdi>refresh}} **Refresh**: Updates the current view by reloading the data. * {{mdi>download}} **Export to Excel**: Enables exporting the current view data to an Excel file. * {{mdi>filter-alt}} **Column Filter / Column Chooser**: Filter by column values, or choose which columns are shown. * **Data Table**: * {{mdi>chevron-up}} / {{mdi>chevron-down}}: Expand row to view more details. * {{mdi>dots-horizontal}}: Opens a menu with additional options * **View Revision**: Opens the quotation form showing this revision's snapshot, read-only. * **Revert Revision**: Restores this revision's details as the current version of the quotation, archiving the current state as a new revision first. \\ //A confirmation prompt is shown before reverting. Only available if the quotation has not yet been converted to a Sales Order or Invoice.// * **Revision No.**: The revision number at the time this snapshot was taken. * **Date**: The date of the quotation at this revision. * **Status**: The status of the quotation at this revision (e.g. Draft, Pending, Accepted, Rejected). * **Total Incl. Tax**: The total amount of the quotation at this revision, including tax. * **Total Tax**: The total SST tax amount at this revision. * **Total Excl. Tax**: The total amount of the quotation at this revision, excluding tax. * **Revised By**: The user who made this revision. * **Revised On**: The date and time this revision was recorded. ++++ <aichat button float>Welcome to Chillhub AI Assistant. I can help you understand and use your ERP system.</aichat> quotation.txt Last modified: 2026/10/02 03:12by chillhubadmin