quotation [Chillhub App Knowledge Base]

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===== 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** \\ {{:quotation:quotation_1.jpg?600|}}
  * The following options are located on the toolbar
    * {{mdi>magnify?24}} **Search**: Allows you to search for specific data
    * {{mdi>refresh?24}} **Refresh**: Updates the current view by reloading the data
    * {{mdi>download?24}} **Export to Excel**: Enables exporting the current view data to an Excel file.
    * {{mdi>plus?24}} **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?24}}: Expand row to view more details.
    * {{mdi>pencil?24}}: Modify quotation details (Mobile View: expand row to access)
    * {{mdi>content-copy?24}}: Duplicate an existing quotation (Mobile View: expand row to access)
    * {{mdi>dots-horizontal?24}}: Opens a menu with additional options
      * {{mdi>cart?24}}: Create a new sales order or modify an existing one for the quotation.
      * {{mdi>receipt?24}}: Create a new invoice or modify an existing one for the quotation.
    * **Quotation No.**: The unique identifier for the quotation
    * **Status**: Shows the current status of the quotation (e.g., Pending, Accepted, Rejected)
      * {{mdi>pencil?24}} **Draft**: The quotation is still being prepared and has not been sent to the customer.
      * {{mdi>clock-outline?24}} **Pending**: The quotation is awaiting customer response.
      * {{mdi>check-circle?24}} **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?24}} **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.
    * **Terms**: The payment terms 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).
++++
=== Quotation Form ===
++++ General: Key details such as quotation number, date and customer information |
== General ==
\\ {{:quotation:quotation_2.jpg?500|}}
  * **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?24}} icon to generate a new quotation number
  * **Date**: The date the quotation was issued.
  * **Customer**
    * **Billing**: The customer's billing information, used for invoicing
      * {{mdi>qrcode-scan?24}}: 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?24}}: 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?24}}: 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?24}}: 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.
      * **Customer**: The name of the customer to whom goods and services are delivered.
      * **Contact No.**: The contact number for the delivery customer.
        * {{fa>whatsapp?24}}: 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?24}}: 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)
    * **Invoice No.**: The invoice number linked to the sales order. (Auto populated if invoice is created from quotation)
    * **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?24}}: 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 ==
\\ {{:quotation:quotation_3.jpg?500|}}
  * 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?24}} **New**: Add a new item.
    * {{mdi>dots-horizontal?24}} **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?24}}: Expand row to view more details. (available only in Mobile View) 
    * {{mdi>pencil?24}}: Modify item details (Mobile View: expand row to access)
    * {{mdi>delete?24}}: Delete item (Mobile View: expand row to access)
    * {{mdi>dots-horizontal?24}}: More options
      * {{mdi>format-indent-increase?24}} **Add Indent**: Indent the selected item
      * {{mdi>format-indent-decrease?24}} **Remove Indent**: Outdent the selected item
      * {{mdi>arrow-up?24}} **Move Up**: Shift the selected item or section upward in the list
      * {{mdi>arrow-down?24}} **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** \\ {{:quotation:quotation_5.jpg?500|}}
    * **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?24}}: 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.
    * **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** \\ {{:quotation:quotation_7.jpg?400|}}
    * **Section**: The name or description of the section. (Subtotals will be calculated for each section)
  *  **Discount Form** \\ {{:quotation:quotation_6.jpg?500|}}
    * **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 ==
\\ {{:quotation:quotation_4.jpg?500|}}
  * **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.
++++
++++ 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.
++++
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