quotation

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 Chillhub App
Navigate the Quotation page by selecting Menu → Quotation
The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
- 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)
- : Expand row to view more details.
- : Modify quotation details (Mobile View: expand row to access)
- : Duplicate an existing quotation (Mobile View: expand row to access)
- : Opens a menu with additional options
  - : Create a new sales order or modify an existing one for the quotation.
  - : 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)
  - Draft: The quotation is still being prepared and has not been sent to the customer.
  - Pending: The quotation is awaiting customer response.
  - 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.”
  - 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

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 icon to generate a new quotation number
Date: The date the quotation was issued.
Customer
- Billing: The customer's billing information, used for invoicing
  - : Scan Taxpayer QR code from MyInvois App to automatically populate customer information.
    - Visit 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.
    - : 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
    - : 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
    - : 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.
    - : 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
    - : 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
  1. Click the “X” on the right to clear the textbox.
  2. Type in keywords related to your business type (e.g., “retail,” “manufacturing,” “information technology”) to narrow down your options.
  3. Choose the most relevant MSIC Code that best describes your business activities.
    - Visit 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).
  - : 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

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).
- New: Add a new item.
- 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)
- : Expand row to view more details. (available only in Mobile View)
- : Modify item details (Mobile View: expand row to access)
- : Delete item (Mobile View: expand row to access)
- : More options
  - Add Indent: Indent the selected item
  - Remove Indent: Outdent the selected item
  - Move Up: Shift the selected item or section upward in the list
  - 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
- 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
    - : 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
- Section: The name or description of the section. (Subtotals will be calculated for each section)
Discount Form
- 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.

Form Actions: Available actions such as saving, canceling, sharing or printing the quotation