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).

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

* : Opens the AI Extract Profile dialog to automatically populate customer information using AI.

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

• 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

• 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.