Options can be added to a quote or estimate to provide the customer with optional cost items that they may decide to accept.
To add an option to a quote or estimate:
- Open the quote or estimate you want to add options to.
- On the quote/estimate information screen, Options section, select New Option.
- On the New Quote or New Estimate Option screen, add the information about the optional items. See the Data fields reference section below for more information on what each field is for.
- Save your changes. The option information is added to the current draft quote or estimate.
Data fields reference
Description of the item whose cost is to be included in the quote. The text you type is matched against the cost items, stored in the Cost Admin database (Business > Settings > Costs), so that you can select one of these items if you wish.
Alternatively, you can just type in details of a new cost item (which is added to the quote but not to the Cost Admin database).
Number of items to include in the quote.
The cost per item.
The price of each item based on the Unit Cost and the markup. It is calculated automatically if you have a markup % set in your Organisation Settings > Cost > Markup %. However you can override the Markup % by specifying a different value in the Calculate Markup dialog, or by typing a value directly into the Unit Price field.
|Supplier||The name of the supplier of the item (or items). Select a supplier name from the drop-down list, or add a new supplier, as required.|
|Code||A reference code for the cost item, if applicable.|
|Folder||An optional cost cannot be associated with a folder. If you want to associate an optional cost with a folder, it must be set up as a Fixed cost (which means that it is no longer optional). See Fixed/Optional below.|
The tax name and rate to apply to the quote. If you have a second tax rate set up in your Organisation Settings > Financial settings, both rates are shown. Select the required rate.
Any comments or notes relating to the item.
These option buttons are displayed only when editing a cost in a quote.
If Fixed is selected, the cost can be associated with a specific folder. If Fixed is selected and no folder is specified, the cost is associated with the Unassigned folder.
If Optional is selected, the cost is not (and cannot be) associated with a specific folder. To move a cost out of a folder and into the list of optional costs, edit the cost and select Optional.
When adding an optional cost to a quote, Optional is the default setting.