Add items to a quotation

Article • 4/27/2026 • 4 min read

A quotation estimates the price of goods you can produce and deliver. A quotation lists all the items the prospect has asked you about. You can add items from scratch, or copy items from the current quotation, another quotation, a sales order, a job order, the estimate file.

To add an item from scratch

  1. Open the quotation and click the Items tab.

  2. On the grid toolbar, click New.

    The Item Details page appears.

  3. Set part information:

    ยป In the DC Facility list, select the distribution facility.

    If the Contract is selected on the Quote > Quote Information tab/ Financial Information section, it defaults to the newly added line items and the Part Number lookup is filtered based on the contract.

    If you want to add part numbers that are not on the defaulted con- tract, clear the Contract field from the line item and select any part/parts from all the part numbers displayed in the Part Number lookup.

    If you want to add part numbers that are on a different contract, select the required contract on the line item and then select the part/parts associated with the contract from the Part Number lookup.

  4. To select a standard part:

    1. Click the Part Number lookup reference.

    The Lookup For Part Number window appears.

    1. Select the row that contains the required part number, and click Select.

    Or double-click the row that contains the required part number.

  5. To add a non-standard part:

    1. In the Part Number field, type the part number.

    2. If the starting characters of the part number entered match the start- ing characters of an already existing part number in the Item Master (INV), it appears in the list. Press enter to retain the value in the Part Number field. Select the Non Standard Item check box, the Revision value is automatically set to NS.

      If the part number entered does not match any of the existing part numbers in the Item Master (INV), the value entered is retained, the Revision value is set to NS and the Non Standard Item check box is automatically selected.

    3. In the Quantity field, specify the quantity.

    4. Click the Shipping/Billing Details tab, and in the Delivery field, type the delivery notes.

  6. If the item is a non-standard make item, in the Source Facility list, select the source facility.

  7. Set the price:

    The Unit Price is automatically retrieved from the Item Master [INV] and can be edited if required.

Note: The Unit Price is fetched based on the selected Selling U/M, and the corresponding Packaging U/M defined in the Item Master. If the CSSALE checkbox Update the Unit Price Based on the Conversion Rate While Switching Between Inventory U/M and Selling U/M is selected, the Unit Price will be recalculated using the conversion rate defined in the Item Master [INV] under Unit Selling Prices and Conversion Units grid when switching between U/Ms. If the checkbox is not selected, the system retains the default Item Master [INV] price.

  1. When a price schedule is selected, the Unit Price field is read-only and is updated automatically when the quantity is changed. The unit price is calculated as per the Price Schedule in the Variable Price Schedules (PRSCV) page.

Note: When the quantity is changed, a message stating the new unit price is displayed. Click Yes to change the unit price.

  1. To apply a price schedule:

    1. Click the Shipping/Billing Details tab.

    2. In the Type list, select Fixed or Variable according to the kind of price schedule to apply.

    3. In the Price Schedule list, select the schedule.

    Note: If the Selling U/M is different from the Inventory U/M, the user must select the appropriate Selling U/M along with its corresponding Packaging U/M and enter the prices in the fields specific to the Selling U/M on the Fixed Price Schedule [PRSCF] and Variable Price Schedule [PRSCV] screens.

  2. Select the Taxable check box, to make this item taxable.

  3. If your company uses geographic-based taxes, change the jurisdiction if required:

    1. Click the Jurisdiction lookup reference.

      The Lookup For Jurisdiction window appears.

    2. Select the row that contains the required jurisdiction, and click Select.

    Or double-click the row that contains the required jurisdiction.

  4. To apply progress billing, in the Progress Billing Type list, select the type of progress billing.

What do these values mean?

If you select a type of progress billing, you must enter progress billing information after you save.

  1. On the Toolbar, click Save to save the item.