Quotes

• Quote structure
• Adding a quote
  • Hiding quote rows and columns
• Quote functions
  • Functions of the Options button
  • Row actions
• Quote version management and proposals

A quote is a project document used to define the project’s value and margin, as well as the products and services with their internal cost and sales prices. A quote can be used in many ways depending on your organization’s needs:

• for internal calculations: A project can have multiple quotes, and with the active ones you can track the project’s financial figures. You can track the project’s estimated and actual costs and create purchase orders or revenue recognition entries from the quote rows.
• as an offer: You can send the quote as an offer to your customer's email address, and receive information directly in PSA on whether the recipient has accepted or rejected the offer. You can add a proposal (i.e., a cover sheet) or additional pages that match your company’s branding. From the rows of an accepted offer, you can create scheduled invoicing or sales invoices directly. 
• for creating tasks: The quote rows can also be part of the project resourcing, allowing you to track how much work different parts of the offer require.

General quote information

• Receiver: Contact details of the receiving company and/or contact person, from the drop-down list or entered manually.
• Sender: Your own company’s details. The contact person defaults to the quote editor.
• Sent: The date when the offer was sent to the recipient from PSA.
• Valid until: Select an expiry date if this is an offer.
• Delivered: Delivery date for products/services added manually; not transferred to the invoice.

• Currency and currency rate: Available with a separate add-on.

  

Quote row details

First, use the Columns button to select which columns are shown.

• Rows (description text), product code and amount
• Unit cost: The purchase price of the product/service/hour, i.e., the internal cost. 
• Selling price: The sales price of the product/service/hour to the account and the discount %, can also be defined using margin %.
• VAT: The VAT percentage for the product/service and the VAT amount €.
• Vat tot. 0% and Total: net ang gross total price for the row.
• Margin: Row margin % and €. By setting the margin percentage, you can also define the sales price for the product.
• Type: Row type: hours, sub-contracting (bills), services, products, or expenses. Selecting the type can affect the project’s financial figures; for example, the internal cost of "hours" type row is not included in the sales margin.
• Added to purchase order: The blue indicator shows which rows have been added to a purchase order.
• Invoiced: The blue indicator shows which rows have been invoiced.

• Total (grey row): the summed-up information of the rows under the same heading. For the amount column, it is shown if all rows have the same unit. 
• Grand total: summary of all rows in the quote.

Cost targeting on the quote

If your browser view is zoomed in a lot, the section is shown by clicking the Cost targeting icon. 

With this function, you can compare the project’s estimated and actual costs. Read more in the separate instructions. 

Adding a quote

A quote draft is created automatically for the project under Sales > Quote if you enter a deal value for the project. You can also create a quote manually for any project regardless of the pipeline. A project can have several different quotes, of which only the active ones affect the project’s financial figures.
The quote content can consist of different sections separated by headings. Price rows can be manually added rows or products fetched from the product catalog, as well as CPQ product packages.

1. Go to the project card section Sales > Quote.
2. Click Edit (if the quote already exists) or Add quote.
3. Name the quote.
4. Fill in the quote receiver, sender, and date details.
5. To add a new row to the quote, click + Add new and select one of the following:
   Topic: a heading that groups and describes the following rows
   Description: additional text that further describes the previous row
   Item: a basic row where all details are filled in manually
   Product: a basic row where product details are fetched from PSA’s product register
   CPQ row grouped: a product package is fetched from the product register without itemization into a single row
   CPQ row itemized: a product package is fetched from the product register itemized by row.
   
6. Fill in the details in the row fields.
7. Add the rest of the rows. With the plus button, the row is added at the bottom. If you want a new row in a specific place, click the three dots in front of the desired row > Add row below. You can also reorder rows by dragging from the up and down arrow button. 
   
8. Finally, click Save.

Hiding quote rows and columns

You can hide rows and columns from the quote edit view or from printouts, for example if the offer contains internally important cost information that you do not want to send to the customer.

Hiding a row from the printout and invoice

The row can be restored to visible via the same path by clicking Show on print and invoice. 

Quote functions

Functions of the Options button

• Send: You can use the quote as an offer, i.e., send it to the customer contact for approval. Read more here.
• Print: The program opens a new window where you can define the language and time format, and then print the quote as a PDF. The languages and default time format are retrieved from your company’s general settings.
• Change status
• +Create proposal: If you use the quote as an offer to the customer, you can also add a proposal (i.e., a cover sheet) or additional pages that match your company’s branding.
• +Create purchase order: You can use the quote directly as a basis for adding a purchase order. If some rows have already been added earlier to another purchase order, only the new rows will be added to the new purchase order. If you want to use only certain rows, see the Row actions section of these instructions. 
• New template: The program adds a new blank quote for the project.
• Add new refund quote (add-on): You can create a credit quote, through which you can also create a credit invoice for an invoice created from the quote. Read more here
• Duplicate: You can make multiple copies of a quote, for example if you want different versions of an offer and finally activate one of them for use. The function opens in a new window where you define the name, the activity of the current and new quote, and whether allocations are transferred. Finally, the copy opens for editing. 
• Search for template: You can fetch a template for the quote from another project, including a closed one. For example, you can create one internal project called “sales offer templates” and store ready-made offer templates there for different purposes, which you can then easily retrieve for customer projects. The function opens in a new window where you select the template to fetch and whether the new quote is activated.
• Create invoice: You can use the quote directly as a basis for creating a project invoice, if this is allowed in the project’s invoicing settings. If you want to invoice only certain rows, see the Row actions section of these instructions.
• Create scheduled invoices Read more here
• Import quote rows: Read more below.

Import rows to the quote

You can import rows to the quote using Excel, e.g., if you use recurring templates or have more advanced pricing calculations. 

Creating the file: 

First, download the Excel template to your computer from the window that opens under Options > Import quote rows, and fill it in. Note! In Excel, Row type, Unit, and Type must be filled in English even if PSA’s UI language is Finnish. 

• Row type: Header (heading), Row (regular item or product row) or Description (description row)
• Product code: enter the product code found in the program
• Unit: enter the unit found in the program in English
• Type: Services, Hours, Products, Sub-contracting, or Expenses
• You can fill in the description in the language you want to show to the account. 

Importing the file into PSA: 

1. Options > Import quote rows
2. Select file and Continue
3. Check that the columns of the data to be imported match the program’s columns and click Continue.
4. The program shows the valid rows; click Import.
   If the program finds errors in the content, click Back and correct the file to be imported.
5. The program reports the number of successfully imported rows; click Close. 

Row actions

Row actions are visible when the quote is not in the edit mode, but in the basic mode.

By selecting some or all quote rows, you can perform these actions:

• Export to Excel
• Create purchase order
• Create invoice
• Create scheduled invoices

Tasks for resourcing can be added from the three dots in front of the row. When tasks are created from the quote, they will automatically get the correct project, description, hour amount and hour price.

Quote version management and proposals

If your browser view is zoomed in a lot, the section is shown by clicking the Versions & details icon. 

On the right side of the view, you can see all quotes for the project. You can switch between them by clicking the rows.

From the list, you can manage the status and proposals of the quotes:

• Activity: An Active quote affects the project’s financial data. Inactive can be, for example, different stages of an offer.
• Status: Draft, sent, review, approved, or declined. Read more here.
• Create/Show proposal: If you use the quote as an offer to the customer, you can add a new proposal here or edit the current proposal. Read more here.
• Delete an unnecessary quote entirely via the three dots menu.