Quotes Modal Improvements

The Quotes modal has been improved to provide a better experience when creating and managing quotes. Below is a summary of the key changes before and after the update.

Keywords: quotes modal, quote management, funding sources, recurring services, once off items, quote calculations, funding period, quote summary, quote changes, quote improvements

I. Quote Header

1. Before: The Quote Header included several fields, including Quote Start Date and Quote End Date.
2. After:
   
1. 6 fields have been retained
2. Quote Start Date and Quote End Date fields have been removed. Quotes will now automatically use the funding source start and end dates on both Mobile and Portal.

The Quote Header has been updated with the following fields.

Field	Description
Quote Created By	Name of the person who generated the quote. This field is auto-populated.
Status	Indicates the current stage of the quote: Draft: Initial status when a quote is created. It is used for preparation and internal review. Can be printed for internal purposes. Open: Quote is ready for the client, allows generation and printing of the contract or agreement. Accepted: Client has formally accepted the quote based on organisational policy and configuration. Accepted Verbally: Client has provided verbal acceptance of the quote. Cancelled: Quote is void and no longer active. Rejected: Quote has been declined by the client.
Quote Reference	Unique identifier assigned to the quote.
Created On	Date the quote was created.
Valid Until	By default, quote validity is set to 30 days from the date of creation. This is the period during which the quoted prices and services are guaranteed. The validity period can be adjusted if needed, for example, if the client requires additional time to review or approve the quote.
Quote Type	Specifies the type or category of the quote.

II. Total Balance Section

The Total Balance section has been removed, including the Balance as of display.

III. Cost Breakdown

1. Before: Fund Sources, Fees and Charges, and Recurring Services sections displayed costs across multiple time periods: Per Day, Per Week, Per Fortnight, Per Month, Per Quarter, Per Year
2. After: These sections now display Totals only on both mobile and portal.
   

IV. Fund Sources Section

Funding Period Option

Under the Funding Sources section, the Funding Period field now includes a new option called Quarterly Date. This option also appears on Funding Source templates and Client Funding Source.

Quote Date Field 

The Period Start and Period End fields are now used as the basis for calculations across funding sources, fees, recurring services, and once-off services. These fields are automatically generated by the system and cannot be edited. The Period Start and Period End will automatically align with the selected value in the Funding Period field.

V. Fees and Charges Section

Subtotal Column

1. Before: The Subtotal column was not displayed.
2. After: The Subtotal column is now available and displays calculated subtotals for each fee item.

VI. Recurring Services Section

Funding Status Flags

In the Recurring Services and Once Off Items sections, the following flags have been added: 

1. Active Funding: Indicates that a valid funding source is linked and falls within the defined funding period, allowing the service or item to be billed.
2. No Active Funding: Indicates that no funding source is linked, meaning the service or item is not covered for billing.
3. Expired Funding: Indicates that the linked funding source is outside its valid period, so it can no longer be used for billing.
   

Subtotal Date Display

1. Before: The Subtotal column did not display start and end dates for quoted services.
   
2. After: For services quoted for a client, the Subtotal column now displays an effective date range based on the Starts On and Ends On fields. If no funding source is selected, no dates will be displayed.
   

VII. Once Off Items Section

Improved calculation accuracy for once-off items, with totals now generated correctly.

VIII. Generate Quotes

Click Generate PDF and select the Advanced option to view the latest changes to quote printouts.

IX. New Quote Print Format

The quote print format has been improved to enhance clarity, readability, and overall presentation.

Sample Quote Print Format

New Quote Print Format

The quote print format has been updated to provide a clearer and more structured view of key information:

• Quote Header: Displays the client name, quote number, quote date, prepared by, and provider details.
• Client Reference Information: Includes the client’s address and contact details.
• Client Note: A side note is included to help explain the purpose of the quote to the client.

Each funding area is presented in its own section, including:

• Funding Source Details: Shows the funding source name and its current status (e.g. active).
• Co-contribution: Displays any client contribution amounts.
• Services and Fees: Lists all quoted services and associated costs.
• Expected Balance: Provides a projected remaining balance for the funding source

Signing Page: A section of the quote where the client formally acknowledges and accepts the terms and conditions.

This is a sample quote for a client with multiple funding sources. Some content may appear differently depending on your client’s funding.

Other Improvements

1. Improved consistency in handling income/funding, spending, and balances.
   
2. Improved GST calculations when switching line items from inclusive to exclusive.
   
3. Improved behavior of “Use Default Funding,” particularly for first-time setups and newly created or assigned funding.
   
4. Improved requote date handling to ensure dates are set accurately.
   
5. Improved application of rate overrides from the underlying funding source when requoting.
   

Upcoming Improvements

Deploying to production in March

1. The Quote modal will provide better visibility of allocated funding. Items with allocated funding but no allocation category will be included in the calculations shown in the Quote modal.
2. Enhancements to the Quote Summary
   
3. Improved handling of period dates for quote fees
   
4. Co-contribution will be included in the quote format
   
5. Items with a rate override will be correctly calculated, even without a selected billing category
   
6. Existing ad hoc bookings will align with the funding source start and end dates, provided they fall within the selected quarter/period
   

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