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Quotations Guide

If an end-user wishes to purchase something, whether, physical or service, NetHelpDesk has the ability to raise quotations to send to the end-user. Whether they are stand alone, or as part of an existing request, the quotations are easily accessed to start using straight away.

If the quotations option in the left hand menu is not visible, or the quotations tab is not present when looking at a request, these are accessed via each Technician’s individual account, in the Features Visible tab. To access Technicians accounts, the user logged in must be an administrator.

Whilst quotations or estimates can be raised on their own, and separate from requests, the request creation allows all communication regarding the quotation to be tracked. In the standalone quotation, it is simply a quote, and nothing more.

Much like other programs, in NetHelpDesk, the quotation itself must be created, before you start adding the items to quote onto it. Similar to getting a piece of paper first, before you start writing on it.

To create a quotation:

1. Click Add button to create the quotation.

2. The Add New Quotation screen will appear, with pre-populated data.

3. The quotation will have an automatic number, comprising of the request ID, a hyphen and then the number of the quotation in the list.

So, in the example below, the quotation number is 55-1, the first quotation on request ID 55. If not raising a quotation as part of a request, the number will be the ID of the quotation, a hyphen then a 1.

4. The quotation date will be the day it is created, and the expiry date set to be the same date on the following calendar month. So, as above, the quotation runs from the 8th of September, to the 8th of October. The date format will adapt based on your geographical settings.

5. There is a “today” button and a “calendar” button next to both that can be used to change these dates accordingly.

6. There is a Notes section to add overall quotation notes, which apply to the quotation in its entirety.

7. Click OK to save the quotation.

Now that the quotation is created, click onto the quotation line to view the contents of the quotation. The quotation screen has lots of options to choose from, with some advanced features, which is detailed later in this guide. We will explain the screen layout, and these options as we go along.

Explaining the Quotation Screen

1. The top line of the quotation screen identifies the ID of the quotation in the database. It does not necessarily reflect the number of the quotation reference number, which is given to the end-user. It is here for basic identity.

2. The Area/Client, Site and end-user name will also be displayed.

3. The request ID field displaying which request the quotation is linked to.

If the quotation is raised on its own, the Request ID field will be blank, but can be populated manually after the quotation is created, as required.

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4. The details grid will show the quotation reference ID, the date the quotation was created, and when it is set to expire, as populated on this initial screen before.

5. Click the Edit button to edit this detail, and also view a new drop down option, related to the quotation’s status. This list of quotations statuses can be edited in the Advanced Options > Advanced System Settings > Lookup Codes.

6. The initial quotation template provided with NetHelpDesk can be changed according to your business identity, and laid out however is preferred. To edit the default template, go into Advanced Options > Advanced Features > Report Layouts.

7. The Layout button is available to clone the default template to be edited separately. You can choose the name and the location of this template file, and access it again from any other quotation. As time goes on, and you build a group of templates that you require, the Layout button allows access to the list of these, and a choice of layout. The Report Layout field will populate with the name of the chosen Report Layout file.

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8. The View PDF and Email PDF buttons do just as they describe. If they are used at this stage, they will be blank, as no actual items have been added to the quotation.

9. The Make Word Doc. button generates the quotation data into a Microsoft Word document using Mail Merge fields and a template in the …\NetHelpDesk\Win\Reports folder. The fields with << and >> either side will be replaced with Quotation relevant information straight from this quotation area.

A screenshot of the example quotation letter included with NetHelpDesk, with useful information.

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10. The Clone Quote button takes an exact copy of the quotation you are viewing, and adds the new quotation to the list. In the examples above, it would have a reference of 55-2, the second quotation of request ID 55. If not part of a request, the quotation ID will be used to populate the quotation reference. The clone feature is a great option if the customer changes their mind on particular items, or wants to add new items, and you want to track the history of the quotations process for auditing. It removes unnecessary administrative burden.

11. If some of the items that are being quoted form part of an overall project, such as a newly built PC with choices of RAM or Processor, or elements of a new telephone system, there are two check boxes to assist with the creation of groups of items within this quotation.

The Include grouped items quantity on PDF button and the Include Groups Item’s Price on PDF will do exactly as they describe, leaving the option of both to the user.

Adding Items to the Quotation

The options at the bottom of the quotation screen allow for adding of items, and grouping as necessary.

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The Add, Delete, and Edit buttons are there to use for individual items.

1. The Add button allows the addition of an item to the quotation on an individual ad hoc basis, and an item that is not in the Items list. The Items list can be populated and used separately. See details of the Items are of this guide.

2. The Delete button will only work once a line item has been selected. Above the list of items on the quotation, if a line item is selected, its detail will be displayed.

3. The Edit button allows the editing of any line item, whether added on an ad hoc basis, or populated from the items list. All line entries can be edited as necessary throughout the lifetime of the quotation, as required.

Before adding items, if you wish to group items together, the group itself must be created in advance. The group can be named anything at all. Once the group has its name, it is created. Items can then be added in groups, with their quantities and price, is selected.

1. Add New Group button allows to specify a new group name, and subsequently create a new group.

2. Add Group of Items allows you to add groups of items that you have used previously, and saved to the database for later use.

Right click on the existing Group line, usually in a darker blue shade. This reveals further options, such as:

a) Don’t print the group items onto the quotation.

b) Add a discount to the group of items as a whole.

c) Save the Group as a specified list that can be used later on. Useful if using the same group of items over and over.

d) Move the group up the quotation items list.

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3. Add Note is actually a note template. If the group of items comes with a block of information provided by the manufacturer or Supplier, which must be sent with the item.

4. Add Item from List option allows the addition of one or multiple items from the pre-populated Items catalogue. How to populate items in the Items area to be selected can be found in the main guide.

In the Add Item from List, the column names should be intuitive, but specified below is an explanation of each column, and the data it is displaying.

There is a Create a New Item button to start adding individual items to the Items list.

The fastest way to populate the Items list, is to use the NetHelpDesk Import functionality in the Tools ribbon of the main screen.

Column Label


Item No.

The ID number assigned to the item in the database by NHD.

Top Level Type

Items can be arranged by Item Types for easy access, similar to Assets.

Item Description

The description assigned to the Item, in the Item Details.

Supplier Part

Supplier Part code, as specified in the Item entry itself.


The quantity or number of the items you wish to add to the quotation.

In Stock

Shows the total number of this particular item in stock, as added.


Specifies how much is charged to the end-user.


Specifies how much the item costs to your business.


Tax Code ID, of the tax applied to the item, as specified in the item entry.


If using stock locations, the location of these particular items are displayed.

This is a screenshot of a typical Add Items screen, populated with test data for illustration purposes.

1. There is a Search/Next button and field to search the item database using specified criteria.

2. There is a Scroll to Top Level drop down menu, to skip to high level item types.

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3. The Show All Locations option can be checked if required. Click OK to save changes.

When adding items to the quotation, selected from the Items list, each entry will display the pre-populated details, allowing the user to amend, as required.

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1. The Gross Profit % is calculated using the Cost and Sales prices, and all three fields can be amended, as required.

2. Changing the Gross Profit % field will automatically amend the Sales Price accordingly.

3. It is here that individual item notes can be added, to display on the item entry in the quotation itself.

4. The item can then be added to a Group, as necessary.

5. The Item’s Supplier will be automatically populated from the item entry. However, this can be changed, if you have multiple Suppliers providing the same stock.

Once all the items have been added to the Quotation, the options to view the PDF, e-mail it, or create a quotation from the details into a customised Microsoft Word template can be used, as required.

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