Quotation and pricing

How a quotation is drawn up, priced, taxed, numbered and printed.

19 rules, in register order, from R34 to R59; numbers do not run in sequence. Back to the index.

R34 — What the customer stated outranks our defaults

Order: the person’s choice, then what the customer stated where an option means it, then a condition (a mapping, a process value, the size, an inherited material or the fluid’s grades), then the family default, then a menu of one. Wording no option means falls to the condition and the default (R76).

R35 — A default filled over something the customer asked for is reported as a deviation

R36 — A rate, discount, quantity or skip typed on a quotation line that has changed is withheld, not applied

A line has changed when it is no longer on the enquiry, or when its item code is no longer the one the change was typed against, whether or not the enquiry was read again. The change is listed on the quotation with what it set and why it was withheld, and is never moved to another line.

The person enters it again on the line if it still stands and dismisses what is left. A quotation cannot be issued while any is listed, and dismissing cannot be undone.

R37 — Only options marked as affecting the price change it; the default option is in the base price; another option adds or subtracts its rate

This holds for every option marked as affecting the price, whether or not it is in the order code. The default is the option the item code is configured with, or the one the line’s product defaulted to.

An option not marked as affecting the price, or not reviewed yet, and a price setting for a row the line’s datasheet does not have, change nothing and are not flagged.

A line with no rate makes the whole quotation unpriced, so totals never look computed while a line is still “price TBD”.

A line has no rate when its item code has no price or no price band holds the top of its Flowtech range; when an option that affects the price is unchosen, is no longer on the datasheet, is a Custom option whose rate is not typed yet (R78), or is charged by a quantity the line does not state; or when deductions bring its price to zero or below.

A rate typed on the quotation prices it.

Another option that affects the price but whose rate the item master cannot give adds nothing: it has no charge method, no rate for the line’s size or price band, a broken library link, or a datasheet or charge method not yet published.

Rates listed by a second thing the option’s price depends on, such as a flange bore, are not read by the line’s size, so that option adds nothing too.

An option charged by parameter adds nothing as well when the line holds its figure in another unit than the rate is per, or with no unit, or the datasheet names no unit for it; nothing is converted. A field marked as affecting the price adds nothing too.

The line is priced, and each is shown on it as a warning, which does not stop the issue and is never printed.

R38 — A quotation is drawn up from reviewed lines, and an unanswered option stops its issue

A quotation is generated only once every line it covers is confirmed or excluded in line review: a project’s quotation counts that project’s lines, and one of every line counts them all. Generating it otherwise is refused, saying how many lines still need review.

A quotation cannot be issued while an included line has an option still open or a model number that cannot be composed. A line that returns to review after its quotation was generated is quoted and issued, with a warning on the line that is never printed.

A draft PDF prints every included line with what is open marked as open: an option not yet chosen as a dash, the model number as “?” and a rate or total not yet known as “Pending”. No document prints option prices.

R40 — Each line names its own service and application

A quotation has no application of its own.

Each line prints its service, as its datasheet names that row: the fluid as the customer wrote it, or the fluid the line was matched to where the customer gave only its phase, such as “Liquid”, with its type (Liquid, Gas or Steam) beside it and the place or equipment it serves as its application.

R41 — Tax is charged on the taxable value, not on the basic value

Gross, less line discounts, less overall discount, gives basic; plus charges gives taxable value; plus GST gives the grand total. GST is charged at each line’s HSN rate (R86); the seeded rates are 18%.

R42 — A charge switched off means the buyer bears it; a charge at zero means we checked and it is free

They are not the same. A switched-off charge, and a charge at zero, are left off the printed quotation; the totals are the same either way.

Freight is the exception: the amounts table always prints a transportation row, “Ex-works Vadodara — Client’s scope” while freight is off, and “FOR” with its amount, or “Included” at zero, once it is on. The terms print no delivery row.

R101 — Payment terms are amounts of the grand total, GST included

Each payment stage prints its percentage and its share of the grand total, the paise split so the stages add up exactly, then their total. While the quotation is unpriced the amounts read “Pending”.

R102 — Every quoted line prints its tag number, the customer’s item code, or “Not provided”

A line the enquiry gives no tag number for prints, under Tag No., the customer’s own item or material code from its row, such as BO-61-0028. A line with neither keeps the Tag No. entry, reading “Not provided”. Both hold on the quotation, the tag schedule and the datasheet.

A material or a product specification is not a tag number: a tag read as one, such as the “PP”, “LEVEL INDICATOR” or 2" in a description, is taken off the line and kept with it as a value to place, unless the row states it under a tag heading.

R103 — A quotation cannot be issued without a billing address

A draft with none prints “Address not given” in BILL TO and is refused at issue until the address is entered.

R43 — A discount can never become a surcharge

R44 — Discounts apply in order: per line first, then across the quotation

R45 — A draft quotation is rebuilt from the enquiry on every view; issuing freezes the version

Only the header, terms, charges and per-line quantity, rate, discount and exclusion are stored on a draft. An option chosen on a quotation line is saved on the enquiry’s line, so every quotation for that enquiry follows it.

Issuing rebuilds the draft once more and freezes it only when its grand total is still the one the person was shown; otherwise nothing is issued and the quotation reloads. An issued version’s lines, totals, payment split and letterhead never change.

R85 — Quotation numbers run per financial year as `FQ-yy-yy-nnnnn`

A revision prints as -R1, -R2. A number is taken when the quotation is created and is never given to another quotation, so a quotation deleted before it was ever issued leaves a gap, even when a PDF of its draft was downloaded.

The overall discount and the charges are shared across lines in proportion to their value. Supply inside the company’s state is CGST and SGST; otherwise it is IGST. The place of supply and the company’s state are chosen from the list of Indian states and union territories.

A quotation cannot be issued without a place of supply, or while the company profile’s state is not on that list. CGST and SGST are equal halves of each rate’s tax, each rounded to the paisa.

R87 — A quotation prints every line’s temperature, pressure and flow, and where each figure came from

Each line prints its pressure and temperature, and on a flow meter or rotameter its flow, as a grid of minimum, operating, maximum and design, one figure to each of its datasheet’s rows, then its Flowtech Flow Range (R108); flow has no design value, whatever its category’s datasheet lists.

The other rows of its datasheet’s OPERATING CONDITIONS heading follow, under the datasheet’s labels and in its order, where the line holds a value.

Each figure is marked Stated, Calculated (worked out by a rule from stated figures only), Assumed (resting on any assumed figure) or Suggested (a Flowtech range at the size the client stated, not checked against a flow), and one that cannot be filled prints Not stated.

Temperature and pressure follow R65 and R68; a line that states no figure, or only wording such as “Amb”, is taken at ambient over the ambient range (R17) beside that wording, and steam or a gas is assumed no ambient figure. A gas’s stated pressure and temperature, and steam’s pressure, take R65’s range and R68’s design value; steam’s other temperatures are read from the steam table at its pressures (R84). A line and its quotation show the same assumed figures.

A lone flow figure is the normal flow, and a stated minimum and maximum with no normal flow give the normal flow as their mean, calculated. With no minimum stated, the minimum flow is 0.7 × normal: calculated when a maximum is stated, else assumed with a maximum of 1.3 × normal.

A normal flow given as a range gives the operating flow as its midpoint, calculated. A minimum and maximum stated on their own rows stay as stated, and the range’s ends fill only the ones not stated; with only the range, its ends are the minimum and maximum.

Flow prints in the unit the customer wrote, and every figure’s unit is spelled the way engineers write it (M3/HR as m³/h, KG/CM2 g as kg/cm²(g), Deg.C as °C). Figures given without a unit print with “(unit not stated)”; a unit taken from the enquiry’s other flow lines prints marked Assumed; the line’s notes say which.

A scale or calibrated range the client asks of the meter is the line’s Flowtech range (R108); it is never read as the line’s process flow.

R108 — The Flowtech range beside a line’s flow follows its family

A range the enquiry asks the meter to be scaled or calibrated to, such as a rotameter scale of 0–100 LPH, is read as the line’s minimum and maximum flow, and the Flowtech Flow Range is never the enquiry’s (R122): a Flowtech Flow Range a line holds from an earlier reading is shown beside the line’s row, never printed, and never sizes the line.

Electromagnetic, vortex, IBR vortex, turbine and oval gear flowmeters print what the chosen size measures, from Flowtech’s sizing table, in the line’s standard flow unit (m³/h for a liquid, Nm³/h for a gas, kg/h for steam), marked Calculated, or Assumed where the size rests on a flow whose unit was borrowed; at the client’s stated size with no usable flow it is marked Suggested, and the notes ask the client to confirm their flow lies within it.

Glass tube, tiny glass tube, metal tube and acrylic body rotameters print a tenth of a maximum up to that maximum, taking the maximum in this order: the one the client states, in the client’s unit (marked Assumed when its unit is borrowed); else a maximum worked out from the client’s normal flow, marked Assumed.

Figures with no unit are not read as a client maximum, and a rotameter with none of these prints Not stated. Bypass rotameters and orifice print the client’s minimum to maximum, since the instrument is made for that flow, filled as R87 fills it, and Not stated when none is given. Ultrasonic and open channel flowmeters print no Flowtech range.

Other families print no Flowtech range, and a line not yet sized prints Not sized. A client minimum below the Flowtech minimum, in a unit the client stated or one borrowed, adds the note “Flow below 8.48 m³/h is not measured.”

R59 — Setting a price at an existing key overwrites it

There is no approval step — the latest entry is the price, immediately. The change is written to the audit log with who made it and the amount it replaced. Entering a first price needs create rights on the pricing library; overwriting one needs edit rights.