Copy a quotation to the actual costing

You can copy the actual costing from a quotation and/or cost estimate. Profit then copies the data from the selected quotation to the actual costing. This is particularly useful if you use the cost estimate as quotation and you want to create the project invoice based on the quotation, after you have made any necessary changes. In this way, you do not have to add all the lines for the actual costing again. Another advantage is that the actual costing hours are immediately visible in the calendar if you are using the integration of Projects with Profit Calendar.

The copied cost estimate lines have the Transferred to actual costing status, so you can distinguish these lines and use a filter if necessary. You can adapt the Cost estimate lines view by including this field in this view. You can also include this field in the entry layout, but you cannot change this field there.

If you attempt to copy lines from a project of which the end date has passed or which has been reported complete, Profit does not copy these lines. In that case, a message appears.

Without Profit Order management

If you do not have Profit Order management, you do not have articles for which the stock is tracked either and you can copy articles in the usual way.

With Profit Order management

If you do have Profit Order management, you can only copy articles for which the stock is not tracked to the actual costing. You cannot copy articles for which the stock is tracked and checked.

• You can process articles for which the stock is tracked (with or without stock check) using a project slip. In that case, the entry is made on the project slip; or
• You can manually enter articles for which the stock is tracked (with or without stock check) in the actual costing, thus creating the entry in the actual costing.

To copy a cost estimate/quotation to the actual costing:

1. Go to: Projects / Cost estimate / Cost estimate.
2. Select the cost estimate(s).
3. Click on the action: Copy to actual costing.
4. Select the line(s) you want to copy. By default, they are already selected.

   By default, all lines are selected. You must deselect the check boxes for the lines that you do not want to copy.

5. Click on: Next.

   

6. Select the Copy cost estimate date to actual costing check box if you want Profit to copy the date (Date planning) from the cost estimate line to the actual costing line. In doing so, Profit retrieves the period per line. In the case of a period change, the preceding lines are saved and the process continues with the new period.

   If this check box is not selected, Profit uses the date in Date for the actual costing. The system date is entered by default, if required, you can enter a different date.

7. If you select the Check validity combinations check box, a check is performed to determine if the combinations specified have also been recorded in the validity combinations. In that case, lines for which no validity combination is found, are not copied to the actual costing. If you do not select this check box, the line is copied without being checked.

   Note:

   You cannot change the line randomly, because the check at the line level is performed for the actual costing.

8. Select the Approve actual costing immediately check box if you immediately want to approve the actual costing so you can process it further. You can still undo the approval afterwards. By default, this setting is copied from the Projects settings.
9. Select the Close actual costing immediately check box if you immediately want to report the actual costing ready, which is required if you want to automatically invoice the lines on a cost-plus basis. You can still undo the reporting ready of the actual costing afterwards. You can only select this check box if the Approve actual costing immediately check box is also selected. By default, this setting is copied from the Projects settings.
10. Select the Redetermine cost prices check box if you want to redetermine the cost price based on the date field when you copy the quotation. If you do not select this check box, the cost price is copied from the cost estimate.
11. Select the Redetermine sales prices check box if you want to redetermine the sales price based on the date field when you copy the quotation. If you do not select this check box, the sales price is copied from the cost estimate.

    When generating invoices (or drafts), Profit then creates a separate invoice per sales contact per project.

12. Enter a Factor for quantity if you want the quantity to be multiplied by the factor when you copy from the quotation in order to determine the sales quantity on the actual costing line.
13. Click on: Finish.