Create Quote

Before the quotation process can begin, a quote record must first be initiated. All the information that is assembled during the quotation process is stored in the quote record. New quote records can be created from scratch or you can modify a copy of an existing quote record. If you have previously quoted on a similar job, then utilising a copy of the job's quote record can save you time.

To make quoting easy, Printcost comes with Xpert. Xpert guides you through the process of selecting, for example, stock, colours (front and back), sealing and laminating, then applies your company's house rules the calculation of your quote.

On this page:

Table of Contents:

Initiating a Quote Record

The process of initiation gathers enough information about a job before the job can be quoted on. If the job is for a prospective customer, contact details are collected also.

With Printcost, you can initiate a quote record for a prospective customer without first having to create an account for that customer. When initiating a quote record for an existing customer, select that customer first. This ensures that, for example, the customers existing contact details can be re-used and speeds up the process of creating quotes.

Important: To streamline the process of gathering information, the steps described below involve guiding you through a set of windows that are displayed in sequence. These windows may require you to enter more information, or the same information in a different order than is described. This is because the version of Printcost that you are using may have been customised for or by your company.

Before you begin:

Note: If you can't find *Prospect or the customer record that you are looking for, use the Filter window to narrow down your search. To display the Filter window, click List (if the list of records is not currently displayed), then click Sel. If you are unfamiliar with using the Filter window, first see the Filter / Records topics under the Printcost tab at the top of the help window.

Note: You can cancel the process of setting up a quote record at any time. Please note that the incomplete record is still created and can be located in the Quotes File window. If you do not intend to complete this record, then you can delete it from the Quotes File window.

To initiate a quote record:

  1. On the top-right button bar of the Customer File window, New row, click Quote.
    • Result: The Quotes File window and Select-Quotes-Required-Data window is displayed.
  2. Complete the Job Title field.
    • Example: ABC Company Letterheads.
  3. Select the New Job option.
    • Note: If the New Job option is not available, go to Step 4.

    4. Job Type Examples:

    Leaflets and Brochures
    Note: Leaflets and Brochures are examples of Simple Work. Simple Work is a category that includes single-printing-part work (except business cards) which is finished flat or folded.
    Docket Book
    Choose Docket Book for multipart forms or books including standard ncr pads and ncr books, fan-apart or set-apart ncr sets, and single-part and multi-leaf pads.
    Business Cards
    Choose Business Cards for standard business cards sizes because it is treated differently from other simple work, e.g. number up.
    Magazines and Books
    Books and Magazines are exampes of multi-printing-part work.
  4. From the Job Type drop box, select the relevant option, then press Tab.
    • Result: One or more of the following may be displayed:
      • A Binding Option drop box. If displayed, select the relevant binding option.
      • The Confirm Updates For window. If displayed, select/deselect the relevant pricing options then click OK. Clicking Cancel automatically deselects all options.
  5. In the Quantities fields, type the required quantities and if relevant, select Run on
    • Note: You can specify:
      • up to four quantities with no run on, or
      • up to three quantities with a run on.
  6. (Optional) From the Certification drop box, select the relevant option.
    • Note: Some customers may require paper that has been certified by the Forest Stewardship Council. Options include:
      • FSC (Forest Stewardship Council certified products required for Job)
      • PEFC (Programme for the Endorsement of Forest Certified products required for job)
  7. Click Proceed
    • Result: The Select Work Type window is displayed.
    • Note: Fields relevant to the job type you selected earlier, are displayed.
  8. From the table, select the relevant dimensions.
    • Result: The available fields are automatically filled with the dimensions that you selected.
    • Note: If the relevant option is not available for selection, manually type the required dimensions into the available fields.
  9. Click Proceed.
    • Result: A quote record is created and displayed in the Quotes File window. The information that you entered earlier will be displayed in the relevant fields.

What's Next?

There is a bit more information to capture about the prospective customer before proceeding to prepare a quote using Xpert.

Prospective Customer

If you initiated the quote record for a prospective customer:

Prospective Existing Customers

Duplicating a Quote Record

When duplicating a quote record, you will have the opportunity to make changes to the duplicate.

Before you begin

Ensure that the Quotes File window is currently displaying the quote record that you want to copy.

Notes: If the relevant quote record is not displayed you can locate the relevant quote record using the following techniques:

To duplicate a quote record:

  1. On the Quotes File window, top-right button bar, click Copy Quote.
    • Result: Pricing options, rounding options and a table showing a summary of costs, tax and profit is displayed.
    • Result: The Quotes File window and Select-Quotes-Required-Data window is displayed.
  2. Overtype the job title.
    • Important: Ensure that the new job title cannot be confused with the job title of the record you are copying.
  3. (Optional) Update the job type, quantities, certification and dates.
  4. Click Proceed.
    • Result: The Select Work Type window is displayed.
  5. (Optional) Select a new size.
    • Result: The available fields are automatically filled with the dimensions that you selected.
    • Note: If the relevant size is not available for selection, manually type the required dimensions into the available fields.
  6. Click Proceed.
    • Result: A quote record is created and displayed in the Quotes File window. Unchanged information and the information that you changed (above) is displayed in the relevant fields.

What's Next?

Confirm Customer

If you copied this quote record from a customer who is not the intended recipient of this quote, remember to update (replace) the quote record's customer details.

Quoting Single-Printing-Part Work with Xpert

Examples of single-printing-part work (also known as Simple Work) include:

Note: To prepare a quote for multi-printing-part work, e.g., books, magazines and NCR sets, see 'Quoting Multi-Printing-Part Work with Xpert' later in this document.:

Before you begin

Ensure that:

To quote single-printing-part work:

  1. On the Quotes File window, top-left button bars, click Xpert.
    • Result: The Xpert for part: Part 1 window, Paper Details frame is displayed.
  2. (If Relevant) Overtype the "Number of Kinds" value with the relevant number of kinds.
    • Note: Alternatively, you can click the adjacent arrows to increase or decrease the number of kinds.
    • Remember: The number of kinds is multiplied by the quantities (specified when setting up the quote record) to give the total number of finished items.
    • Example: If a customer wants 1000 business cards printed for each of three employees, then the number of kinds equals three. 1000 will be the quantity of cards required for each employee, to give a total number of 3000 finished items.
  3. Click Select Stock.
    • Result: The Select - Rates File window displays a list of paper stocks.
  4. Select the relevant stock item, then at the top-left of the window, click Accept.
    • Resullt: The Paper Details frame displays the selected stocks details.
    • Note: If you want to change the stock, go back to Step 3.
  5. Click Next.
    • Result: The COLOURS AND COATING frame is displayed.
  6. Select the relevant colour and coating options, then click Next.
    • Result: The EMBELLISHMENTS frame is displayed.
  7. (Optional) Select the relevant die cutting, embossing, foiling and other options, then click Next.
    • Result: The following frames are displayed: Impositions, Press Sheet, Changeouts and Post Press Cut.
  8. (Optional) Select the 'Use selected paper only' check box.
    • Note: Select this option if you want to limit the choice of impositions to the stock sheet dimensions that are already selected.
    • Note: Deselect this option if you want to choose an imposition from all available sizes of the selected stock sheet.

    9. Price Calculation Options. For Step 15

    Prepress
    Select this to apply house rules to the prepress part of the estimate.
    Deselect this to retain (if any) the previously calculated prepress estimate.
    Printing
    This is the second checkbox. The name of this checkbox will vary. The name correlates to the printing part that you are currently quoting on.
    Select this to apply house rules to this printing part.
    Deselect this to retain (if any) the previously calculated printing quote.
    Completion
    Select this to apply house rules to the completion part of the quote.
    Deselect this to retain (if any) the previously calculated completion part's prices.
    Update Stock Prices
    Select this to include the latest stock prices in the calculation.
    Deselect this to maintain costs that were copied from an earlier quote or to prevent any changes to stock prices that may have been recently updated, or are currently being updated within Printcost.
    Reread Default Rates
    Select this to include the latest prices, of for example printing processes, in the calculation
    Deselect this so that other prices (other than those for stock) are not affected by any changes. For example, to maintain printing process prices that were copied from an earlier quote, or to prevent any changes to costs that may have been recently updated, or are currently being updated within Printcost.
    Reset All Quantity Overrides
    Select this to override all previously applied quantities, whether previously calculated using Xpert or manually entered on the Xpert Results frame.
    Deselect this to retain previously calculated and manually overridden (if any) quantities.
  9. (Optional) Click Manually Select Press, select the relevant press, then click OK.
    • Important: To limit the choice of impositions to the selected press, ensure the 'Use Selected press only' checkbox is selected.
    • Note: Deselect this option if you want to choose an imposition from all available press / imposition options.
  10. Click Suggest Impositions.
    • Result: A list of imposition options is displayed.
  11. (Optional) Select Show Best Price
    • Note: Select this option if you want Printcost to list imposition options by estimated price.
    • Note: If multiple quantities are being estimated, to determine the optimal price & quantity combination, click the relevant quantity header to sort prices for that quantity.
    • Note: Clicking the X button (located next to the Show Best Price button) displays the previous frame. Caution: Do not click the windows Close (X) button because it will close Xpert.
  12. Click the relevant imposition.
    • Result: The Imposition frame displays the details of the selected imposition.
  13. Click Next.
    • Result: The PACK AND DESPATCH frame is displayed.
  14. Under PACK AND DESPATCH, type the number of finished items to be included in each pack, and select the relevant packing options.
  15. At the bottom-right of the window, select/de-select the relevant price calculation options.
    • Recommended: Ensure all price calculation options are selected (ticked)
    • For more information, see inset (right) for information about the price calculation options.
  16. Click Calculate.
    • Result: Any of the following may be displayed.
      • - The Enter Manual Value window.
      • - 'Non-stocked item...' window.
      • - The Quotes File window, Xpert Results frame displaying the results of the calculation.
  17. (If displayed) Complete all Enter Manual Value windows and the 'Non-stocked item...' window.
    • Results: The Quotes File window, Xpert Results frame displays the results of the calculation.
    • Note: Depending on, for example, outwork, more than one Enter Manual Value window may be displayed requiring your input.
      Example: You may be requested to type in the estimated number of hours required to complete the artwork. Type the number of hours, then click OK.
    • Note: If the 'Non-stocked item...' window is displayed, click either:
      Yes - if you want to charge the customer the price for an entire pack even though only part of the pack is used for the job, or
      No - if you only want to charge for stock used.
    • Note: The 'Non-stocked item...' window is only displayed if the selected paper is a non-stocked item that is only sold in packs.

What's Next?

To add processes, and/or modify quantities, charge rates, lift factor, and to modify mark-ups and discounts, see the online help: Quotes > Modify Quote.:

Quoting Multi-Printing-Part Work with Xpert

In addition to the Prepress and Completion parts of an quote, as the name suggests, multi-print-part work has two or more printing parts. Examples of multi-print-part work are:

Note: To prepare a quote for single-printing-part work, e.g., business cards, leaflets and letterheads, see 'Quoting Single Printing Part Work', earlier in this document.:

Note: The steps below will guide you through the quotation of one printing part. For this, we recommend that you quote on a part that can be duplicated (for example, a text part).

Before you begin

Ensure that:

To quote multi-printing-part work:

  1. On the Quotes File window, top-left button bars, click Xpert.
    • Result: The Xpert for part: Part 1 window, Paper Details frame is displayed.
  2. Click Select Stock.
    • Result: The Select - Rates File window displays a list of paper stocks.
  3. Select the relevant stock item, then at the top-left of the window, click Accept.
    • Resullt: The Paper Details frame displays the selected stocks details.
    • Note: If you want to change the stock, go back to Step 2.
  4. Click Next.
    • Result: The COLOURS AND COATING frame is displayed.
  5. Select the relevant colour and coating options, then click Next.
    • Result: The EMBELLISHMENTS frame is displayed.
  6. (Optional) Select the relevant die cutting, embossing, foiling and other options, then click Next.
    • Result: The following frames are displayed: Impositions, Press Sheet, Changeouts and Post Press Cut.
  7. (Optional) Select the 'Use selected paper only' check box.
    • Note: Select this option if you want to limit the choice of impositions to the stock sheet dimensions that are already selected.
    • Note: Deselect this option if you want to choose an imposition from all available sizes of the selected stock sheet.

    8. Price Calculation Options. For Step 14

    Prepress
    Select this to apply house rules to the prepress part of the estimate.
    Deselect this to retain (if any) the previously calculated prepress estimate.
    Printing
    This is the second checkbox. The name of this checkbox will vary. The name correlates to the printing part that you are currently quoting on.
    Select this to apply house rules to the printing part of the estimate.
    Deselect this to retain (if any) the previously calculated printing estimate.
    Completion
    Select this to apply house rules to the completion part of the quote.
    Deselect this to retain (if any) the previously calculated completion part's prices.
    Update Stock Prices
    Select this to include the latest stock prices in the calculation.
    Deselect this to maintain costs that were copied from an earlier quote or to prevent any changes to stock prices that may have been recently updated, or are currently being updated within Printcost.
    Reread Default Rates
    Select this to include the latest prices, of for example printing processes, in the calculation
    Deselect this so that other prices (other than those for stock) are not affected by any changes. For example, to maintain printing process prices that were copied from an earlier quote, or to prevent any changes to costs that may have been recently updated, or are currently being updated within Printcost.
    Reset All Quantity Overrides
    Select this to override all previously applied quantities, whether previously calculated using Xpert or manually entered on the Xpert Results frame.
    Deselect this to retain previously calculated and manually overridden (if any) quantities.
  8. (Optional) Click Manually Select Press, select the relevant press, then click OK.
    • Important: To limit the choice of impositions to the selected press, ensure the 'Use Selected press only' checkbox is selected.
    • Note: Deselect this option if you want to choose an imposition from all available press / imposition options.
  9. Click Suggest Impositions.
    • Result: A list of imposition options is displayed.
  10. (Optional) Select Show Best Price
    • Note: Select this option if you want Printcost to list imposition options by estimated price.
    • Note: If multiple quantities are being estimated, to determine the optimal price & quantity combination, click the relevant quantity header to sort prices for that quantity.
    • Note: Clicking the X button (located next to the Show Best Price button) displays the previous frame. Caution: Do not click the windows Close (X) button because it will close Xpert.
  11. Click the relevant imposition.
    • Result: The Imposition frame displays the details of the selected imposition.
  12. Click Next.
    • Result: The PACK AND DESPATCH frame is displayed.
  13. Under PACK AND DESPATCH, type the number of finished items to be included in each pack, and select the relevant packing options.
  14. At the bottom-right of the window, select/de-select the relevant price calculation options.
    • Recommended: Ensure all price calculation options are selected (ticked)
    • For more information, see inset (right) for information about the price calculation options.
  15. Click Calculate.
    • Result: Any of the following may be displayed.
      • - The Enter Manual Value window.
      • - 'Non-stocked item...' window.
      • - The Quotes File window, Xpert Results frame displaying the results of the calculation.
  16. (If displayed) Complete all Enter Manual Value windows and the 'Non-stocked item...' window.
    • Results: The Quotes File window, Xpert Results frame displays the results of the calculation.
    • Note: Depending on, for example, outwork, more than one Enter Manual Value window may be displayed requiring your input.
      Example: You may be requested to type in the estimated number of hours required to complete the artwork. Type the number of hours, then click OK.
    • Note: If the 'Non-stocked item...' window is displayed, click either:
      Yes - if you want to charge the customer the price for an entire pack even if only part of the pack is used for the job, or
      No - if you only want to charge for stock used.
    • Note: The 'Non-stocked item...' window is only displayed if the selected paper is a non-stocked item that is only sold in packs.

What's Next?

Add a copied (duplicate) or a new printing part. For more information, see:

Adding a Copied Printing Part to a Quote

Parts, Processes & RatesMultiple Printing Parts

When you first used Xpert to estimate the job, one printing part was created. Some jobs, e.g., magazine, require multiple printing parts.

Before quoting on the remaining printing parts, these parts have to be added to the quote record. There are two ways that you can do this. These are:

The steps below will guide you through the copying of an existing printing part. For example, if a magazine is made up of multiple text parts, you can copy an existing text part (if you created one earlier) and add it to your quote, rather than creating it from scratch.

Before you begin

Ensure that the:

To copy an existing printing part and add it to the quote:

  1. On the quote record's Xpert Results frame, select the printing part that you want to duplicate.
    • Note: The Prepress part, all printing parts and the 'All Parts' part are displayed as bold text. Processes are displayed using blue text and rates are displayed as plain text with a checkbox.
    • Note: Ensure that it is the printing part that is selected. Do not select a process or rate.
  2. On the left-side, click Duplicate
    • Result: A copy of the print part that you selected is added to the table on the right side of the window. The duplicated print part is autonmatically selected.
  3. If not already selected, select the duplicated part, then click Xpert.
    • Result: The 'Xpert for Part:' window, paper Details frame is displayed.
  4. Work your way through the Xpert frames using the Next and Back buttons, making changes where relevant.
  5. On the Pack and Despatch frame, where relevant select/deselect the relevant house rule options, then click Calculate.
  6. Click Calculate.
    • Result: Any of the following may be displayed.
      • - The Enter Manual Value window.
      • - 'Non-stocked item...' window.
      • - The Quotes File window, Xpert Results frame displaying the results of the calculation.
  7. (If displayed) Complete all Enter Manual Value windows and the 'Non-stocked item...' window.
    • Results: The Quotes File window, Xpert Results frame displays the results of the calculation.
    • Note: Depending on, for example, outwork, more than one Enter Manual Value window may be displayed requiring your input.
      Example: You may be requested to type in the estimated number of hours required to complete the artwork. Type the number of hours, then click OK.
    • Note: If the 'Non-stocked item...' window is displayed, click either:
      Yes - if you want to charge the customer the price for an entire pack even if only part of the pack is used for the job, or
      No - if you only want to charge for stock used.
    • Note: The 'Non-stocked item...' window is only displayed if the selected paper is a non-stocked item that is only sold in packs.

What's Next?

To copy and add another printing part, e.g. text part, repeat the above steps.

To add a new printing part to the quote, e.g., for a magazine cover, see 'Adding a New Printing Part to a Quote', later in this document.:

To add processes to a part, and/or modify quantities, charge rates, lift factor, and to modify mark-ups and discounts, see the online help: Quotes > Modify Quote:

Adding a New Printing Part to a Quote

Parts, Processes & RatesMultiple Printing Parts

When you first used Xpert to estimate the job, one printing part was created. Some jobs, e.g., magazine, require multiple printing parts.

Before quoting on the remaining printing parts, these parts have to be added to the quote record. There are two ways that you can do this. These are:

The steps below will guide you through the process of adding a new printing part to your quote. For example, if you are quoting on a magazine, and the only parts you have quoted on so far ar the text parts, then you can add a new part to the quote for the magazine's cover.

Before you begin

Ensure that the:

To add a new printing part:

  1. On the quote record's Xpert Results frame, select a printing part, then click New,
    • Note: Ensure that it is the printing part that is selected. Do not select a process or rate. The reason for selecting a printing part is to ensure that a new part is created. If, for example, a process is currently selected, then clicking new will add a new process to the current part.
    • Note: The Prepress part, all printing parts and the 'All Parts' part are displayed as bold text. Processes are displayed using blue text and rates are displayed as plain text with a checkbox.
  2. On the left-side, click New.
    • Result: A new print part is added to the table on the right side of the window.
  3. If not already selected, select New Part, then click Xpert.
    • Result: The 'Xpert for Part:' window, paper Details frame is displayed.
  4. Click Select Stock.
    • Result: The Select - Rates File window displays a list of paper stocks.
  5. Select the relevant stock item, then at the top-left of the window, click Accept.
    • Resullt: The Paper Details frame displays the selected stocks details.
    • Note: If you want to change the stock, go back to Step 2.
  6. Click Next.
    • Result: The COLOURS AND COATING frame is displayed.
  7. Select the relevant colour and coating options, then click Next.
    • Result: The EMBELLISHMENTS frame is displayed.
  8. (Optional) Select the relevant die cutting, embossing, foiling and other options, then click Next.
    • Result: The following frames are displayed: Impositions, Press Sheet, Changeouts and Post Press Cut.
  9. (Optional) Select the Use selected paper only check box.
    • Note: Select this option if you want to limit the choice of impositions to the stock sheet dimensions that are already selected.
    • Note: Deselect this option if you want to choose an imposition from all available sizes of the selected stock sheet.
  10. (Optional) Click Manually Select Press, select the relevant press, then click OK.
    • Important: To limit the choice of impositions to the selected press, ensure the 'Use Selected press only' checkbox is selected.
    • Note: Deselect this option if you want to choose an imposition from all available press / imposition options.
  11. Click Suggest Impositions.
    • Result: A list of imposition options is displayed.
  12. (Optional) Select Show Best Price
    • Note: Select this option if you want Printcost to list imposition options by estimated price.
    • Note: If multiple quantities are being estimated, to determine the optimal price & quantity combination, click the relevant quantity header to sort prices for that quantity.
    • Note: Clicking the X button (located next to the Show Best Price button) displays the previous frame. Caution: Do not click the windows Close (X) button because it will close Xpert.
  13. Click the relevant imposition.
    • Result: The Imposition frame displays the details of the selected imposition.
  14. Click Next.
    • Result: The PACK AND DESPATCH frame is displayed.
  15. Under PACK AND DESPATCH, type the number of finished items to be included in each pack, and select the relevant packing options.
  16. At the bottom-right of the window, select/de-select the relevant price calculation options.
    • Recommended: Ensure all price calculation options are selected (ticked)
    • For more information, see inset (right) for information about the price calculation options.
  17. Click Calculate.
    • Result: Any of the following may be displayed.
      • - The Enter Manual Value window.
      • - 'Non-stocked item...' window.
      • - The Quotes File window, Xpert Results frame displaying the results of the calculation.
  18. (If displayed) Complete all Enter Manual Value windows and the 'Non-stocked item...' window.
    • Results: The Quotes File window, Xpert Results frame displays the results of the calculation.
    • Note: Depending on, for example, outwork, more than one Enter Manual Value window may be displayed requiring your input.
      Example: You may be requested to type in the estimated number of hours required to complete the artwork. Type the number of hours, then click OK.
    • Note: If the 'Non-stocked item...' window is displayed, click either:
      Yes - if you want to charge the customer the price for an entire pack even if only part of the pack is used for the job, or
      No - if you only want to charge for stock used.
    • Note: The 'Non-stocked item...' window is only displayed if the selected paper is a non-stocked item that is only sold in packs.

What's Next?

To duplicate this or another printing part, see 'Adding a Copied Printing Part to a Quote', earlier in this document.:

To add a new printing part to the quote, repeat the above steps.

To add processes to a part, and/or modify quantities, charge rates, lift factor, and to modify mark-ups and discounts, see the online help: Quotes > Modify Quote:

Deleting a Printing Part

If you unintentionally add a printing part, you can delete it.

To delete a printing part:

  1. Select the part that you want to delete from the quote.
    • Note: Ensure that you have selected the entire part and not just a process or rate line.
  2. On the left side of the Xpert Results frame, click Remove
    • Result: You will be asked if you want to delete the part.
  3. Click Yes.
    • Result: The part is deleted from the quote.