Can I have multiple quotes with one quote number?

  • 0
  • 1
  • Question
  • Updated 3 years ago
  • Answered
This is the current state of my system: The quote no. is auto generated based on the record ID#. However, the business I am in constantly have quotes that are of similar scope and sales people would prefer to have one quote no to track for all the similar scope quotes that created. Is there a way we can have multiple quotes tagged to just one quote no.?
Photo of Fadilah

Fadilah

  • 0 Points

Posted 3 years ago

  • 0
  • 1
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 65,542 Points 50k badge 2x thumb
I had a similar request form a client.  They would do multiple revisions to Quotes until the customer accepted the Quote, so they wanted to have a numbering system like 1234-A, 1234-B, 1234-C for the related Quotes.

My solution was to populate a field called Original Quote number based off a form rule which would copy the Quote # which was based off the Record ID# into this data entry field.  Then when users want to make another Quote in the series they click a button to Copy this Quote.  In my case, the Quote has child records of Quote Lines so i use the Copy master Detail wizard button to Copy the Quote with its child records.  Then I have the users select a suffix manually such as A, B, C etc and I use that appended onto the Original Quote number so that the Quote number they see is in the format above.

I then have a report link field on each Quote to show other Quotes with the same original Quote number.  Contact me off line via the information in my Profile if you want some one-one-one assistance setting up a similar workflow.
Photo of JimLieder

JimLieder

  • 344 Points 250 badge 2x thumb
Mark, this is a great idea that looks like it will work well for a Quote app.   The only problem I'm seeing is that the suffix field containing A, B, C, etc. is copied over to the new record even though the 'Copy the value when using "Copy this Quote" to add a new Quote' is deselected.  How did you clear out the suffix field on the new quote so that the user entered the next letter?    Thanks, Jim
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 65,542 Points 50k badge 2x thumb
Right, so as documented, that Copy Master Detail wizard copies all fields regardless of that setting.

So then I detect that the field which that Copy process now calls Copy of xxxxxxxx begins with the words "Copy of".  Then I detect that and put up a huge red button imploring the users to "Click here to blah blah blah" and that button will do an API_EditRecord to clear our any fields that need to be cleared.  So update that field now containing the Copy of words, and clear out the suffix and also erase any approvals or other fields that need to be cleared, then refresh the record on the screen.
Got. Thanks for the additional information.   Jim
Photo of JimLieder

JimLieder

  • 344 Points 250 badge 2x thumb
Is there a way to automatically increment the suffix field by 1 so that the first quote has a suffix of '00' and when the quote is copied using the Copy Master & Detail Records Button, the suffix # is automatically increased by 1? so that the Quote numbers would look like:
1234-00
1234-01
1234-03
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 65,542 Points 50k badge 2x thumb
Not that I ever figured out. In my app I have the users select a suffix off a drop down list, but it's up to the user to choose the correct next suffix.
Photo of JimLieder

JimLieder

  • 344 Points 250 badge 2x thumb
I have a form rule that works well when an existing quote is copied to keep the same quote series #, like:
1234-00
1234-01
1234-02
Form Rule is :
When the Record ID # Mirror is not equal to the value in the Original Quote #.
   Change the Original Quote # to the value in the Record ID # Mirror.

But when a new Quote is created, the Original Quote # is zero, because the Record ID # Mirror and the Original Quote # are equal (both are empty).  Is there a way to tweak this form rule to set the Original Quote # equal to the Record ID # Mirror only when the Original Quote # is blank?
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 65,542 Points 50k badge 2x thumb
try this

When Multiple Conditions are true
The Record ID # Mirror is not equal to the value in the Original Quote #.
Original Quote # is (blank)

   Change the Original Quote # to the value in the Record ID # Mirror.