Creating an Equipment Deal Quotation in Service Geeni involves a series of structured steps to capture all the details required for a deal.
Getting There
You can access this module via the Records menu and select Quotations.
From here, click the Create New Quotation button.
Create an Equipment Deal Quote
After clicking the Create button, a pop-up box labelled “Please select the type of quote that you would like to raise” appears. Choose Equipment Deal Quotation.
Once selected, a form with 6 tabs will appear:
Overview
Equipment For Sale
Trade In
Spare Parts
Jobs
Service Contract
Before diving into the tabs, fill in the following fields in the Add New Deal Quotation section:
Quote Reference: Unique identifier for the quotation (manual entry).
Date of Quote: Quote date.
Quote Valid Until: End date before the Quote expires.
Type: Mandatory, click ellipsis (…) to select the deal type and description.
Customer Order No: Optional.
Customer Account Number: Click ellipsis to select.
Site ID: Click ellipsis to select customer site.
Branch: Click ellipsis to select the customer’s branch.
Quote Template: Optional.
Tip: On the right side of this section, use the Hide Details / Show Details button to toggle visibility of detailed fields.
Overview Tab
This tab provides customer-related information:
Customer Information (Read-only).
Customer Address
Site Address
Contact Number
Email
Other Details (Editable).
Notes
Equipment For Sale Tab
The section enables you to list equipment as a saleable item by capturing all the necessary details.
Let's start by adding some equipment:
Ensure you are in the correct branch before proceeding.
Click Add Equipment For Sale.
A window with 3 tabs will appear:
Equipment Details
Specifications
Warranty
Equipment Details Tab
In this tab, you have two sub-sections: Equipment Details and Financial.
Equipment Details:
Equipment From: Mandatory (Catalogue / Equipment).
Catalogue ID / Equipment ID: Mandatory.
Description, Model, Make, Type, Parent ID, Category, Stock Receipt Number, Serial No.: Auto-filled based on selected Catalogue ID / Equipment ID.
Site ID: Mandatory unless "Equipment" is selected.
Equipment Status: New / Used.
Condition Rating: Optional.
Usage: Click ellipsis to select.
Shift Pattern: Click ellipsis to select.
If the Equipment From field changes from Catalogue to Equipment, the Catalogue ID changes to Equipment ID, and the Site ID is disabled.
Financial Section:
Repair / Inspection / Service Charge Code: Use ellipsis to select.
Selling Price / Cost Price / Transport Cost / Other Charges: Manually enter values.
Sales-Analysis Code / PA Code: Select via ellipsis.
Planned Item/Labour Cost and Selling Price: Auto-calculated.
Specifications Tab
The Specifications tab allows you to record the equipment's details on a finite level.
Click Add Specification.
Tick the boxes to add existing custom fields.
Click Add Equipment when you are happy.
You can also create a new field via the Create New Field button.
Field Name: Mandatory.
Data Type: List, Currency, Date, Decimal, Int, Text.
Mandatory Field, Is A Chargeable Item, Available on Job Sheet: Optional checkboxes.
Cost Price, Selling Price: Required if not "List" is selected in Data Type.
Options (if List is selected in Data Type): Description, Cost Price, Selling Price.
Click Save to confirm. Added fields appear in the Specifications tab where you can update values.
Warranty Tab
Here you can add a warranty to the equipment.
Filling in the following fields:
Warranty Charge Code: Select via ellipsis.
Warranty Cost Price: Add amount.
Warranty Period: Months or Clock Hours.
Extended Warranty: Time or Usage.
Start / End Date & Time: Select via icons.
Extended Warranty Selling and Cost Price: Add selling and cost prices.
When you're done, click Add Equipment to save or Cancel to discard it.
Trade In Tab
The Trade In tab allows you to record equipment that a customer is trading in when purchasing new equipment. This ensures that both the physical asset and the financial aspects of the trade-in are captured in the system.
To start with, click Add Trade In Equipment.
In the Add Trade-In Details window, fill in the fields.
Equipment From: Catalogue or Equipment.
Catalogue/Equipment ID, Description, Model, Make, Type, Serial Number, Stock Receipt Number, Site ID, Branch: Auto-filled.
Transport Cost, Trade Value, Net Book Value: Add amount.
Amount Adjustment: Adjust in Deal or Raise Credit Note.
PA Code: Mandatory.
Add to Stock: Yes or No.
When you've finished, clicj Add Trade-In Equipment to save it.
Spare Parts Tab
The Parts section lets you add spare parts or components that are associated with the equipment.
Click + Add Parts.
Use the search fields or browse manually to find the parts.
Update quantity and click Add for each item.
Click X to close the parts list.
Jobs Tab
This section connects equipment sales with the after-sales service process. By adding jobs here, you can immediately schedule repairs, services, or installation tasks linked to the equipment, ensuring both customer support and operational tracking are covered.
To create a job, click Add Job.
You'll find three sub-sections within this tab.
Job Details
Job details is where you'll record any information related to the job.
Fill in the fields:
Job Creation Date
Site ID
Job Type
Equipment ID
Job Description
Visiting Date / Time
Priority
Assigned Engineer
Payment Term, Charge Code, VAT Code
Planned Parts
This section allows you to add and manage the parts required for the job, including Stock Items, On Demand Parts, and Miscellaneous Items.
To add items, click Book Parts.
In the window, you can choose a Stock Item, On Demand Part, or Miscellaneous Item.
In Stock Item and On Demand, fill the following fields:
SKU
Quantity To Issue
Date
Selling Price
In Miscellaneous Item, fill the following:
Miscellaneous
Cost Price
Quantity To Issue
Selling Price
PA Code
Seller Name
Click Save when you are happy.
Planned Labour
This section is used to add labour details such as the Rate Type, Charge Code, Hours, and cost and selling price as the amount charged for the labour.
Click Add Labour, then fill in the fields:
Rate Type: Labour or Travel.
Charge Code, Hours
Rate, Cost Price, Selling Price
Totals: This field is automatically calculated.
Click Save after filling, then click Add As Proposed Job to save the proposed Job.
Service Contract Tab
The Service Contract tab is used to set up and manage customer service contracts by defining contract terms, adding and sequencing services, configuring recurring invoices, and applying scheduled or end-of-term uplifts.
There are four sub-tabs to complete: Contract Details, Service Details, Service Contract Invoice, and Uplift.
Contract Details
In the General Information section fill:
Service Type
Cover Type
Service Level
In the Contract Information section, you have:
Contract Term
Start Date
Duration
End of Term Renewal
Renewal Duration
Expiry Date
Service Details
The Service Details section allows you to add and manage the specific services covered by a contract, such as equipment or site services and set their invoice prices, service sequence, and scheduling rules (e.g., fixed dates or intervals).
For equipment or tools, click the Add Equipment/Tool Service button.
Check the box for each piece of equipment on the line and click the Select button.
For sites, click the Add Site Service button.
Check the check box of each site per line and click the Select button.
Once you've added the items (equipment/tools or a service) via the Action Tray, you can:
Update the invoice price.
Click Undefined to define a service sequence.
Click the Add a new Sequence button.
In Sequence A fill:
Sequence Name: Type the name of the sequence.
Intervals Between Services Are Based On: Calendar Days, Weeks or Months.
Services Are Scheduled Using: Fixed Dates or Date of Previous Service.
Sequence Start Date: Start date of this sequence.
Click the Add Service button.
Note: You can add more sequences by clicking the Add a new Sequence button below the created sequence.
If this is a regular occurrence, check out this article on Default service sequences.
Service Contract Invoice
The Service Contract Invoice section is where you define how and when invoices are raised for the contract.
In the General section, fill in the following fields:
Recurring Invoices: Not Required / Fixed Price / Per Equipment.
Invoice Generation: Arrears / Advance.
Invoice Frequency: Monthly / Weekly / Annually / Half Yearly / Four Monthly / Quarterly.
Payment Terms, Invoice Account Number, Site ID: Select via ellipsis.
Order Ref: Optional.
Invoice To Site ID: Checkbox – Tick if this invoice is for the Site ID.
Invoice Address: Auto-filled.
Order Ref Expiry Date: Select via icon.
Invoice Information section: Fields vary depending on the Recurring Invoices setting.
Uplifts
Although fixed hire rates are usually set when the contract is created, increasing costs such as labour and parts are leading more companies to adopt automatic price escalation options. Uplifts are where this can be done.
Click on Add Uplift to add one.
Uplift Type: Uplifts help to quickly adjust if prices need adjustment over the contract term.
At the End of Contract: Applied at contract end.
Scheduled: Applied at defined intervals (days/weeks/months).
Price to include: You can select from a range of different prices to apply either a percentage or a flat rate uplift.
Click the ellipse on Price to include and select the prices to include.
Click Add.
Once selected, adjust the Percentage or the flat rate.
Finalise the Quotation
At the bottom of the form, three action buttons are available:
Raise Quotation: Finalise and raise the deal.
Save As Draft: Save the deal without raising it.
Cancel: Cancel the quotation entirely.
Click Raise Quotation. A confirmation message will appear: "Deal Quotation raised successfully."
Click OK to complete. You will be redirected to the Equipment Deal Records page, where the new quotation will appear in the list.
You’ve now successfully created and raised an Equipment Deal Quotation in Service Geeni.