This article explains how the ERP calculates, adjusts, and displays pricing information in Quotes, Orders, and Claims.
It focuses on how line totals contribute to overall job totals, how taxes are applied, and what functions can alter the final pricing outcome.
Each line in a quote or order includes the following key values:
| Field | Description |
|---|---|
| Quantity | The number of units being sold. |
| Unit Price | The sell price per unit, excluding tax. |
| Extended Price | The total sell amount for that line (Quantity × Unit Price). |
| Cost | The estimated or actual cost to the company for that item or service. |
| Margin / Markup | Calculated based on sell and cost values. These fields update dynamically when pricing changes. |
When multiple lines are present, the system sums their Extended Prices to create the Subtotal, before discounts and tax.
Use the Adjust Total button, ,to change the combined sell amount of one or more lines at once. The adjustment redistributes pricing automatically rather than requiring manual edits to each line.
How it works
- You can select one or multiple lines, then enter a new Total Sell Amount.
- The system redistributes pricing proportionally across those lines.
Margins and extended amounts update based on the new total.
- The adjustment applies only to pre-tax totals.
Note: If a user manually overrides a price, discount, or tax field, the value will remain in place until another change triggers the system’s automatic recalculation.
When that occurs, RFMS replaces the overridden amount with the recalculated value. To preserve a manual total, make it the final edit before saving or closing the record.
Behind the Scenes: Adjust Total vs. Editing Unit Price
When you manually edit a unit price, you’re changing a single line’s value directly. This can skew overall job margins if other lines remain unchanged.
In contrast, Adjust Total preserves proportional relationships among selected lines. It redistributes pricing evenly (based on each line’s share of the original total) so that overall margins remain consistent. This makes Adjust Total the preferred method when targeting a specific grand total or applying a uniform adjustment across multiple items.
Formula Logic
If multiple lines are selected:
- Each line's share of the total is based on its original proportion of the combined extended total.
- New extended values are recalculated according to that proportion.
- Unit prices are derived from the updated extended totals divided by quantity.
Caution: Adjust Total affect sell totals before tax. Once sales tax is recalculated, the final grand total may differ slightly due to tax rounding or decimal precision. Review totals after adjustment, especially when quoting to a specific final amount.
Discounts or fees applied at the job level appear in the header or cost sections of the record, not in line totals.
When a job-level discount is applied:
- It reduces the overall Subtotal before tax.
- Line-level margins do not recalculate unless the line itself is edited.
If you need to distribute a discount across multiple lines, use the Adjust Total tool instead of a header-level discount.
Taxes are applied after subtotal and discount adjustments are complete. Tax calculation follows system-level configuration:
| Setting | Determines |
|---|---|
| Tax Type | Sales Tax or Use Tax. |
| Tax Method | Whether tax is based on selling store or customer location. |
| Taxable Flag | Whether each line item is eligible for tax. |
If a line's taxable status changes after an Adjust Total operation, tax recalculates automatically when you Save the record.
Tip: If totals appear inconsistent, verify that all lines and header information are complete. RFMS will automatically refresh the totals once the change is saved or the field focus moves away. No manual recalculation is required.
RFMS automatically recalculates totals whenever a change is made to line items, header information, or tax configuration.
No manual Recalculate button is used. The system continuously evaluates totals to ensure that pricing, tax, and balance information remain synchronized.
When changes occur, RFMS follows an internal recalculation sequence to correct any rounding or balance differences:
- Material Lines – The system adjusts the largest material line by the difference and recomputes totals.
- Service Lines – If totals still do not balance, it adjusts the largest service line and recalculates.
- Miscellaneous Charges – If necessary, adjustments continue with miscellaneous charges.
- Sales Tax – As a final step, the system adjusts the tax amount to align the grand total.
This logic ensures that totals remain accurate even when fractional rounding or manual edits cause minor mismatches.
When Totals Don’t Match
Minor differences can occur due to rounding or fractional tax amounts. RFMS resolves these by adjusting the component that most logically accounts for the variance.
If a discrepancy remains visible, save and reopen the record to trigger a full recalculation cycle. The total should then align with all line components.
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