Typically a Quotation is provided to a customer offering goods or services at a stated price under specified conditions. Quotations inform potential customers the Selling Price of goods or services before progressing to a Sales Order. The Quotation provides a pre-sales environment, without registering goods or services as on order. A Quotation may be generated from a Sales Estimate (which displays internal costs and should not be provided to a customer).
Select a Name Key. Passing through the Quote No field using 'Enter' from the Keyboard will allocate the next available / sequential Quote Number.
Enter details into the body of the Quotation.
To proceed, press the 'Confirm Quote' button.
This will generate a Sales Order.
A Customer Order No. may be entered before 'Confirm Quote' is selected.
Sales Quotation
Purpose: This document allows the user to create or modify a sales quotation for a customer.
Prerequisites: The customer that is purchasing the goods must exist in the database via the Debtor - Account document.
There must be product master records established in the database via the Stock - Account document.
The Sales Exec field is not mandatory, but needs to be established via the Parameters - Sales Execs document, if the feature is to be used on this document.
Also the Delivery Key is a search only field that corresponds to an Name Address record. This can be established on via the Name and Address - Name and Address document, or can be entered here if the order is sent to the location only a few times.
Context: A quotation document provides a pre-sales processing environment which allows the preparation of a document very similar to a Sales Order without actually registering the goods as being on order. Quotations may be stored in the data-base for any period of time, re-costed as necessary and eventually confirmed. Confirming a Quote means creating a Sales Order document using the information on quantities, products and pricing already entered as the quotation. The only additional data that must be provided is the customers order number to identify the newly created Sales Order. A great deal of the utility of the quotation system attaches to the integration of single button faxing support.
The LILAC quotation document supports 2 different styles of line input.
One style is specific to the timber industry and requires 2 lines of the document to enter in a "single" line. One the first line, specify the product key and description and the price. Make sure to leave the items field blank. On the second line, enter in the quantity length pairs into the Description field. The number of items will automatically be calculated from this information. The price will be retrieved from the previous line. For the timber industry style of entry the following feature settings are required to be set to Y in the company data: Qty Length Pairs, Sticky Prices. For additional timber industry fields to appear make sure the Timber Surcharges feature setting is set to Y.
The other style is suitable for most industries and is the simpler of the two. When using this style, simply type in the number of items, the product key and description, and change the price if required.
Name Key: Type in the customers key (or click the right mouse button) and select the key from the list. Quote No: Enter past this field to create a new quote. Otherwise type in the quote number (or click the right mouse button) and select the quote number from the list. Date: Type in the date the quote was created. If a new quote is being created, this field will be be set to the Working Date. Delivery Key: Type in the delivery key (or click the right mouse button) and select the key from the list. This will then change the Ship To details accordingly. This field will default to the delivery key established in the Debtor - Account document. Price No: Type in the default price number to use for this sales quote. The individual prices can be overridden on a line by line basis if needed. This will default to the price number established in the debtor master record. Sales Exec: Type in the sales exec key (or click the right mouse button) and select the key from the list. Ship Date: Type in the expected ship date for this quote. Carrier: Type in the carrier key (or click the right mouse button) and select the key from the list. Weight: Displays the weight of the quotation in kilograms. Cust Order No: When the customer has accepted the quotation, type in their order number here. Then click the Confirm Quote button to turn this quotation into a sales order. Currency: Displays the currency for the customer. This field should be blank if referring to Australian dollars. Sell Rate: Type in the current sell rate of the customers currency. This field should be left blank if referring to Australian dollars. Date: Type in the date the Sell Rate was last updated. Charge: Displays the name and address of the customer. Ship To: Type in the delivery location. Sub Total: This field displays the total of the Extension field for all the lines on the quotation. This may or may not include GST. Freight: Type in the freight applicable to this shipment. If both Sales Exclude GST and the Prices Exclude GST features are blank type in the freight including GST else type it in excluding GST. GST: Displays the GST amount of the quotation.
Total: Displays the GST inclusive amount to charge the customer.
Items: Type in the number of items to be sold to the customer. If the the Qty Length Pairs is set to Y in the company data, leave this field blank. It will automatically be filled in once the Quantity Length pairs have been entered into the Description field. Product: Type in the product’s key (or click the right mouse button) and select the key from the list. Unit: Displays the of measure which the stock is to be sold out at. Description: Displays the product description from the product master record. If the Qty Length Pairs is set to Y in the company data, type in the quantity length pairs in the format length/quantity length/quantity etc...
Metres: This field is only shown if the Qty Length Pairs is set to Y in the company data. This will show the total lineal metres entered in the Description field. Quantity: This field displays the quantity of the product to sell to the customer.
Price No: This field is only shown if either the Timber Surcharges or the Sticky Prices is set to Y in the company data. If the Timber Surcharges field is set to Y this field will automatically be calculated from the Description field. Otherwise this field is set from either the debtor master record, or if the product field is blank, from the previous line. Exempt Price: This field is only shown if the Punch Tooling feature setting is blank in the company data. Displays the GST Exempt price. This field will be identical to the Price field if either Sales Exclude GST or Prices Exclude GST features are set to Y in the company data. Price: Type in the price to sell the individual item for. This field will automatically be calculated from the product master record, using the price number for either the individual line (if available), or for the entire quote. Surcharge: This field is only shown if the Timber Surcharges is set to Y in the company data. Type in any surcharge that applies to this line. This will automatically be calculated from the Description field. Dis Count: Type in the percentage discount the customer is to receive for this line.
Total: A tick in this column for selected line(s), displays the selected line(s), in a report version by clicking 'Re-format' from the ribbon. Restricting content is provided to control visibility for potential customer viewing. Lines above the top most tick will be displayed. Inserting a blank line with a tick in the first line of the document, can act as a marker, preventing any lines from being displayed.
Freight: This field is only shown if the Timber Surcharges is set to Y in the company data. Type in the freight to be applied to this line on the quotation. Per: Conversion Unit Extension: Displays the unmarked up extension of the quotation line. This field is calculated using the following formula: - if Timber Surcharges ="Y" then Extension := rc((Quantity * (Price + Surcharge) * (100.0 - DisCount) / 100.0 + Freight)) else Extension := rc(Quantity * Price * (100.0 - DisCount) / 100.0)
Transaction Processing Button Description: Confirm Quote: Clicking the Confirm Quote button will create the quotation as a Sales - Order document using the Name Key and the Cust Order No as the key for the newly created order document. Upload Quote: Clicking the Upload Quote button will upload a copy of this quotation to the server specified by the Home Base Server field in the document Setup - Internet Settings.
From Here: Once a quotation has been accepted, type in the customer's order number and click the Confirm Quote button to create a Sales - Order document.
