How does the Sales Quotation System Work?

Preparing Sales Quotations and converting them to Sales Orders.

Written By Gerry Mckeown ()

Updated at September 16th, 2022

Introduction

The Sales Quotation sub-system is an optional first step in Sales Order processing. It is integrated with the Inventory Management system, either fully in the context of quantities management, or partially in the context of non-stocked goods and services. However, you can bypass this sub-system and go straight to Customer Sales Order entry or to Customer Sales Invoicing instead.
 

Not all Customer Sales need to be pre-ordered. For Sales not involving Product (Stocked or Services) you can use Batch Sales Invoicing which is a much quicker and simpler process. 

The Sales Quotation facility has several pre-requisites. Set up the following:

  • Customer Master table
  • Inventory Master table (Stock and/or Non-Stock)
  • Various Code tables including General Ledger Codes, Taxes and Currencies.

See:

How does Sales Batch Invoicing Work?‍ 

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Customer Quotes

Entering a new Customer Quote

  1. Go to Sales > Quotes > New Quote. 
  2. To call up an existing quote for amendment click its Number in the grid. This opens the Customer Quote Entry window.

General tab

Under the General tab, complete the header fields as follows:

  • Account: Choose the Customer from the dropdown.
  • Quote No: You can control this from the Company Details & Settings program by turning on or off auto-numbering
  • External Ref: Supply this number for subsequent identification.
  • Quote Date, Expected Del Date: Both default to today’s date but you can override them here.
  • Status: This is initially set to New and subsequently, if the Quote changes to an Order, it changes to Promoted.
  • Ship Via: This defaults from the Customer’s Master record but you can change it using the dropdown.
  • For Collection: This indicates that the Order will be collected not shipped.
  • Days Quote Valid: This is the number of days from the Quote Date for which the quote is valid. It automatically defaults to 30 days, but you can override it here. After the lapse of this date the prices quoted may no longer be valid.
  • Sales Rep: This defaults from the Customer’s Master record but you can change it using the dropdown.
  • Closed Quote:  Tick to indicate that the Quote is Closed and no longer Active.

Complete the Line fields as follows:

  • Line Nos: These appear automatically. Click the Line No. to expand it and view and insert optional Discounts, and Stock information. Click F8 to delete a Line on an existing Quote. 
  • Item:  Enter the Item Code or select it from the dropdown. The example above shows a Line Item entry for a Non-Stocked Product. If you enter a Stocked Product Code, then the Line presentation will look like this:

  • Description: This appears to help you verify the item.
  • Sales GL Code: This defaults from the Inventory Master but you can override it using the Drop Down.
  • BI Code: If using, this defaults from the Customer’s Master record but you can override it using the dropdown.
  • Qty: Enter the Customer required Quantity.
  • Unit Price: This (excluding Vat) comes from the Product Master record. However, if the Customer has a Price List nominated in their Master record (under Finance Settings), then Unit Price will come from this list.
  • VAT (Tax): The Rate Code defaults from the Product record. However, if Use Tax Code and Default Tax Code are set in their Master Record (under Tax Settings in the Finance Tab), that rate will be the default instead. You can override the default here using the dropdown.
  • VAT (Tax) Amt, Line Total: These automatically display.
  • Line Note: You now have the option to enter a Note against the Line which will appear on the printed quote.
  • Disc. Rate: Next you can enter an optional Discount Rate or Discount Amount for this Line. This will cause the Net, Tax and Line Total recalculate.

Defaults tab

Ideally you should review this at the same time as the General Tab.


 

  • Exchange Rate: If the Customer has a different Base Currency from that of the Company’s Base Currency, the exchange rate comes from the Currency Table. If it is highlighted, you can change the Rate of Exchange from the default using the dropdown.
  • Discount: This defaults from the Customer’s Master record and applies to the Quotation as a whole. However, you can change it here. If you do, you will be asked to confirm that it applies to all Lines on the Quote and if so, the Net, Tax and each Line Total will be recalculated. If there are Line Item Discounts as well, then the two Discounts will be added together to arrive at the Net before Tax.
  • Payment Method:  You can change the Customer default here.
  • Area: You can also change the Customer’s Area Code from the default.
  • Use VAT (Tax) Code, Acc Vat (Tax) Code: You can override the defaults that come from the Customer’s Master record.
  • BI Code: Changing the Department (BI Code) here will also change it, if required, on all Item Lines you previously entered.

Details tab

On the Details tab, you can:

  • Add or override the Delivery Address details from the Customer’s Master record.
  • Add a Printed Note for the Quote to appear on the printed quote.
  • Add a Contact in your own organisation apart from the nominated Sales Rep.

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Processing and Printing Quotes

Printing a Quote

Tick Print Quote before you click Process.
 

 

Closing a Quote

Click Close Quote. This automatically ticks Closed Quote, meaning you can no longer convert this quote into an Order.
 

You cannot re-open a Quote. However, to affect the same result, click Duplicate and give the copied quote new Quote No. You can amend any of the Quote details after the duplication.

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Converting Quotes to Sales Orders

Click Promote against the relevant quote number. 
 

This will then convert the Quote into a Sales Order.
 


You can now amend the details of the Sales Order, if required, before clicking Save or Print
 

You can also go to Actions in the Quotes Grid to select further tasks.
 

See:

How does Sales Order Entry Work?‍ 

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