Sales Quotes are 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.

Sales Quotes are optional.  You can disable this sub-system in the User Profiles Management screen 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), Batch Sales Invoicing is much quicker and simpler. 

The Sales Quotation Process

To use Sales Quotes, first, create a Sales Quote, then send it to the Customer. If they accept it, you can promote the Sales Quote to a Sales Order. When the Sales Order is processed, invoice the Customer.

Prerequisites

Before creating a Sales Quote, ensure you have the following set up:

• Customer Master Record
• Item Master Records
• General Ledger, Taxes, Currency, and any other Codes relevant to your business.

See:

16.0 Sales Order Process Overview 

16.1 Sales Quote and Order Entry 

16.2 Converting Sales Quotes to Orders and Orders to Deliveries 

How does Sales Batch Invoicing Work?‍

How does Sales Order Entry Work?‍

Sales Item Invoices‍ 

1. To create a new Sales Quote, go to Sales > Quotes > New Sales Quote.
   
   
2. If you have autonumbering enabled in company details & settings, then the system will automatically create the Quote number for you, if you don't have this enabled, enter your own Quote Number.
3. Select the customer from the dropdown and enter the date and external reference if needed.
4. Enter the Days Quote Valid if used - this will be included for your customer's reference on the printed or emailed quote.
5. Enter the line item details. 
6. Additional details and notes can be added if required from the additional tabs.
7. Click on Save or Save and Print Quote to save the quote.

The screen stays open to allow you to process additional quotes, when closed, you will be returned to the sales quote listing screen where you will be able to see all the open quotes in the system.

Change the filter to none to see a full listing of all quotes, including promoted and closed quotes.

Promoting a Sales Quote automatically creates a Sales Order with all the Quote Details. 

1. To promote a quote, go to Sales > Quotes.
2. Click Promote next to the relevant Sales Quote, or go to Actions > Promote.
3. The sales order screen opens with all the quote details entered. Check the Order Details and Save or Save & Print the Order.

If a customer decides not to proceed with a quote or if a quote is no longer valid, it can be closed. Once a quote has been closed it cannot be promoted to an order, but it can be duplicated if needed.

To close a quote, go to Sales > Quotes and click Actions > Cancel Quote next to the relevant quote in the listing, or click on Cancel Quote from the Sales Quote screen.

The following actions are available from the Sales Quote Listing screen and from within a Quote:

Duplicate

Use Duplicate to make a copy of a quote in any status. You can make changes and save duplicated quotes.

Print

Quotes can be printed to pdf and other formats from the Sales Quote Listing screen or from within a quote, using Save and Print Quote

Email

Click on the email icon from the Sales Quote listing screen to email a pdf copy of the sales quote to your customer. You can check the recipient details and enter a subject and body text for the email before sending.

• Order Date defaults to today’s date – but can be changed.
• External Ref. is a number supplied by you for subsequent identification.
• Expected Delivery Date defaults to today’s date – but can be changed.
• Use Acc Vat Code and Rate is inherited from the Customer Master Record.  If this tick box is checked, then this is the VAT Rate that will be used on all Line Items as a default – but can be amended on each Line.
• Department (BI Code): This is the default Department Code (BI Code) from the Customer’s Master record which is presented on each line of the Order – whereupon it can be overridden. 
• Sales Area and Sales Rep. are defaulted from the Customer’s Master record but can be changed using the dropdown.
• Billing Address comes from the Customer Master record and can be changed here.
• Customer Contact 
• Exchange Rate defaults to the current exchange rate for the customer currency - update as required.

On each Line Item:

• Line Nos. are presented automatically.  Click on the Line No. to expand it to view and insert optional Discounts, Stock information, etc.  Click on F8 to delete a Line on an existing Order. 
• Item:  Enter the Item Code or choose it from the Drop Down.   
• Description is presented for sight verification.
• Sales GL Code is defaulted from the Item selected and you can change it using the Drop Down.
• Department (BI Code) (if any) is defaulted from the Customer’s Master record and can be changed using the associated dropdown.
• Enter the Customer required Quantity in the Quantity field.
• Unit Price (excluding Vat) is taken from the Product Master record, or, if the Customer has a Price List, nominated on the Finance Tab of the Customer’s Master record, then the price from this Price List will be used.
• VAT (Tax) Rate Code is defaulted from the Product record – or from the Customer record if the Use Tax Code and Default Tax Code are both set under Tax Settings on the Finance Tab of the Customer record.   It can be changed at this stage using the dropdown. 
• VAT (Tax) Amt. and Line Total are now computed and presented.
• Discount Rate or Discount Amount for this Line.  This will cause the Net, Tax, and Line Total to be recalculated.
• Note against the Line which will be shown on the printed Order / Quote /Invoice.
• Delivery, enter details if required.
• Ship Via is inherited from the Customer’s Master record and can be changed now.
• For Collection if required. This will be notified on the printed Order.
• Discount:  Again, defaulted from the Customer’s Master Record and applies to the Order 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 Order and if so, the Net, Tax and each Line Total will be recalculated.
• Payment Method:  You can change the Customer Default here.
• Note for the Order as a whole to be reproduced on the printed Order.