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. Complete the following header details:
   • 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.
   • Select the customer from the dropdown.
   • The quote Date defaults to today’s date but can be changed. Note that this date will place this quote into the correct financial period automatically.
   •  You can optionally enter an External Reference here for subsequent identification.
   • The Expected Delivery Date is defaulted to today’s date by the system. However, this can be modified to represent the date the order is expected to be delivered on.
   • Enter the Days Quote Valid if used. This will be included for your customer's reference on the printed or emailed quote.
   • Check Use Acc Vat Code if you want any items entered to use the Customer Account's default tax code instead of the product's tax code, for example, if a product has a default tax code of 21%, but an overseas Customer is exempt from tax. The rate can still be amended on a per line basis.  
   • If you are using BI Codes, you can enter or select a code. This code default comes from the Customer Master record. It can still be overridden on individual lines.
   • On Hold Status defaults from the Customer record and indicates the ‘Hold’ status of this customer. It cannot be changed here.
   • If relevant, enter the Sales Area that will be associated with this quote from a sales analysis point of view. This defaults from the customer record. This is useful to enable you to track sales by area within the dashboard functions in the system.
   • If relevant, enter the Sales Representative associated with the Customer. This setting is used to track the sales against each sales rep in reports. This defaults from the customer record. You can change it here if necessary. 
   • Enter the Billing Address of the Customer that this quote relates to. This address is read from the customer record and can be changed at quote level.
   • The default Contact Name is loaded here. This can be modified for a specific quote.
   • Exchange Rate displays the default exchange rate currently associated with the selected Customer. This can be overwritten if necessary and will be used when posting the quote to calculate its base currency value.
3. Enter the line-item details:
   • 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:  This will be reproduced on the printed Order.
4. Complete the Additional details tab if required:
   • Discount: This displays the default discount associated with the customer. This can be overwritten for the specific quote. Any prices and quantities recorded prior to modification would need to be re-entered to include the modification.
   • Payment Method: This specifies how this quote will be settled by your company. If you select a payment method that has been set up as an 'online' payment method, then related quotes will be available to pay through the Online Batch Payments function.
   • Note printed on Sales Quote: Record a note here that will be printed on the header of the Sales Quote. It will be viewable to the customer.
5. Complete the Notes tab if required.
6. 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.

Sales Quote Status

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

The Quote Status is generated automatically and shows whether a sales order has been created and if the quote can be updated. The quote status can be:

• Quote (quote can be updated as no sales order has been created)
• Promoted (sales order has been created, no updates can be made to the quote)
• Closed (sales quote has been cancelled, no updates can be made to the quote)

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 listing grid allows you to search for, edit, duplicate, print, and email Sales Quotes previously entered.

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.