This is to create, edit or print quotation.
Quotation has no effects on inventory movement and G/L entries.
To Create New Quotation
Go to Sales > Quotation
Click on Create A New Quotation
Debtor: key in the first number/alphabet, OR click on the drop down arrow button, OR click on Search button to assign/select a debtor number.
Branch: specify the branch of this debtor (if any)
To/Address: the info will be displayed according to selected debtor code.
Validity: key in the validity period of this quotation.
Delivery Term: key in the delivery term of this quotation.
Your Ref.: key in the reference no. of the debtor
CC: key in the recipient of carbon copy
Payment Term: key in the payment term of this quotation
Allow to Transfer: if this is unchecked, this document will not be allowed to transfer to other document.
Quotation No: <<new>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.
Date: system/computer date is automatically captured, you may click to change.
Credit Terms: the default credit terms of this debtor will be displayed.
Sales Agent: assign a sales agent (if any). The default Sales Agent can be assigned in Debtor Maintenance.
Ship Via: assign the shipping method (maintained at Shipping Method Maintenance)
Shipping Info: key in the info of shipping or transportation.
Main tab: details of transaction
More Header tab: to provide additional information of the document, customer and delivery.
External Link tab: allows to maintain cross reference links in other formats, such as Excel, Word documents, Image files...
Note tab: here you may type in additional notes.
Functional Buttons:
to add / insert a detail row. (Insert)
to insert a detail row before the highlighted row. (Ctrl + Insert)
to delete highlighted row. (Ctrl + Delete)
to move the detail row up/down. (Alt + Shift + Up/Down)
undo (Ctrl + Z)
to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)
range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.
to add a subtotal row, showing the subtotal amount.
to add a discount row, and for you to define the group discount by define the percentage % or Value.
to prompt the item search screen (F9). Type a keyword, select search criteria, click on Search. From the search result, check the check-boxes to select items to be included into the document, then click on OK.
click on this button will display (at bottom section) instant information related to the highlighted item, such as Price History, Stock Balance ...
Item Code: click on '+' sign to add a new row and select an item; you may key in the first few number/letters of the item code/description and select from the lookup screen.
Description: this is called detail description... will capture the item description automatically (amendable)
Further Description: click to view/edit Further Description of this item. (the default content can be maintained at Stock Item Maintenance)
Delivery Date: assign the expected delivery date (if needed)
UOM: the default unit of measurement will be captured;
Qty: key in the quantity.
Unit Price: the selling price will be captured (either Standard Selling Price or according to the setting in Tools > Options > Invoicing > Auto Price)
Discount: this is called column discount; you may key in the discount for any particular detail row. The discount could be a value (e.g. 5, 5.5, 10... ), a percentage (e.g. 5%, 5.5%, 10%), or a multi-level discount (e.g. 5+5.5, 5+5%, 5%+5%, 10%+5, 5%+5%+10, .... )
SubTotal: this is the line total (net)
Total: this is bill total before footer discount and tax.
Net Total: this is bill total after footer discount and tax.
After save, proceed with new QT: when this is checked, a fresh screen will be ready for new document upon Save; if unchecked will exit the transaction screen upon Save.
(You may go to Edit menu to copy/paste the whole document or highlighted details to/from clipboard; you may also save the entries to K.I.V. folder.)
(You may go to Copy Quotation menu to Copy From/To other/new document.)
(You may go to Status menu to view the transfer status)
(You may go to Tools menu to view profit calculator, or make use of Data Entry by Past Sales Record.)
(also refer to Common Function in Transaction Screen)
Click on Save & Preview,
Set Approval for Quotation
By default the Quotation issued is automatically approved. 'Approved' means can be transferred to other documents.
To change the default setting, go to General Maintenance > User Maintenance, Access Rights
Once the access rights of Automatic Approve Quotation is removed, the Quotation created by this user will need to be 'approved' before it can be transferred to other document.
To approve the said quotation, users with access rights to Approve Quotation can go to Sales > Quotation, double click on the selected quotation:
Print Quotation Listing
New: (from version 1.3.5.08 onwards)
Click on the shortcut label of Quotation or go to Sales > Quotation, click on Others menu...
Load Data Option: to specify the number of recent days when loading data instead of to load all data, so that the loading speed can be further improved. See 13508 Load Data Option for more details.
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