Generating a Quotation

Generating a Quotation

Sometimes customers require a quotation for the supply of goods before purchasing them. The Quote menu creates a quotation for the selected customer, and allows you to edit and delete existing quotes.

To generate, edit or delete a Quote:

1. Select Customers in the Folders List.

2. In the customer list, select the customer for whom you want to generate a quote.

3. In the Sales menu bar, click the drop-down arrow to the right of Quote.

4. Select Add New Quote. When adding a new quote, the following screen will appear:

   

   Image Description

   The New Sales Quote screen for customer 041 - Island Colour. The toolbar shows buttons for Save & New, Save & Close, Cancel, Open, Get a Quote, Get Previous Quotes, and Print in a Batch Later under Sales Actions. Tabs include Customer, Deliver To, Product Item, Text Item, Ledger Item, and Job Item. The Customer tab is active showing fields for Customer Code (041), customer address details (Island Colour, 172 Mill Drive, Toowoomba, Queensland 4263, Australia), GST Applies checkbox (checked), Current Quote Status (Current), Quote Number (New Quote), Quote Date (07/11/2014), Customer Reference, Sale Discount % (0.00%), and Analysis Code. An empty product grid is shown at the bottom with columns for Code, Description, Quantity, Price, Discount, WET, Ex.GST, GST, and totals showing Credit remaining of 10,000.00.

New Sales Quotes for Acme Marketing Corporation

The Quote menu contains the following options:

• Quote Header

• Product Item

• Text Item

• Ledger Item

• Job Item

  **Quote Header ** The first part of generating a quote for the potential customer is to enter the basic details of the quote in the Quote Header fields. These fields are:

• Customer Code: Enter the unique identifying code for the customer here. Press F3 or click the button to the right of the field to select from the customer list. To create a new customer account see Setting up Customer Accounts.

• Customer Details: Enter the name and address of the customer here, as entered in the set up phase. Customer details appear when you enter the customer code in the previous field.

• GST/VAT Applies: By default, this box is checked, indicating that Tax applies to the quote. Uncheck the box if this is not the case.

• Analysis Code: The name of the appropriate contact for this item appears here. It can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list.

• Quote Number: The quote number appears when editing or deleting an existing quote. Otherwise, it remains greyed out as 'New Quote'.

• Quote Date: Enter the date on which the quote is made. This field is set to today's date by default. Press F3 or click the button to the right of the field to check the calendar.

• Sale Discount: Enter the default discount that applies to the whole sale, on top of any line item special price. By default, this field is set to 0.00%. Click the calculator button to the right of the field or press F3 to enter the discount figure.

• Suggest Order: Click 'Suggest Order' to view a record of the past 50 products the customer bought from you and at what price. This will help you suggest to the customer what products to order. Enter the product quantity in the 'Quantity this Order' field and click 'OK' to close the screen and place the product in quote screen. Click 'View Product Details' to see the product price structure and if it is in stock.

• Add First Line Item: Once all the details have been entered in the above fields, select this option to include product details in the quote. This will open the 'Product Item' section as below:

  

  Image Description

  The New Sales Quote screen showing the Product Item tab for customer 041 - Island Colour. The toolbar shows additional buttons including Insert a Blank Line, Remove Line, Update All Delivery Dates, Insert Sales Information, Insert Notepad, Insert a Text File, and Display Components. Product entry fields include Product Code, Description, Quantity, Discount %, Tax Code (10% GST), Tax Amount, and additional fields. Buttons for Cancel Item and Next Item are visible. The product grid at the bottom shows columns for Code, Description, Quantity, Price, Discount, WET, Ex.GST, and GST. Credit remaining of 10,000.00 is shown at the bottom.

Product Item section of Sales Quotation

When you enter the product details in the fields provided, they appear in the grid on the lower half of the screen, so you can see at a glance the running totals for the quote.

**Product Item **

• Product Code: Enter the code of this product for this sale. Press F3 or click the button to the right of the field to select from the list. If you know the barcode, enter the barcode and it will automatically be recognised. If the product code is 12500, for example, key in '125' and press 'Enter' and ABM will automatically pickup the first three digits and find the nearest product. By default the quantity is set to first unit of measure in the field to the right. You can select a different unit of measure if more than one unit of measure has been set up for that product. See Setting up Product Accounts to set up a new unit of measure for the product.

• Description: Once the product code or barcode is entered, the description of the product, as entered in the set up phase appears.

• Quantity: Enter the quantity quoted at this time, but do not include any quantity quoted previously. Press F3 or click the calculator button to the right of the field to enter the quantity amount.

• Analysis Code: The name of the appropriate contact for this item appears here. It can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list.

• Price ex. GST/VAT %: Select the price of the product excluding Tax from the drop-down menu. If a customer is in a Trade group (see Setting up Customer Groups) the Trade price for that product will appear. To set different product prices for different groups of customers, e.g. Retail, Wholesale, see Setting up Product Accounts. To view the cost of the product and the margin on this transaction, click the % button.

• Discount %: Enter any discount that applies to this product. The default discount is set at 0.00%. To enter a discount press F3 or click the calculator button.

• GST/VAT Code: By default, this box is set at 10% GST, indicating that the quote is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another product description to the grid for this quote.

  Note the details appear in the table at the bottom of the screen.

  Text Item

• Block of Text: You can enter unlimited text to describe a product in more detail. After you have entered your text, select the 'Next Item' option and the text will automatically appear in the 'Description' field of the grid.

  Note the details appear in the table at the bottom of the screen.

  Ledger Item The Ledger Item section is for entering expenses and services other than product costs, such as postage, shipping etc.

• Account Code: Enter the appropriate ledger account code here. Press F3 or click the button to select an account code from the ledger list. See Adding a Ledger Account for details on how to set up a ledger account.

• Description: The description entered here appears on the printed document and on the ledger account history.

• Quantity: Enter the quantity invoiced at this time. Press F3 or click the calculator to enter the quantity amount.

• Price ex. GST/VAT: Enter the price, excluding Tax here. The price can be changed by pressing F3 or by clicking the calculator.

• GST/VAT Code: By default, this box is set at 10% GST or VAT, indicating that the quote is subject to Tax of 10%. To change the Tax code, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the text line for this quote. Once all the items are entered move to the next section. Note the details appear in the table at the bottom of the screen.

  **Job Item ** The Job Item section is provided so you can generate a quotation based on a job you are carrying out for a customer.

• Job Code: Enter the code of the job for this sale. Press F3 or click the button to select from the list. To set up a job record, which includes a job code, see Adding Jobs.

• Description: Once the job code is entered, the description of the job, as entered in the set up phase appears.

• Quantity: Enter the quantity quoted at this time, but do not include any quantity quoted previously on this order. Press F3 or click the calculator button to enter the quantity amount.

• Charge ex. GST/VAT: Enter the charge, excluding Tax here. The charge can be changed by entering a new one or by pressing F3 or by clicking the calculator button.

• GST/VAT Code: By default, this box is set at 10% GST, indicating that the quote is subject to Tax of 10%. To change the Tax code, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the text line for this quote.

  Save Settings When you have entered the relevant quotation details, select either: Save and Close: This will save the quotation information and bring you back to the main menu. or: Save and New: This will save the quotation information and open a new 'Add New Quotes' screen.