Sales Quotes

This feature allows quotes to be created for Customers. After creation these quotes can be converted into Sales Orders or Sales Invoices.

  • The screenshot below shows a sample grid of sales quotes, which includes some key information.

    Further information

    • Doc#: The code given to the document.

    • Customer: The Customer that the quote is for.

    • Description: This will describe the quote.

    • Quote type: Document type.

    • Invoice date: The day the quote was invoiced.

    • Quote expiry: The date that the quote will expire.

    • Gross: Gross amount of the quote.

      Tip

      To modify the columns displayed, select in the top right of the page, then untick the information you do not want to see.

Viewing a Sales Quote

  1. Select Sales / Quotes from the Main section of the pulse menu -

    Note

    This is an example screen shot of the pulse menu.

    Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

    or from the Main Menu select Sales then Quotes -

    or enter Sales Quotes in the Quick Launch Side Menu.

    This will then show the Sales Quotes on the system where normal customisation of Sets can be used. Also, depending on User roles, the My/All option will be showing.

    Tip

    To modify the columns displayed, select in the top right of the page, then tick/untick the information you to see or not.

Create a new Sales Quote

  1. Select Sales Quotes from one of the options as shown above in Viewing a Sales Quote.

  2. Select either New or New (from template) - from the drop down menu.

  3. Select the document required and select Create, or select the pre-existing template and then select Apply.

  4. Enter data in the following as required -

    • Customer: select from dropdown options.

      Tip

      If you need to create a Customer press then fill out the Customer details.

      The currency is defaulted from the Customer. Where this is the case, this will be calculated from the prevalent rate at the quotation date.

    • Quote date: This will be auto filled with the date current date however, this can be changed.

    • Quote expiry: Complete this field if the quote expires after a particular date.

    • Description: This will be used to identify the sales quote in the quotes finder.

    • Quote type: This will be auto filled with the Document type selected in step 3.

    • Department: Select from dropdown options.

    • Legal Entity: Select from dropdown options.

    • Their ref: This reference will be used to identify the quote.

  5. Add Lines and posting attributes.

    Lines

    • Product: This is the product being quoted.

    • Account: If a product is being used, this will be auto-completed and read only otherwise select an account from available list.

    • Description: Depending on the Force change setting in Chart of Accounts

      • If the Force change is not ticked, then the Description field will be auto-filled ...

        ... however it can be edited.

      • If the Force change is ticked, then the Description field will be blank and you will be forced to enter a description.

    • Project: You can link the quote to a project.

    • Unit: This is the unit to measure the of product.

    • Qty: This is the quantity of the product you are quoting.

    • Unit price: This it the price per unit of the product you are quoting.

    Posting attributes

    • The posting attributes are derived from the chart of account rules related to the account code. Common attributes include cost centre and department but can also include custom attributes.

      Note

      Deferred Income

      This item will appear depending on the settings for the Invoice type selected - see Deferred income guide for further information.

      Also, this item may or may not be ticked, depending on the Customer's Ignore deferred income setting - see the Defaults section on the Customer tab in the Customers guide for further information.

  6. If there is a requirement create a quote to a Customer and have the goods delivered where the tax authority treatment is different, then set the Customer up as a Multi Tax Authority Customer.

  7. When you are happy with the details, press Submit.

    The sales quote will now be ready to be converted into an order or to be invoiced.

    Tip

    If you are going to be creating the same quote on a regular basis Copy to template.

  8. Select Send or Print to distribute the quote to the Customer.

    Note

    Upon successful Send or Print, a PDF of the quotation will be attached to the Customer record.

Find a Sales Quote

Select Sales Quotes from one of the options as shown above in Viewing a Sales Quote.

Either type a value in the search bar -

or enter filters in the attribute columns e.g. Doc#, Customer, Description -

or toggle between the Sets to narrow down your search.

Convert a Sales Quote into an Sales Invoice

  • Sales quotes can be processed into invoices as per business process.

  • To do so, select the quote that you would like to invoice.

  • Press Invoice (If the invoice button is not available, it needs to be configured on the document type).

    Tip

    You can process the quantity of products needed when invoicing.

  • Press Submit.

Convert a Sales Quote into a Sales Order

  • Sales quotes can be processed into orders as per business process.

  • To do so, select the quote that you would like to turn into a sales order.

  • Press Order.

    Tip

    You can also Proforma order which gives the customer the necessary information and price before the quote is processed into a sales order.

    Tip

    You can process the quantity of products needed when ordering.

  • Press Submit.

Preview a Sales Quote

  • Select the quote that you would like to preview.

  • Press Preview.

Print or send a Sales Quote

  • Select the quote then press email or Print.

    Note

    If the Print or email buttons are not available, they will need to be configured on the document type.


Updated February 2024