Quotation

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Quotation

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


QT1.png


Debtor: key in the first number/alphabet/key words, 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.

Your Ref.: key in the reference no. of the debtor

CC: key in the recipient of carbon copy

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 date is automatically captured, you may click to change.

Credit Terms: the default credit terms of this debtor will be displayed.

Delivery Term: key in the delivery term of this quotation.

Payment Term: key in the payment term of this quotation

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.


Functional Buttons:


Home Tab:


QT2.png


CFB1.png to be save in K.I.V folder to be use later.


CFB2.png to be save as template (Refer Common Function in Transaction)


CFB3.png to be save as recurrence (Refer Recurrence)


CFB4.png to add / insert a detail row. (Insert)


CFB5.png to insert a detail row before the highlighted row. (Ctrl + Insert)


CFB6.png ‎to delete highlighted row. (Ctrl + Delete)


CFB7.pngCFB8.png to move the detail row up/down. (Alt + Shift + Up/Down)


CFB9.png to undo (Ctrl + Z)


CFB10.png to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)


CFB11.png range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.


CFB12.png to add a subtotal row, showing the subtotal amount.


CFB13.png to add a discount row, and for you to define the group discount by define the percentage % or Value


CFB14.png to find item package item.


CFB15.png 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.


CFB16.png click on this button will display (at bottom section) instant information related to the highlighted item, such as Price History, Stock Balance ...


QT3(3).png to copy a quotation which previously already save.


QT4(4).png to copy existing quotation to a new quotation.


CFB17.png to check the quotation which have already been transferred.


Edit tab:


QT5(5).png


Copy Whole Document: To copy the whole document to clipboard.

Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)

Copy as spreadsheet: To copy the item details and paste into spreadsheet.

Paste Whole Document: To paste the whole document from the clipboard.

Paste Item Detail Only: To paste some item details from clipboard.

Undo Master: To undo (reverse one step) the header section.

Apply Address: To apply different debtor/ creditor address which you have maintain in the address maintenance.

Can Transfer: If this is unchecked, this document will not be allowed to transfer to others document.

Edit MRU Items: To edit/delete historical descriptions (which was keyed in previously). MRU = Most Recently Used.

Calculate Discount on Unit Price: To calculate the discount based on unit price.

Rounding Method: There are 2 options for rounding, whole document rounding (ver3) and line by line rounding (ver 2).

Profit Calculator: To show the profit margin of the item.

Data Entry by Past Sales Records: This is used to create a new document by referring to what were sold in the past to a particular customer. See also Data Entry By Past Records .

Show Tax Summary: To show the summary of the tax.


Details Column

Item Code: right 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/keywords 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)

GST Code: to show the GST code.

GST Rate: to show the rate of GST.

GST: to show the amount of GST.

Total(ex): to show the subtotal before tax.

Total(inc): to show the subtotal after tax.

Subtotal: to show the net total amount before tax.

Proceed 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.


Click on Save & Preview,

QT6(6).png


QT7(7).png


QT8(8).png


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 > Access Rights Maintenance


QT9(9).png


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 quotation, users with access rights to Approve Quotation can go to Sales > Quotation>View Quotation (only apply for new create quotation, those previously created will be no effect)


QT10(10).png


Print Quotation Listing


QT11(11).png


QT12(12).png


QT13(13).png


QT14(14).png


Click on the shortcut label of Quotation or go to Sales > Quotation, click on Others menu


QT15(15).png


Manage Template:Refer Common Function in Transaction

Manage Recurrence: Refer Recurrence

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. Refer Common Function in Transaction.

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