Quotation Menu Quotation Search Video training manual 2016 -  Click Here Debtors Module > Activity> Quotation Basic Search On the Basic Search Tab, the user can search the quotes by entering information on the following fields Quote Number Search by entering the quote number Description Search by entering the description of the quote Date Type Select the quotes based on date type being Quote date, Quote valid to date, Quote completing date or Quote Delivery date Date From / Date To Select the date range for which you want to view the report from Select a date range of when you want to see the report to Order Number Search for quote based on client order number Customer Search by selecting the customer Reference Search quote by reference entered Quote Status Select status quote you want to search by on the drop down Sales Rep Search the quotes by selecting the sales rep from the drop-down menu Expand Displays additional search criteria options Custom Search One can create your own custom fields on the system that are specific to your business and link these to various documents, such as quotation. The custom search, then allows you to search base off these fields. Example: Import Quote from CSV The file to be imported must be in a CSV format. Click on the Select Files… button to open the navigate window allowing the user to navigate to the file to be imported. Once the desired file has been located either double click in the file or click the Open button. Now click on the Upload button. If the upload was successful a window will appear confirming that the upload was successful. Click Ok. The Import button now becomes enabled allowing the user to click on the Import button to import the file. An Import Report will open displaying any errors in the import or displaying the successful quotes that were imported. Note: Please request the Quote Import – Template file from Huge ERP Support. Approvals Options Approve Tab has the following buttons Internal Approval For the supervisors / managers to approve the quote prior to sending to client. Customer Approval This indicates that the quote has been sent to the customer and awaiting approval Approve to Sales Order Promotes the quote to a sales order Approve To Invoice Promotes the quote to an invoice Approve To Job Approves the selected Quote to be a job. Return to Internal Approval Reverts the quote status from Customer approval to Internat approval Return to Preparation Reverts the quote status from Internat approval to Preparation Print / Import Print Tab has the following options Print Quote Prints the currently selected Quote Item. Print Job Card Prints the job card for the currently selected Quote Item . Print Service Card Prints the service card for the currently selected Quote Item . Similar to a job card, but specific to Service industry or jobs.  Print Grid Prints the list of quotes displayed on the grid based on the search criteria Print Job Header This prints a Header/ Label that can be used to label hard copy files related to the job Bulk Print Allows one to simultaneously print multiple quotes selected from the grid Bulk Email Allows one to email simultaneously multiple quotes selected from the grid Export Grid Exports the listed quotes on the grid to excel Export Gris with Notes Exports the listed quotes on the grid into excel and includes any memo notes linked to the respective quotes Export Quote Lines Exports into excel the line items on the specific quote selected Print Quote Debtors> Activity> Quotation > Print /Export   Print quote from here and email to your clients Debtor Quote Debtor Items Grouped Job High Level Job Inventory Detail Group Stock Category Packing Slip Show Zero Balance Suppress Line Note Printing Break On Totals Print Line Reference Print Quote Totals T & C Position Hide Qty Column Quote Total Value Only Quote Proforma Invoice When printing the quote, there is an option to make the quote a Proforma Invoice. This will change the header of the quote and labels to read Proforma Invoice. The Proforma number will be the quote number       Cancel Bulk Quotes To cancel bulk quotes, tick the checkboxes next to the quotes you want to cancel on the left-hand side, as shown below. Then click " Cancel "   Print Job Card Debtors> Activity> Quotation > Print /Export Select A quote that has a job number and select print job Card form the drop-down arrow.     Print Service Card Debtors> Activity> Quotation > Print /Export Print a service card Select a quote with a job number and print a service card from the drop-down menu   Print Grid Debtors> Activity> Quotation > Print /Export   Email Opens Up the email function. Copy Copies to clipboard to enable exporting to excel Print Print a hard copy for use. Print Job Header Select Job Header Print Help Debtors> Activity> Quotation > Print /Export Generate Generates a print layout according to the information contained in that specific Job History Item Bulk Print Quote Print Selection Popup Help Debtors> Activity> Quotation > Print /Export   This popup window allows the user to select the layout of the quote to be printed. Debtor Quote is typically used for Debtor Quotes and Standard Job Quotes. Job High Level is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and only the Task Code and Description with the total value of the Task. Job Detail Contex is typically used to Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and in the case of the Task items, the actual Stock, Service or Custom code will be printed, and the actual item’s description will be preceded by the Task’s description e.g. Task Description…Standard Item’s Description with the actual quantity and value of the Stock, Service or Custom item. Job Inventory Items is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print only the standard Stock, Service or Custom items on the quote. Bulk Email Quote Print Selection Popup Help   Debtors> Activity> Quotation > Print /Export     This popup window allows the user to select the layout of the quote to be  emailed. Debtor Quote is typically used for Debtor Quotes and Standard Job Quotes. Job High Level is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and only the Task Code and Description with the total value of the Task. Job Detail Contex is typically used to Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and in the case of the Task items, the actual Stock, Service or Custom code will be printed, and the actual item’s description will be preceded by the Task’s description e.g. Task Description…Standard Item’s Description with the actual quantity and value of the Stock, Service or Custom item. Job Inventory Items is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print only the standard Stock, Service or Custom items on the quote. Export Grid Debtors> Activity> Quotation > Print /Export   Exports the document search grid to excel   Keyboard quick keys Quick keys help access functions using the keyboard Used with Alt + Letter S earch Alt + s Search for Quotes A dd Alt + a Add a new Quote E dit Alt + e Edits the Quote that is highlighted C lone Alt + c Clone the highlighted Quote Cance l Alt + l Cancel the Quote that is highlighted Re j ect Alt + j Reject the selected Quote Expa n d / Co n tract Alt + n Expands / Contracts the header section of the window Create  R eminder Alt + r Creates a reminder to highlighted Quote I mport Alt + i Focus on the Import split button F unctions Alt + f Focus on the Function split button Approval  O ptions Alt + o Focus on the Approval Options split button Print / Expor t Alt + t Focus on the Print / Export split button Tab Basic Search Alt + 1 Basic Search Tab Custom Search Alt + 2 Custom Search Basic: Add Quotation Detail Tab Debtors Module> Activity> Quotation The quotes screen will open To search for existing quotations, select your search criteria and click search  Search criteria can be quote description, order number, customer name, etc Select a date range To create a new quotation, Click the  Add Button as shown below This will display the New Quote screen Add information below so that the greyed-out buttons can be activated: Select the customer/ debtor you are creating a quotation for, from the drop-down menu.  Select the sales rep on the drop-down selection, if applicable Update dates if necessary Add description and reference Add order number, if applicable Then, once you are done adding all relevant information click Save and all the greyed-out buttons will be active as shown below: Address Tab Click the Address Tab to check if address details are correct You can edit the address if necessary Note: if details are edited on the quote, this will only apply to the specific quote and not update the debtor setup unless the debtor setup is access and updated as well. On the address tab you can also select the respective contact person and check if their details, such as contact number and email address are correct Once all the necessary quote header details have been loaded click the Save button. This will activate the Add button in the centre of the page This Add button allows the user to add line items to be added to the quote Line Items You can only add a line item after adding all the necessary information needed on the quote detail tab and all greyed buttons have been greyed out Then the screen below will appear Select the item you want to quote on the drop-down selection by typing part of the item code or description. Once the options appear, click on the relevant item option Enter the quantity you are quoting the customer/ debtor on Make sure pricing is correct Select a relevant warehouse if you have multiple warehouses Select the correct VAT Type Click Save & New if capturing numerous line items  Click Save & Close if capturing a single line item Once done  All line items will appear on the grid below: Paging If you have more than the default 100 lines on the quote, paging removes multiple pages and displays all items in a single page on the grid. Add Enables user to add another item line to the quote Note Allows the user to add a note as an item line on the quote. this will, be printed on the quote. Edit Enables the user to edit an item line added to the quote Delete Deletes and removes a selected item line from the quote Quick Enables the user to select items to be added to the quote quickly without entering item code or descriptions, but by using the Brand make model search options Note Button Type a note that you wish to display on the quote Once all items have been captured, you can then click Save Close Send the quote for Internal approval if necessary. Alternatively, click print The quote will print to screen. check all r=details and if satisfied, you can then email the client or print a hard copy of the quote Attachments Should you wish to attach any additional information such as drawings, specifications, workings, you can attach the document to the quote Click the Attachment Button Either drag and drop from a folder on your computer or search the file and upload Keyboard quick keys for Quote Detail Quick keys help access functions using the keyboard Used with Alt + Letter Attachmen t Alt + t Opens the Attachment window M emo Alt + m Opens the Memo window Create  R eminder Alt + r Opens the Reminder window Qu o te History Alt + o Opens the Quote History window I nfo Alt + i Opens the Quote Info window F unctions Alt + f Focus on the Function split button S ave Alt + s Saves the quote C lose Alt + c Closes the quote window P rint Quote Alt + p Print the quote J ob Card Alt + j Pring the Job Card for the quote Ser v ice Card Alt + v Print the Service Card for the quote A dd Alt + a Opens a New Quote Line Detail window E dit Alt + e Opens the Quote Line Detail window for the selected quote line  D elete Alt + d Deletes the selected line from the quote Q uick Add Alt + q Opens the quick add window to add a quote line to the quote Dimensio n Alt + n Opens the Dimensions wind for the selected quote line Tab Quote Detail Alt + 1 Sets the tab notebook to the Quote Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tabnotebook Keyboard quick keys for Quote Line Item Detail Quick keys help access functions using the keyboard Used with Alt + Letter Inventory  O verview Alt + t Opens the Inventory Overview window View  I mage Alt + i Opens the View Image window S pecial Item Alt + s Opens the Special Item window C lose Alt + c Closes the quote window R eminder Alt + r Opens the Reminder window F unctions Alt + f Focus on the Function split button Save & N ew Alt + n Saves the Quote Item Detail window and opens a new Quote Item window Sa v e & Close Alt + v Saves the Quote Item Detail window and then closes the window U pdate Cost Alt + u Updates the cost of the selected item to the latest cost price Tab Quote Item Detail Alt + 1 Sets the tab notebook to the Quote Item Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tab notebook Advanced Add Quote Process Functions Drop Down Create Stock Request Change Warehouse Manage Standard Notes This window allows the user to add a specific Note to each line on a Quote. The  Stock Type  drop down will allow the user to specify  All  lines or lines of a selected inventory type e.g. Stock, Service etc. The  Note Action  radio buttons allows the user to modify the note to a limited extent by  either replacing  the whole note, inserting a new note in front of the existing note and keeping the existing note or adding a new note to the end of an existing note. Click the  Add  To  Note  button to add the Note to the lines subject to the previous two selections. Once the note has been added and also based on the selection of the  Stock Type  drop down the user can view the resulting note by clicking on the  View Note  button. By clicking on the  Delete Notes  button and subject to the selection of the  Stock Type drop down the notes can be removed from the quote lines. Save As Template It allows a user to create a quote template by filling in the Code and Description. Import Quote Template This allows a user to import a copy of a quote that was previously saved as a Quote Template. Code – enter the code of the quote template and then click on the Search  button. Description – enter the description of the quote template and then click on the  Search  button. If Code and Description are left blank, the system search will retrieve all quote templates. Once the desired template has been located select that template and either click on the Import  button or double click on the grid line. Import button – allows a user to import a quote template into the currently opened quote. Export Spec If there were any specification captured, these will be exported Create RFQ Allows one to create Requests for quotes (RFQ) from your suppliers for the items on the selected quote Create Purchase Order Creates a purchase order automatically to be sent to your supplier(s) for items on the quote. The default supplier as per the item setup will be used, unless edited/ updated on the PO create. View Special Deals Displays a list of Specials or Deals that have been setup on the system. Print Link Quote Barcode Update Doc Lines Allows the user to update certain fields on quote lines. in the event that there are multiple item lines on the quote, this option saves the user from having to edit each line individually. Import Creditor Doc This option allows the user to import a creditors document such as Purchase order or Goods received Note (GRV) into a quote Info Button The screen allows for any additional info to be captured against the quote Customer  Select the customer you are creating a quotation for on the drop-down Sales Rep This is where you select the specific sales rep if you have sales reps set up. Quote Date This is the date captured on the quote  Valid Until Date This will be the date on which the quote will expire. Delivery Date This is the date on which the goods or service will be delivered. Description This is a general description of the items on the quote. Reference Reference captured on the quote Order Number If a client requests for a specific purchase order number to be put on the quote. Currency View This allows one to toggle between  Comment Go to Address Tab and insert the additional properties such as Division, Region, invoice Group if applicable) and Click Save Next the items that you want to put on the quote have to be inserted. To do this click  Add .   Next the items that you want to put on the quote have to be inserted. To do this click  Add.   The following screen will appear. Category Select the type of inventory item i.e. Stock, Service or Custom. Item Code This is where you search for the item that you want on the quote. Item Description This will be filled in automatically once the item is selected. Quantity The quantity of the specific item that you want on the quote. System & Total Cost Leave this as it is. Warehouse Select the warehouse that you want to take the stock out of from this drop-down menu. Selling Inc. VAT If you want to enter the selling price per item including vat then tick this box. This will open up the “Selling Including VAT” field so that you can enter the inclusive selling price. Selling Exc. VAT If you prefer to enter the exclusive selling price then you should not tick the “Selling Including VAT” box and just enter the exclusive amount. Once you have entered either the inclusive or exclusive amounts per item then the system will work out the rest of the amounts for you. Line Discount If you want to give a discount on the specific line then a percentage can be entered here. If you choose not to give a discount, then just leave this field blank. Vat This is where you select the Vat type for this transaction. Mark Up This will default to your system mark-up that was selected when the company was first configured however it can be changed for each transaction. Unit Of Measure Select the unit of measure for the specific item from this drop down. Lead Time This is the time the supplier takes to deliver ordered items from the order date to the date that the items are physically delivered to the client. Order Date This is the date on which the order for the items should be placed from the supplier. Reminder Date This date is a final reminder to order items. Own discretion should be used when adding this date. This date should be about a week after your order date. Required Date This is the date on which the specific item is needed. This means that the item should be ordered, delivered and ready to be used on the intended job. Payment Method This is the account terms that you have with the supplier of the specific item. These include COD, 30 days, 60 days, 90 days, 120 days, 150 days or 180 days. Supplier This will default on the default supplier of the specific item, but other suppliers can be chosen or added. Internal Note This is any note about the item or supplier that you want to add. This will not appear on any printed documents. After all the info has been entered click either the Save & Close button or the Save & New button. Save & New is to add another line item and Save & Close if you only want the one-line item. After clicking on the Save & Close button you will be back on the New Quote screen. Notice that your line items also appear on the screen with the amounts at the bottom.  Once you are happy with all the details you can click Save and then Close. Now you will be back on the main quote screen Click on Search and your quote should appear on this screen. If you are happy with the quote, it can be approved. Click the approve tab at the  top  of the screen. Here you will see 5 different approval buttons. Internal Approval This is when all involved parties that work for the company are happy with the quote then it can be approved internally. Customer Approval After the quote has been approved internally it can be sent for customer approval. Approve To Invoice If the client is happy with the quote, it can be approved to invoice. Approve To Sales Order If you want to approve the quote to a Sales Order. Approve to Job if you want to approve the quote to a Job You will notice that all four options mentioned above are sub menus under activity on the left. Depending on the approval stage this is where the quote will appear. So, for example, if you approved a quote internally it will move out of New Quote Search and into Internal Quote Approval. Any of the approval stages can be skipped. This means that if you would like to create a quote and immediately approve it to an Invoice or Sales Order instead of Internal Quote Approval or Customer Quote Approval then you can do this. Once the quote has been approved to Sales Order or Invoice then it can be treated as a normal Sales Order or Invoice from there on out Button Functions Explained Change Warehouse Debtors / Customer Module> Activity> Quotes Video training manual 2016 - Click Here   Import Dropdown Import Import AutoCAD Import Checklist   Approval Options Drop Down Debtors> Activity> Quotation> Approval Options Internal Approval This is when all involved parties that work for the company are happy with the quote then it can be approved internally. Customer Approval After the quote has been approved internally it can be sent  for customer approval. Approve to Sales Order If you want to approve the quote to a Sales Order. Approve to Invoice If you want to approve the quote to an Invoice Approve to Job If you want to approve the quote to a Job Return to Internal Approval This button allow you to return the quote for internal approval Return to Preparation Return the quote to preparation status Email attachments alert I would like to put an alert on the emailing of documents where the flag to email an attachment is on If a user has uploaded an attachment and wants to email it. When we get to email and the user forgets to select the attachment he wants to send with the email. An alert to come up to say You have uploaded attachments to be sent with this email, but you have not selected the ones you want to send with this email Continue without sending any attachments Cancel to go and select attachments Continue Cancel If the user has selected the attachments, then you don’t need to pop up this message This is to help the user remember that he attached documents to send with the email, but most times people forget to select them to email   Build Kit Build Kit Update Quantity tick box There is an alert for the user who wants to remove the tick box Relevant for the following documents 1 Quote 2 Sales Order 3 Invoice 4 Credit Note WARNING If you remove this tick for Update Quantity for Build Kit quantity, one runs the risk of not matching the build to the line quantity. Click on Continue to accept risk   Quote Proforma Invoice Create a quote to be a Proforma Invoice When printing the quote, there is an option to make the quote a Proforma Invoice   This will change the header of the quote and labels to read Proforma Invoice. The Proforma number will be the quote number