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 appear:

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:

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

To add line items click on the middle Add Button shown below

Then the screen below will appear

Select the item you want to quote on the drop-down selection

You can also search for the item by using part of the code or the name of the item you wish to quote the customer on

You can change the description to match what you want to see on the quote or leave it as it is

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 & Close 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:

You can then print the quotation and send it to a customer/ debtor

Or promote it to a relevant document

Note Button

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