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
.png)
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.
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 |
.png)
Cancel Bulk Quotes
- 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.
.png)
.png)
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 |
.png)
Print Grid
Debtors> Activity> Quotation> Print /Export
.png)
| Opens Up the email function. | |
| Copy | Copies to clipboard to enable exporting to excel |
| 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 |
.png)
.png)
Bulk Print
Quote Print Selection Popup Help
Debtors> Activity> Quotation> Print /Export
.png)
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
.png)
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
.png){kind=small}
Keyboard quick keys
Quick keys help access functions using the keyboard
Used with Alt + Letter
| Search | Alt + s | Search for Quotes |
| Add | Alt + a | Add a new Quote |
| Edit | Alt + e | Edits the Quote that is highlighted |
| Clone | Alt + c | Clone the highlighted Quote |
| Cancel | Alt + l | Cancel the Quote that is highlighted |
| Reject | Alt + j | Reject the selected Quote |
| Expand / Contract | Alt + n | Expands / Contracts the header section of the window |
| Create Reminder | Alt + r | Creates a reminder to highlighted Quote |
| Import | Alt + i | Focus on the Import split button |
| Functions | Alt + f | Focus on the Function split button |
| Approval Options | Alt + o | Focus on the Approval Options split button |
| Print / Export | Alt + t | Focus on the Print / Export split button |
| Tab Basic Search | Alt + 1 | Basic Search |
| Tab Custom Search | Alt + 2 | Custom Search |
No Comments