Sales | Quotes
The Sales Quotes screen displays quotes and quotes in a list showing summary info including quote date, requested ship date, customer, quote number, amount, and quote status (quote, on quote, completed, or cancelled).
Sales orders may be entered here as "quotes" and printed for customer approval. When approved, you can click the Convert button and the quote status is changed to "On Order" and it will now display in the Sales Order screen.
To add a new quote or quote: click the New button.
To edit an quote or quote: double-click the quote. Or select the quote and press Enter or click the Edit button.
To delete an quote or quote: select the quote and click the Delete button.
You can select a quote with the mouse or by the keyboard via the Page Up/Down and arrow keys.
The menu has options to
| • | sort the list by quote date (descending), requested ship date, or quote no. |
| • | copy an quote (all data except quote no.and date, which default as per a new quote) |
| • | display the customer for a selected quote |
| • | display shipments for a selected quote |
| • | refresh the data displayed to show changes entered by other users, etc. |
| • | print the list |
| • | print a quote for a selected quote |
Tip: To send e-mail (via your e-mail program), or display the customer: select the quote, then right-click to display a pop-up menu. You can also print or reprint a quote from the pop-up menu or from the main menu, but to print all unprinted picking slips in one step you must use the main menu.
To print quotes use menu Print Selected Quote. Or right-click on an quote and choose Print Quote from the pop-up menu.
To view only “outstanding” (on quote) quotes, toggle the outstanding option on the View menu or use the shortcut Ctrl+O. Similarly to view only quotes, toggle the quotes option on the View menu or use the shortcut Ctrl+Q.
Quote no.
When entering a new quote, the program assigns a default quote number which you can then change if desired.
Picking Slip Printed
If the quote has already been shipped, or for some other reason you don’t want a picking slip to print, then check this checkbox to tell the program that a picking slip has already been printed for this quote. Otherwise leave it unchecked and the program will check it automatically after printing the picking slip.
Customer
A pop-up screen displays if you type into the customer number, click, or by the keyboard shortcut Ctrl+Enter. On the Customer pop-up screen: you can select the customer by typing the customer number in the 1st entry box or by typing the name in the 2nd box, or by selecting the customer with the mouse or up/down arrow keys. Click on the selected customer or press Enter when the selected customer is highlighted. Or Esc to leave a previously entered customer unchanged.
Typing the customer number in the 1st entry box sorts the list by number and selects the first customer number matching the characters entered. Typing the customer name in the 2nd entry box sorts the list by name and selects the first customer name matching the characters entered.
On the Customer pop-up screen you can select Customer Type via the combobox at the right, so that only customers of the selected type show. To deselect a customer type and show all types, press Delete.
If this is a new customer, click the new option to display the customers screen, so the customer can be added.
Purchase Order no.
Enter the customer’s purchase order number (if desired).
Amount
The quote amount is calculated by the program (rather than keyed) based on the item totals and any taxes.
Quote Date
The quote date defaults to today’s date.
Tip: You can use the + or - keys to increase or decrease the date, or click the 3-dots button to select the date from a calendar.
Requested Ship Date
The customer’s requested ship date defaults to today’s date.
Tip: You can use the + or - keys to increase or decrease the date, or click the 3-dots button to select the date from a calendar.
Description
Enter a description for this quote (if desired). This prints on the invoice and on the AR statements. You can override the description later when entering the shipment(s).
Carrier
This is the transportation company who will deliver the goods. If you know who the carrier will be, you can enter it here, or you can enter it (or change it) later when entering the shipment(s). If customers come to you to pick up their quotes you should set up a carrier for that, such as “Pick-up”
Tip: You can enter a few characters of the carrier name, then use the down or up arrow keys if required.
Freight Payment Method
Select the method for paying the freight charges. You can override this later when entering the shipment(s).
| • | Prepaid (seller pays shipping company) |
| • | Prepaid and Charge (seller pays shipping company, and bills customer) |
| • | Collect (customer pays shipping company) |
| • | Pick-up (customer picks up, nobody pays) |
Tip: You can enter the 1st letter or use the down or up arrow keys to select.
Items, Quantity Ordered, and Prices
Enter the quantity ordered and unit price (in the customer’s currency) for each item. Items can be inventory items, services, or miscellaneous charges such as freight. The price defaults to the price on the prices table (converted to the customer’s currency if foreign) for this item, using the price list specified for the customer. You can type over this if desired. Also you can override the item description to be printed on the invoice (tab, press Enter, or scroll to go this field or maximize the quote window). This allows you to have a generic description on the items table and enter a more specific description on the quote and invoice. This is particularly suitable for labor. You can override the prices and item descriptions later when entering the shipment(s).
Taxes are calculated automatically.
Tip: You can display a pop-up menu with options for New (line) and Delete (line) by right-clicking on the grid.
Item numbers or descriptions are not entered directly on the quote screen, but instead selected on a pop-up screen which displays if you type into the item number or description column, or by clicking on the “3 dots” button in the column, double-clicking in the column, or by the keyboard shortcut Ctrl+Enter.
On the Item pop-up screen: you can select the item by typing the item number in the 1st entry box or by typing the description in the 2nd box, or by selecting the item with the mouse or up/down arrow keys. Click on the selected item or press Enter when the selected item is highlighted. Or Esc to leave a previously entered item unchanged.
Typing the item number in the 1st entry box sorts the list by number and selects the first item number matching the characters entered.
Typing the item description in the 2nd entry box sorts the list by description and selects the first item description matching the characters entered.
On the Item pop-up screen you can select Item Type via the combobox at the right, so that only items of the selected type show. To deselect an item type and show all types, press Delete.