Using Sales Quote

16 0 0 12/01/2021
Sales Quotes

The Sales Quote a.k.a. ‘estimate’. It contains detailed item by item description of what you are selling to your customer.

Sales Quotes are managed in Salesorder using a Sales Quote Document.

A Sales Quote Document is a non-posting Document. Issuing a quote does not post values to the Accounts.

Before you create your first Sales Quote in the system, it’s a good idea to study everything in this article.

New Sales Quote

A new Sales Quote can be created in the following ways:

Use Sales Quote

 To manually create a new Sales Quote, go to:

SALES > Sales Quotes > +

Use Sales Opportunities

 To issue a new Sales Quote, go to:

SALES FORECASTING > Sales Opportunities > Select Sales Opportunity > Actions > Create Quote

Use Prospect Master

 To issue a Sales Quote, go to :

SALES > Prospects > Select Prospect > Actions > New Sales Quote

Use Customer Master

 To create a Sales Quote, go to:

SALES > Customers > Select Customer > Actions > New Sales Quote

The original lead persists on the Customer Master. Go to Find > Lead

Transactions on Sales Quotes

Once a new Sales Quote is created , Salesorder allows you to create the following transactions from the Sales Quote Document:

Transaction More information
Sales Order Refer Using Sales Order
Sales Invoice Refer Using Sales Invoice
Cash Sale Refer Using Cash Sales

Sales Quote Document: Configuration

To configure Sales Quote document, go to:

SETUP > Configuration > Sales Quote

Or

SALES > Sales Quotes> Select Sales Quote > Configure

The following configuration options are available:

New Template

 You can create new Sales Quote Document templates using this option.

Templates enable you to customize

  • the line item table columns in the document.
  • the layout of the document when its being printed.
For more details on how to use templates, refer Setup Document Template

Customize Fields

 A Sales Quote document consists of fields, sections, tabs and line item table. The Salesorder app allows you to customize all the parts of the document.

To customize fields, sections, tabs and Line Item table in the document, refer to Using Customization.

General tab

Default Quote Template

Using this option you can choose a template for the Sales Quote document.

This template defines
  • how the line item table columns appear on the screen for a Sales Quote document.
  • the layout of the Sales Quote document when its being printed.
Salesorder app provides default templates like-
  • Standard,
  • Time and Materials,
  • Services and
  • Professional.
Each template is relevant for different types of businesses, such as product and service companies.

To learn more about how to use templates, refer Setup Document Template

Show collapsible sections

Checking this option collapses the header sections of the document.

It implements a drill down effect on the header sections to make the Sales Quote document appear compact on the screen.
Reference # Generation tab

Use Auto-generated Ref #

 Reference numbers can be set to auto-generate by checking this option.

Ref # Prefix

 You can prefix reference numbers for meaningful distinction and recognition. For example:

  • Sales Quote can be prefixed as SQ200
  • Purchase Orders can be prefixed as PO987

Current Sequence Number

 Reference numbers can be set to increment from a fixed starting point.

For more details on customizing Ref #s refer Using Ref #s (Reference numbers)

Sales Quote Document: Reference

Fields in first Section
Customer Customer Name
Customer # Customer Ref#
Owner The user creating or owning this document.

To learn more, refer Using Owners
Date Any date, default is the creation date.
Ref # The unique identifier for this Document.
Opportunity Name. Give this quote a name.
Template The Template applied to this Document. See Using Document Templates
Currency The Currency in which this Document is presented. See Using Currencies
Exchange Rate The exchange rate applied to the relationship between this Document’s currency and the base currency of your general ledger. See Using Currencies

Fields in second Section
Customer Ref A unique reference originating from the Customer i.e. Purchase Order #.
Contact The main or a selected Contact. In Edit mode you can select from the associated List of Contacts.
Telephone The phone number associated with the above Contact.
Email The email address associated with the above contact, and where this document will be emailed from a List or the Document itself.
Emailed on The date and time the document was last emailed.
Printed on The date and time the document was last printed.
Our Ref Inherited from a Sales Opportunity.
Job A reference to the Jobs List.
Status Arbitrary status. Note: Accepted and Rejected can be toggled by a Customer via the Trade Acceleration Portal.
Is Active Tag to distinguish if this Quote is still in play.
Cash Flow Due Date See Using Cash flow due dates.
Price List The Price List applied to this Document. See Using Price Lists.
Estimated Weight Estimated weight of all the items in the Sales Quote. Gross weight could vary.
Tax Code The default Tax code inherited from the Customer and applied to Line Items on this Document.

You can change the Tax code on an Item. See Using Taxes.
Terms The default Payment Terms inherited from the Customer and inherited by subsequent child Documents. See Using Payment terms.
Price Level The Price Level applied to this Document. See Using Price Levels.
Required An arbitrary required date.
Valid Until An arbitrary expiry date.
Default site The site from which the subsequent Sales Order would be fulfilled.
Tabs

Items

 You can view all the Item details such as Description, Unit Price, Qty, Discount, etc. for the Sales Quote.

To learn more, refer Using Line Items

Notes

 You can add notes to the document. To learn more, refer Using Notes

Transactions

 This tab provides a granular view of all the transactions on a Sales Quote under one dashboard. For eg. Sales Opportunities, Sales Order, Sales Invoices, etc.

For the selected Sales Quote, you can view:
  • Open Invoices,
  • Overdue Invoices,
  • Money In transactions,
  • Money Out transactions,
  • All Transactions.

Addresses

 You can mention billing, shipping and payment addresses using this tab. To learn more, refer Using Addresses

Shipping

 Shipping details like:

  • shipping company,
  • shipping method,
  • ship date,
  • shipment tracking #,
  • shipping cost,
  • shipping weight and
  • shipping terms.
can be saved in this tab. To learn more, refer Using Shipping

Customer Message

 Add a message to the Customer.

Classification

 Refer Using Classifications

Sales Quote Document: Settings

The document settings are available when creating | editing | viewing a Sales Quote document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)		 Saves the Document.

Edit

(available in View mode)		 Using this setting, you can switch the Sales Order document to edit mode.

Check Stock

(available in
Create | Edit mode)		 You can check availability of all the stock for this Sales Quote.

Or select items in the line item table to view the stock availablity of individual items.

Preferred Suppliers

(available in
Create | Edit | View mode)		 The purpose of this control is to override the default supplier preference.

The system displays a modal (pop up) box through which the user can change the supplier from the default supplier to a new supplier (preferred).

The preferred supplier details are used to create the Drop Ship or Special Order.

This control can also be used to direct the Purchase Order generators to select a supplier (preferred) instead of the default supplier.

Configure

(available in
Create | Edit | View mode)		 Takes you to the Sales Quote Document configuration screen. Discussed in the Configuration section in this article.

Actions

(available in
View mode)		 Actions can be used to perform various tasks on a Sales Quote:

Create Sales Order

Create a new Sales Order. Refer, Using Sales Order

Create Sales Invoice

Create a new Sales Invoice. Refer, Using Sales Invoice

Create Cash Sale

Create a new Cash Sale. Refer Using Cash Sale

Create Sales Opportunity

Refer Using Sales Forecasting

Create Jobs

Refer Using Jobs

Create Copy

Creates a copy of the Sales Quote.

Show History

View audit trail of the Sales Quote Document.

Take Ownership

You can transfer document ownership using this option.

Delete

This option permanently deletes the Document from the Salesorder app.

If the Sales Quote Document has associated transactions then you will not be able to delete the Sales Quote.

You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app.

However, you do have an option to view the history of the deleted Document.

Go to, ACCOUNTING > Find Transactions > Search Document History

Hence, caution is advised in using the Delete option.

Print

(available in
Edit | View mode)		 You can print Sales Quote document using this option.

The document is printed as a PDF and the print style and layout depends on the template set for the Sales Quote document.

Refer to the Template field in the Reference section in this article.

Email

(available in
View mode)		 You can send emails directly from the Sales Quote document. The email message will automatically include the Sales Quote document as a PDF attachment.

  • Blank Message
    • You can compose and send a custom email using this option.

  • Issue Quote
    • You can send an email to inform the Customer | Prospect about the Sales Quote.
To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)		 Takes you to the Salesorder help documentation.

Sales Quote Document: List Settings

List Settings are used to perform bulk actions. The following tasks can be performed using Sales Quote List settings:

List All Quotes

List all the Sales Quotes.

Find

 The Find Action has two contexts:

My and All.

When you select My options like:

My Open Quotes, My Accepted Quotes, My Rejected Quotes;

the search returns Quotes where you are the specified Owner.

All fetches all Quotes regardless of Owner.

Delete Quotes

 Delete selected Quotes.

Export

 To export the Quotes, select the checkbox against the Export option to enable the export mode.

The result set returned by the following search Quotes | List Quotes operation, is automatically exported in Excel and a link to download the Excel file is displayed on the screen.

In this article

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