
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
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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
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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:
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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. |
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:
|
Addresses |
You can mention billing, shipping and payment addresses using this tab. To learn more, refer Using Addresses |
Shipping |
Shipping details like:
|
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 inCreate | 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 inCreate | 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 inCreate | Edit | View mode) |
Takes you to the Sales Quote Document configuration screen. Discussed in the Configuration section in this article. |
Actions(available inView mode) |
Actions can be used to perform various tasks on a Sales Quote:
Create Sales OrderCreate a new Sales Order. Refer, Using Sales Order Create Sales InvoiceCreate a new Sales Invoice. Refer, Using Sales Invoice Create Cash SaleCreate a new Cash Sale. Refer Using Cash Sale Create Sales OpportunityRefer Using Sales ForecastingCreate JobsRefer Using JobsCreate CopyCreates a copy of the Sales Quote. Show HistoryView audit trail of the Sales Quote Document. Take OwnershipYou can transfer document ownership using this option. DeleteThis 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. |
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. |
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.
|
Help(available inCreate | 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. |