Sales - Estimate
Menu Selection: Document - Sales - Estimate
Purpose
This document allows the user to create or modify an estimate of costs for a customer.
Prerequisites
The customer that is purchasing the goods must exist in the database via the Debtor - Account document.
There must be product master records established in the database via the Stock - Account document.
The Sales Exec field is not mandatory, but needs to be established via the Parameters - Sales Execs document, if the feature is to be used on this document.
Also the Delivery Key is a search only field that corresponds to an Name Address record. This can be established on via the Name and Address - Name and Address document, or can be entered here if the order is sent to the location only a few times.
Context
An Estimate of Costs document is an internal document used to help calculate cost for a job. The Estimate document focuses on the actual cost of the job. This should not be given to a customer as it displays the Standard Cost of the products on the Estimate.
If official documentation is to be given to the customer, use a Sales - Quotation document.
An estimate is a large document - typically 25 pages with a considerable amount of built-in calculation. Expect a delay of 2 to 10 seconds upon entering an estimate form for the first time depending upon the performance of your workstation.
About This Screen
| Head of the Document | ||
| Field | Enterable? | Instructions |
| Name Key | Yes | Type in the customer's key (or click the right mouse button) and select the key from the list. |
| Estimate No | Yes | Enter past this field to create a new estimate. Otherwise type in the estimate number (or click the right mouse button) and select the estimate number from the list. |
| Date | Yes | Type in the date the estimate was created. If a new estimate is being created, this field will be be set to the Working Date. |
| Delivery Key | Yes | Type in the delivery key (or click the right mouse button) and select the key from the list. This will then change the Ship To details accordingly. This field will default to the delivery key established in the Debtor - Account document. |
| Sales Exec | Yes | Type in the sales exec key (or click the right mouse button) and select the key from the list. |
| Ship Date | Yes | Type in the expected ship date for this estimate. |
| From Name Key | Yes | Type in the name key for the estimate to copy the lines from. This field is used in conjunction with the Copy Estimate No field and the Copy button. |
| Copy Estimate No | Yes | Type in the estimate number for the estimate to copy the lines from. This field is used in conjunction with the From Name Key field and the Copy button. |
| Extract To Job | Yes | Leave this field blank. It is for the provision for extraction of purchase orders from the estimate to a job. |
| Charge | No | Displays the name and address of the customer. |
| Ship To | Yes | Type in the delivery location. |
| Job Name | Yes | Leave this field blank. It is for the provision for extraction of purchase orders from the estimate to a job. |
| Sub Total | No | Displays the unmarked up GST exempt total for this estimate. |
| Markup | Yes | Type in the profit margin as a percent. |
| Contract | No | This field displays the ex GST amount to charge the customer. This field is calculated by the following formula: - Sub Total * (Markup + 100.0) / 100.0 |
| GST | No | Displays the GST amount of the contract. This field is calculated by the following formula: -Contract * (GST Rate/100.0) |
| Total | No | Displays the GST inclusive amount to charge the customer. This field is calculated by the following formula: - Contract + GST |
Lines of the Document |
||
| Field | Enterable? | Instructions |
| Items | Yes | Type in the number of items to be sold to the customer. |
| Product | Yes | Type in the product’s key (or click the right mouse button) and select the key from the list. |
| Group | No | Displays the product's product group. |
| Unit | No | Displays the of measure which the stock is to be sold out at. |
| Description | Yes | Displays the product description from the product master record. |
| Dimensions | Yes | This field is shown if the Estimate Dimensions feature setting is set to Y in the company data. Type in the dimensions of the product in the format x y z where x, y, z are decimal numbers and are separated by a space. |
| Quantity | No | Displays
the Quantity used for the calculation of the Extension.
If the Estimate Dimensions feature setting is set to Y in the company data then the formula used to calculate the Quantity is if Unit = M and Per = T then
Quantity := Items * Weight * CalcDim(Dimensions) else The CalcDim function returns the cubic meters of x, y, z specified in the Dimensions field. If the Estimate Dimensions feature setting is blank in the company data then the Quantity field is the same as the Items field. |
| Price | Yes | Type in the unmarked up price this item is to be sold for per unit. This field defaults to the Standard Cost in the product master record. |
| Per | No | Conversion Unit |
| Extension | No | Displays the unmarked up extension of the estimate line. This field is calculated using the following formula: - Price * Quantity |
| Sub | Yes | Tick this field to sub total the estimate so far. |
| Sub Total | No | If the Sub field is ticked this field will displays the sub total of the estimate so far. |
Transaction Processing
| Button | Description |
| Recost | Clicking the Recost button will update the Price field to be the current Standard Cost in the product master record for each line. |
| Copy | Clicking the Copy button will copy the lines of the estimate specified by the From Name Key and the Copy Estimate No fields to the current displayed estimate. |
| Upload | Clicking the Upload button will upload a copy of this estimate to the server specified by the Home Base Server field in the document Setup - Internet Settings. |
From Here
Once an estimate of costs has been created, create a corresponding Sales - Quotation document. The Quotation document should then be printed to be delivered to the customer.