Sales - Quotation

Menu Selection: Document - Sales - Quotation

Purpose

This document allows the user to create or modify a sales quotation 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

A quotation document provides a pre-sales processing environment which allows the preparation of a document very similar to a Sales Order without actually registering the goods as being on order. Quotations may be stored in the data-base for any period of time, recosted as necessary and eventually confirmed. Confirming a Quote means creating a Sales Order document using the information on quantities, products and pricing already entered as the quotation. The only additional data that must be provided is the customers' order number to identify the newly created Sales Order. A great deal of the utility of the quotation system attaches to the integration of single button faxing support.

The LILAC quotation document supports 2 different styles of line input.

One style is specific to the timber industry and requires 2 lines of the document to enter in a "single" line. One the first line, specify the product key and description and the price. Make sure to leave the items field blank. On the second line, enter in the quantity length pairs into the Description field. The number of items will automatically be calculated from this information. The price will be retrieved from the previous line. For the timber industry style of entry the following feature settings are required to be set to Y in the company data: Qty Length Pairs, Sticky Prices. For additional timber industry fields to appear make sure the Timber Surcharges feature setting is set to Y.

The other style is suitable for most industries and is the simpler of the two. When using this style, simply type in the number of items, the product key and description, and change the price if required.

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.
Quote No Yes Enter past this field to create a new quote. Otherwise type in the quote number (or click the right mouse button) and select the quote number from the list.
Date Yes Type in the date the quote was created. If a new quote 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.
Price No Yes Type in the default price number to use for this sales quote. The individual prices can be overridden on a line by line basis if needed. This will default to the price number established in the debtor master record.
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 quote.
Carrier Yes Type in the carrier key (or click the right mouse button) and select the key from the list.
Weight No Displays the weight of the quotation in kilograms.
Cust Order No Yes When the customer has accepted the quotation, type in their order number here. Then click the Confirm Quote button to turn this quotation into a sales order.
Currency No Displays the currency for the customer. This field should be blank if referring to Australian dollars.
Sell Rate Yes Type in the current sell rate of the customer's currency. This field should be left blank if referring to Australian dollars.
Date Yes Type in the date the Sell Rate was last updated.
Charge No Displays the name and address of the customer.
Ship To No Type in the delivery location.
Sub Total Yes This field displays the total of the Extension field for all the lines on the quotation. This may or may not include GST.
Freight Yes Type in the freight applicable to this shipment. If both Sales Exclude GST and the Prices Exclude GST features are blank type in the freight including GST else type it in excluding GST.
GST Yes Displays the GST amount of the quotation.
Total Yes Displays the GST inclusive amount to charge the customer.

Lines of the Document
Field Enterable? Instructions
Items Yes Type in the number of items to be sold to the customer. If the the Qty Length Pairs is set to Y in the company data, leave this field blank. It will automatically be filled in once the Quantity Length pairs have been entered into the Description field.
Product Yes Type in the productís key (or click the right mouse button) and select the key from the list.
Unit Yes Displays the of measure which the stock is to be sold out at.
Description Yes Displays the product description from the product master record.

If the the Qty Length Pairs is set to Y in the company data, type in the quantity length pairs in the format length/quantity length/quantity etc...

Metres No This field is only shown if the Qty Length Pairs is set to Y in the company data. This will show the total lineal metres entered in the Description field.
Quantity No This field displays the quantity of the product to sell to the customer.

If the Qty Length Pairs is set to Y in the company data, then this field is calculated using the following formula: -

if Unit = M3 then Quantity := Area * Metres else
if Unit = CL then Quantity:= 0.01 * Metres else
if Unit = M then Quantity := Metres else
Quantity := Items

If the Qty Length Pairs is blank in the company data, then this field is calculated using the following formula: -

if Unit = M and Per = T then Quantity := Items * Weight / 1000.0 else
Quantity := Items

Price No Yes This field is only shown if either the Timber Surcharges or the Sticky Prices is set to Y in the company data. If the Timber Surcharges field is set to Y this field will automatically be calculated from the Description field. Otherwise this field is set from either the debtor master record, or if the product field is blank, from the previous line.
Exempt Price Yes This field is only shown if the Punch Tooling feature setting is blank in the company data. Displays the GST Exempt price. This field will be identical to the Price field if either Sales Exclude GST or Prices Exclude GST features are set to Y in the company data.
Price Yes Type in the price to sell the individual item for. This field will automatically be calculated from the product master record, using the price number for either the individual line (if available), or for the entire quote.
Surcharge Yes This field is only shown if the Timber Surcharges is set to Y in the company data. Type in any surcharge that applies to this line. This will automatically be calculated from the Description field.
Dis Count Yes Type in the percentage discount the customer is to receive for this line.
Freight Yes This field is only shown if the Timber Surcharges is set to Y in the company data. Type in the freight to be applied to this line on the quotation.
Per No Conversion Unit
Extension No Displays the unmarked up extension of the quotation line. This field is calculated using the following formula: -

if Timber Surcharges ="Y" then
Extension := rc((Quantity * (Price + Surcharge) * (100.0 - DisCount) / 100.0 + Freight)) else
Extension := rc(Quantity * Price * (100.0 - DisCount) / 100.0)

rc is a special operator that rounds the value to 2 decimal places.

Transaction Processing

Button Description
Fax Clicking the Fax button will fax a copy of the quotation to either the customer, or the delivery location. The fax number used can be determined by the red check next to the number. You can toggle these fields beside the two different fax numbers. 
Confirm Quote Clicking the Confirm Quote button will create the quotation as a Sales - Order document using the Name Key and the Cust Order No as the key for the newly created order document.
Upload Quote Clicking the Upload Quote button will upload a copy of this quotation to the server specified by the Home Base Server field in the document Setup - Internet Settings.
Get Notes Clicking the Get Notes button will retrieve the public notes from the product master record and add to this sales quotation document. This only works for the last line of the quotation. To add notes for more than one product, add one product at a time, click Get Notes, then add the second product below the new inserted notes.
Get BoM Clicking the Get BoM button will retrieve the bill of materials in the product master record and add to this sales quotation document. This only works for the last line of the quotation. To add bill of materials for more than one product, add one product at a time, click Get BoM, then add the second product below the new inserted bill of materials.

From Here

Once a quotation has been accepted, type in the customer's order number and click the Confirm Quote button to create a Sales - Order document.