Entering the Header Information

Note:  You can change the way you select customers by choosing one of the three radio buttons next to the Bill To address section.  You have the option to choose customers by their company, name or number.

Note:  If the Bill To customer you chose is set to serve as both the Bill To address and the Ship To address, then the Ship To information will be automatically entered.

If you would like to create a Quotation for a customer that does not exist in your database, then you may create a new customer on the fly by following these steps:

• Enter a Ship To Address:  Click on the drop down box, and make a selection.  Or, if you would like the Ship To address to be the same as the Bill To address, click on the Same>> button and the information will be copied over.  If you would like to view more detailed information about the customer you are choosing, click the details button to bring up the Customers & Prospects form.
• Note: You may add a new Ship To Address Customer in the same way that you added a new Bill To Address Customer above.  If you do, the Address Type will automatically be selected as a Ship To type and the new Customer record will be automatically linked to the current Bill To customer on the Sales Order.
• Fill in Any Desired Optional Quotation Header Fields
•  Quote / Estimate (radio buttons):  These buttons are used to label your Quotation as a "Quotation" or "Estimate."
•  Entered By:  The name of the person or employee who entered the Quotation in inserted automatically.
•  Client/Contact ID:  Allows you to select the contact person who is associated with the Quotation.  If you would like to view more detailed information about the contact you are choosing, click the Details button to bring up the Contact Info form.
•  Job ID:  Allows you to select the job that is related to this Quotation.  If you would like to view more detailed information about the job you are choosing, click the Details button to bring up the Job/Project Details form.
•  Quote Date: The date for the Quotation.
•  Cust. Order # (Customer Order Number):  This is your customer’s purchase order number.  It is the number your customer uses to reference the order they made with your company.
•  Pmt Terms (Payment Terms):  Terms of payment for the Quotation.
•   Salesperson:  The salesperson linked to the Quotation.  This value is auto filled from the Customer record.
•  Order Source:  How did the customer hear about your company?
•  Shipped Via:  Shipping method (FedEx, UPS, USPS, etc.).  
• Select the Appropriate Quotation Line Item Template.  The Quotation form comes with numerous item templates.  Choose the template that best fits your needs.
• TIP: You can set or change the default line item template in the Company Setup & Preferences form.
• Simple:  Contains only basic sales information such as:  quantity, item, item description, discount, tax, price, and amount.
• Product Detail:  The Product Detail template uses two lines for each line item allowing for more detailed line item information.  You can select multi-warehouse, multi-price, style/color, serialized and assembly type items on this type of template.
• Entering Quotation Line Items
• After choosing a line item template, begin entering line items.  The following is a list of the available line item fields and their descriptions.  As noted in the previous section, there are different line item templates, and therefore the template you choose will determine which of the following fields are available to you.
• Note:  If the Fast Order Entry option is turned “on” in the Company Setup & Preferences form, then some of the fields will be skipped over when you hit the Tab key.  To access the fields that were skipped, click in the field with the mouse.
• Qty (Quantity):  Enter a numeric value.
• CT (Category):  Use this drop down box to select a category.  Selecting a category will narrow down the number of inventory items you have to choose from.  (This can be hidden or auto displayed depending on a Company Setup & Preference setting).
• Item #:  The item number of the item ordered.  If you would like to view more detailed information about the inventory item you are choosing, click the details button to bring up the Products & Service Inventory Management form.  If you double click this field, you will change the order of the items displayed in the drop down box.  For example, instead of looking up items by the item number, you could look them up by their description.
• Description:  A description of the item ordered.  If you are unable to view the full description, you may double click this field, and the whole description will be displayed.
• Disc (Discount):  Allows you to give a discount for a particular line item.  The discount must be entered as a decimal value.  For example, 0.10 equals 10%.
• Tax (Item Taxable check box):  Marks an item as taxable.  If this box is checked, the tax rate specified for the customer will be applied to the price of the item.
• Price: The individual retail price of the item ordered.
• Amount:  The total amount due for the line item.  (The price of the line item multiplied by the quantity minus the discount.)
• Group:  Allows you to specify groups, and then place your line items into their corresponding group.  By doing this, you can print out a Quotation with all of the line items organized into groups.
• Job:  Used to identify a related job/project for job costing purposes.
• Option:  Gives the user the ability to create a Quotation with item add-on options.
• Comments:  A small text area for adding any additional comments or notes about the line item.
• CP (Components button):  By clicking the details button   for the components field, you will be able to expand your editable assembly item.  A window will appear displaying all of the items that comprise the editable assembly item.  In this window, you may add, edit or delete the individual items.
• SO (Special Order check box):  Used to identify items that need to be special ordered if the Quotation turns into a Sales Order.
• Cost:  The cost of the item ordered.  This cost is your cost; it is how much you paid for that item.  If you wish to hide this field from the customer’s view, click on the details button with the red X over it.

Finalize the Quotation

After you have entered all of the line items, you may go to the footer section of the Quotation and edit the following fields:

•  Comments:  A small text area for adding any additional comments or notes about the order.
• Freight:  This area is for including any freight charges that may be applicable to the order.
• Tax 1:  The tax rate and amount of tax being applied to the order.   
• Tax 2:  A secondary tax field.
• Other:  A field for adding any other additional charges that may apply to the order.

After you have finished entering information for all the fields of the Quotation form, click the Close button to save and close the quotation.

ID: U1037