Tools

Sales Quotes Screen - User How To's

Author: support 4 Reference Number: AA-02791 Created: 2021-06-28 17:57 Last Updated: 2025-03-28 13:59

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Overview of the Sales Quotes Screen

'Quotes screen' is a comprehensive screen that stores and displays every significant information about a Quote transaction all on one screen. It is divided into four (4) main sections to organize data and functions:

Main Fields (section)

Bill To - The entity who will pay for the order.
Ship To - The entity who will receive the order.
Quotation # - Record numbering type can be set at Settings>System>Record Numbering as manual, sequential or date format.
Sales Order # - The Sales Order related to the Quote.
Expiration Date - Determines when the Quote expires.
Type of Quote
Warehouse - Where items will come from before delivery to customers.
Quote Date - The date the Quote was created.
Customer PO # - The Purchase Order # on the Customer's purchase document. (Optional) For document tracking purposes.
Entered By - Creator of the Quote.
Payment Terms - Payment terms and conditions you set as the seller. Pre-define your Payment Terms settings according to your company set conditions. Go to Settings>Sales>General Sales Settings>Payment terms (section).
Sales Rep - The Sales Representative who communicated the sale.
Order Source - Where an order originated from.
Shipped Via - The shipping method.
Contact
Email
Job ID - The Job record related to the Quote.

Add/Edit Line Item (section)

Audit Log icon - Lets you view all updates (and details) made on this section.
Gear icon - Click to view all Column Filters on this section. You may check/uncheck to show/hide these fields.
Double Arrow Down icon - Click to show Line 2 fields.
Double Arrow Up icon - Click to hide Line 2 fields.
Commit Line Item button - Click to validate and save any data input or changes on the Add/Edit Line Item table. This button turns red when you need to do so.

Tabs (section) - see below.

Comments - Put any notes related to this quote.
Payment Info
Pictures
Custom Fields - Set your customized fields at Settings (gear icon, top right corner) > Custom Fields.
Related Back Orders
Other

Footer (section)

New (button) - To create a new Sales Quote record.
Delete (button) - To delete that Quote screen.
Refresh (button)
Create Sales Order (button) - To auto create Sales Order related to this quote.
Send Email (button) - To easily send email about this quote to your clients.
Print (button) - To print this quote. Can set needed print copies and various settings according to your requirements.
Follow Up (button)
Function (button)
Save (button) - To save the actions/changes made on that screen.
Help (button) - Leads you to self-help articles about the Sales Order screen.
Close (button) - To close that screen.

Sales Quotes Screen - Common Task

How to add a new customer on the Sales Quotes Screen

Beside the Bill to Company Name Field, click on the arrow down button and then it will show the list of existing customers.
At the bottom of that customer list, there is an option to add a new customer. Click on the +Add New button to add a new customer.
A pop up screen will appear and user would need to fill out the necessary information for the new customer.

How to duplicate an existing quote

Open the quote you would like to duplicate.
On the Sales Quote Screen, click on the Duplicate Quote Button to create a duplicate of the quote. A new tab will open with the duplicate copy of the quote with its own Quotation #.

How to Edit 'Item Number' on the Quote screen.

Item # Field: Type on this field the item # and an item list would be shown for the user to select from. If the user enters anything that won't match an existing item #, a prompt would appear asking the user if the system should search in other fields such as the description.
Arrow Down Button: Click on this button to see the full list of items to select from. If it is a new item that is not on the list, a + add new button can be clicked to create a new item.
X Button: Click on this button to clear the existing item selected.
Magnifying Glass Button: Click on this button to open the item details screen for the selected item.

NOTE: The permission to edit or make changes on a specific field is determined based on the role (security type) assigned to the user and set by the admin user of the account.

How to Edit 'Item Description' on the Quote screen.

The description column can be edited by clicking on the item description allowing the user to add or remove any description.

NOTE: The permission to edit or make changes on a specific field is determined based on the role (security type) assigned to the user and set by the admin user of the account.