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Creating and maintaining sales quotations

Introduction

In Exact Globe Next, you can create or edit sales quotations under CRM. Sales quotations are created when customers request for prices of certain items.

Menu path

Go to CRM ➔ Entries ➔ Quotations, and click New to create a new sales quotation, or Open to edit an existing sales quotation.

Fields

The creating and maintaining sales quotations function consists of the following sections:

  • Quotation header
  • Quotation lines
  • Quotation process flow

A list of options appears if you click  in the Ordered by, Person, and other fields. From the list, make your selection and click Select.

Quotation header

Note: If you do not want to define all the fields in the quotation header (skip the quotation header) such as the Quotation date, Your reference, Person, Warehouse, and Shipping via fields, go to System ➔ General ➔ Settings, under Order settings, select the Skip order header check box.

Ordered by

Type or select the ID or name of the debtor who requested for the sales quotation. This is mandatory.

Delivery to

Type or select the ID or name of the debtor who will be receiving the items. By default, the Ordered by debtor will be displayed. This is mandatory.

Invoice to

Type or select the ID or name of the debtor who will be receiving the invoice. By default, the Invoice debtor defined for the ordered by debtor at the debtor maintenance (go to Finance ➔ Account receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts select the relevant debtor, and then click Open, under the Financial tab in the Sales order – Invoice section for Advanced mode, or Logistics tab in the General section for Simple mode) is displayed. Otherwise, the Ordered by debtor is displayed. This is mandatory.

 Maintain

Click this to view or edit the selected debtor’s details. For more information, see Creating and maintaining accounts receivable.

Note: Changes made to the debtor’s details will be reflected at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, and then click Open or New).

Note: This is enabled only after the Quotation number is defined.

 Card

Click this to view the selected debtor’s transactions. For more information, see Viewing debtor card.

Note: This is enabled only after the Quotation number is defined.

 Address

Click this to change the selected debtor’s address. For more information, see Maintaining addresses in sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations.

Note: This is enabled only after the Quotation number is defined.

Quotation number

Type the quotation number, or press the TAB key if you want the quotation number to be set to default based on the Quotation number at System ➔ General ➔ Settings under Numbers setting in the Logistics section. Alternatively, you can select the quotation number to retrieve existing sales quotations. This is mandatory.

Note: This cannot be edited once the quotation number is defined.

Quotation date

Type or select the date the sales quotation is created. By default, the current date is displayed.

Note: This is enabled only after the Quotation number is defined.

 Conditions

Click this to define and view the details of the sales quotation such as payment data, quotation data, analytical group, and notes. For more information, see Sales quotation conditions.

Note: This is enabled only after Quotation number is defined.

Your reference

Type the debtor’s reference number. By default, the quotation number is displayed if the Skip order header check box at System ➔ General settings ➔ Settings under Order settings in the Entry section is selected. This is mandatory.

Note: This is enabled only after Quotation number is defined.

Person

Type or select the full name of the person who is in charge of the sales quotation. By default, the Representative defined for the invoiced debtor at the debtor maintenance (go to Finance ➔ Account receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant debtor, and then click Open, under the Marketing tab in the Miscellaneous section for Advanced mode, or Logistics tab in the General section for Simple mode) is displayed. Otherwise, the person who logs in to Exact Globe Next is displayed. This is mandatory.

Note: This is enabled only after Quotation number is defined.

Expiry date

Type the expiry date of the sales quotation. By default, the current date is displayed.

Description

Type a description for the sales quotation.

Note: This is enabled only after Quotation number is defined.

Warehouse

Type or select the warehouse code for the sales quotation. By default, the warehouse code displayed is based on the Default warehouse defined at System ➔ General settings ➔ Settings under Order settings in the Entry section. This is mandatory.

Note: This is enabled only after Quotation number is defined, and is available only if you have E-Warehouse management in your license.

Shipping via

Type or select the shipping method for the sales quotation. By default, the shipping method displayed is based on the Shipping via defined at System ➔ General settings ➔ Settings, under Order settings in the Entry section. However, if a Shipping via has been defined for the ordered by debtor at the debtor maintenance (go to Finance ➔ Account receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant debtor, and then click Open, under the Logistics tab in the General section for Simple mode, or Financial tab in Sales order – Invoice section for Advanced mode), the shipping method defined for the ordered by debtor will be the default. This is mandatory.

Note: This is enabled only after Quotation number is defined.

Pricelist: Debtor

This displays the price list created for the selected invoiced debtor. It is not enabled.

Quotation lines

Type or select the item(s) requested by the debtor, and fill in the necessary information under the respective columns when defining the quotation lines. A list of options appears if you press F2 in the Item column, Pricelist column, and other columns. From the list, make your selection and click Select.

Note: It is possible that not all the columns in this example are displayed. You can add or remove columns as required by clicking  Columns. For more information, see Defining sales quotation columns.

Note: The  Columns icon is enabled only if a quotation line is clicked.

Item

Type or select the item code ordered by the debtor. Press F2 to select the item from the list of items created at Order ➔ Items ➔ Maintain. If you press F2, the Items screen will be displayed. For more information on how to select items from the item browser, see Selecting items in sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations.

For more information on other columns such as Description, Pricelist, and other columns, see Defining sales quotation columns.

Quotation process flow

Note: The Order, Confirm, Shipment, Print, and Invoice processes will not be explained in this document. For more information, see Creating and maintaining sales orders.

Quoted

This displays the date the sales quotation was created.

Authorize

Click this to change the authorization status of the sales quotation. A message, “Change authorization status?” will be displayed. Click Yes to change the authorization status, or No to exit. You can also authorize the sales quotation at CRM ➔ Entries ➔ Authorize quotations. For more information, see Authorizing sales quotations.

Note: This is available only if the Authorize quotations check box at System ➔ General ➔ Settings under Order settings in the Authorize section is selected.

Print

Click this to print the sales quotation. For more information, see Printing sales quotations. Sales quotations can also be printed at CRM ➔ Entries ➔ Print quotations.

Process

Click this to process the sales quotation to a sales order. A message “Continue?” will be displayed. Click Yes to process the sales quotation, or No to exit. Once the sales quotation is processed, the sales quotation will be available at Order ➔ Entries ➔ Sales orders.

Net

Click this to view the total gross, discount, net amount, cost price, margin, and markup % of the sales quotation.

Taxes

Click this to view the total tax amount of the sales quotation.

Specific

Click this to define the discount or additional charges for the sales quotation. For more information, see Calculating discount or extra charges for sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations.

Note: The discount or additional charges will be displayed when Close is clicked if you have selected the Discount/Extra charges check box at System ➔ General ➔ Settings under Order settings in the Entry section.

Total

Click this to edit and/or view the sales quotation conditions. For more information, see Sales quotation conditions.  

Buttons

Service call

Click this to view the details of the service item. For more information, see Creating and maintaining external service calls.

Note: This button is available only if the selected sales quotation is created from a service call.

Note

Click this to type a new note, or view the notes that are created for the sales quotation. For more information, see Creating and maintaining notes.

Attachment

Click this to attach a new document, or view the documents that are attached to the sales quotation. For more information, see Overview of attached documents.

Group

Click this to view the sales quotation details group by Item or Fulfillment date.

MRP

Click this to view the item management planning for the sales quotation. For more information, see Overview of Material Resource Planning (MRP).

Returns

Click this to return the contract items in the sales quotation. However, this function only initiates the return of contract items whereby sales orders, service orders, or sales quotations with negative quantity is generated. For more information, see Returning contract items in sales orders, service orders, and sales quotations.

Note: This is enabled only for new sales quotations with contract items.

Preview

Click this to display the print preview of the sales quotation.

Note: This button is available only if you have not selected the Use multiple layouts check box at System ➔ General ➔ Settings, under Order settings in the Fulfillment section.

Activity

Click this to view the activities created for the sales quotation. For more information, see Viewing activities in sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations.

Calculate

Click this to calculate the cost price or sales price of the selected item. In the Sales price calculation screen, there are two options under the Option section. Select any of the following:

  • Cost price — Select this to calculate the cost price of the selected item. At Scenario under the Calculation section, type or select a scenario to calculate the cost price of the item based on the selected scenario, and then click Calculate to view the new cost price of the item in Microsoft Excel. After you close the Microsoft Excel spreadsheet, the Sales price calculation (Method: Cost price) screen will be displayed. Type the markup percentage for the item at Markup %, and then click Calculate to view the new sales price of the item, or OK to change the sales price of the item in the quotation lines based on the markup percentage defined. You can create scenarios at Manufacturing ➔ Setup ➔ Scenarios. For more information, see Creating and modifying cost price calculation scenarios
  • Sales price — Select this to calculate the sales price of the selected item. Type or select the item to be calculated at Item code. By default, the item selected at the quotation lines is displayed. Type the margin percentage of the item to be calculated at Margin %. Click Calculate to calculate the new sales price of the item, or OK to change the sales price of the item in the quotation lines.

Note: This button is enabled only if the selected item is a Make item. This button is available only if you have MFG-QUO in your license.

BOM

Click this to view the details of the bill of materials (BOM) of the selected item. For more information, see Creating and maintaining bill of materials.

Note: This button is enabled only if the selected item is a Make item. This button is available only if you have MFG-QUO in your license.

Item

Click this to view or edit the details of the selected item. For more information, see Creating and maintaining items.

Linked charges

Click this to view the linked phantom items for the sales quotation. This phantom item is used for environmental tax and the amount will not affect the total amount of the sales quotation.

Note: This button is enabled only if you have selected the Apply: Linked charges check box in the Quotations screen (click Conditions button at the sales quotation header), under the Quotation data section. 

New

Click this to create a sales quotation.

Close

Click this to exit.

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 Main Category: Attachments & notes  Document Type: Online help main
 Category:  Security  level: All - 0
 Sub category:  Document ID: 16.581.611
 Assortment:  Date: 26-09-2022
 Release:  Attachment:
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