Sales quotations are created when customers want to know the prices for certain items. Other relevant information in a sales quotation is the payment condition, discounts, expiry date of the quotation, and others. On this page, you can:
Note: Information of the items in quotations, such as the descriptions and sales prices of the items, can be taken from Exact Synergy Enterprise or Exact Globe Next. Sales prices of items retrieved from Exact Globe Next will take into consideration the discount given to the respective customer as listed in a price list or price agreement. In order to have the information of the items retrieved from Exact Globe Next, you have to select the Back office item prices check box on the Accounts: Settings page.
Anyone can create quotations. However, you can only modify quotations if you fulfill the following criteria:
Notes:
The information in this document is applicable to product update 254 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
Keep in mind:
Keep in mind: This is only available if the New Word Merge check box under the Word Merge section on the Document: Settings page is selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, the Generate Quotation button will be displayed, replacing the Open in MS Word button.
Click this to save a new or modified quotation.
Click this to delete a quotation. A message “Are you sure that you want to delete this record?” will be displayed. Click OK to delete the quotation or click Cancel to cancel the delete process. This button is only available when you edit an existing quotation.
Click this to view the merged quotation in Microsoft Word. This button is only available when you are the owner of the quotation card or the manager of the owner to the quotation card. If you have not defined a quotation template at Template, a message "Please select a template first" will be displayed.
Note: This button has been replaced with Generate Quotation from product update 250 onwards. However, it is still available by default for existing users moving to product update 250, and if the New Word Merge check box under the Word Merge section on the Document: Settings page has not been selected. For more information, see Setting up documents.
Click this to generate quotations through the Word Merge functionality. For more information, see How-to: Generating quotations using Word Merge.
Note:
Click this to convert the quotation to a sales order in Exact Globe Next. This button is available only if the Convert to back office sales order check box under the Quotation section at Customers ? Setup ? Other ? Settings is selected and you have been assigned the function right 740 - Allows to convert quotations to back office sales orders. For more information, see How-to: Converting quotations to sales orders in Exact Globe Next.
Note: Once a quotation is converted to a sales order, the status of the particular quotation will automatically be set to Won and the quotation can no longer be modified. You can then access the sales order via a link in the Sales order no. field when viewing the quotation card. The sales order can also be accessed in Exact Globe Next.
Click this to exit.
This section allows you to define the relevant or mandatory information when creating or modifying quotations. The following information in this section cannot be modified for quotations with the Won status.
This is a system generated number once a quotation has been created and it cannot be edited. For more information, see the Quotation section in Defining account settings. This is not available if the quotation is new.
Type or select an account to create a quotation linked to that account. You can select all types of accounts except Bank, Employee, Division, and Supplier. For more information, see Creating and modifying company accounts. This field is mandatory.
Type or select a contact person to create a quotation linked to that person. The contacts available for selection are based on the account you have defined. For more information, see Creating and modifying contacts.
Type or select a division to create or modify a quotation linked to that account selected at Account. By default, the division of the account will be displayed when the account is selected. This field is mandatory.
Type or select a currency to create a quotation based on that currency. For more information, see Modifying currencies. This field is mandatory.
The following details are relevant to this field:
Type or select a payment condition to create a quotation based on that payment condition. By default, the payment condition defined under the Financial section of the account card will be prefilled. For more information, see Creating payment conditions.
Type the customer’s reference to create a quotation based on this reference.
Click the hyperlink to display the sales order created for the particular quotation. This field is available only if the quotation is in the Won status.
Select the status of the quotation. You can choose from Open, Lost, or Won.
Type or select a person to create a quotation linked to that person. For more information, see Creating and modifying entries for people.
Note: When you create a quotation, you will by default become the owner of the quotation. However, as the creator of the quotation, you can define an owner for the quotation other than yourself.
Type or select an expiry date to create quotation expiring within that date. This field is mandatory.
Select a quotation template to create a quotation based on that template. You can save quotation templates as a document (.docx) attachment. When saved as attachment, only documents of type Quotation template that contain none (0) or one (1) attachment will be available for selection. The following messages for various scenarios will be displayed when you click Open in MS Word:
The system will perform a check on the merged attachment of the quotation template before it is uploaded to ensure that it is within the allowed size limit.
The system will not merge tags that contain HTML codes or pictures that are added in the "quotation lines" section of the quotation template. Tags that are added to Microsoft Word's header and footer sections also will not be merged. For more information, see How-to: Creating quotation templates.
This field is not available from product update 250 onwards. However, it is still available by default for existing users moving to product update 250, and if the New Word Merge check box under the Word Merge section on the Document: Settings page has not been selected. For more information, see Setting up documents.
Type or select an opportunity to create quotations linked to that opportunity. The opportunities available for selection are based on the Account defined. For more information, see Creating and modifying opportunity cards.
Type or select a project to create quotations linked to that project. For more information, see Creating and modifying projects.
This section displays the total amount quoted and the discount, if any.
The system will automatically sum up the amount of each item quoted and the total amount is displayed.
The system will automatically sum up the discount of each item quoted and the total discount is displayed.
Click this to view all merged quotation documents saved in Exact Synergy Enterprise which are related to a specific account and of the document type Sales Quotation. For more information, see Viewing recent documents.
Note: This is only available when you edit an existing quotation.
This section allows you to define or modify information about the item(s) quoted, such as the item code and name (description), quantity, unit, sales price, discount percentage, discount amount, net amount, and others. To select items, press the F2 key. The Price list column is available only if the Back office item prices check box is selected on the Accounts: Settings page. For more information, see Defining account settings.
Select one item or more for the quotation. To select the items, press the F2 key. Only items with the following criteria will be available for selection:
The item description is based on the country of the account, if the country-specific item description is defined for the item in the item card. However, if the country-specific item description is not defined for the item, the default item description World will be used.
Type the number of quantity for the item in the quotation.
This column displays the units of measurement for the respective items.
Type the sale price for the item in the quotation. By default, the sales price of an item is based on the country-specific unit price. However, if the country-specific unit price is not defined for the item, the default unit price World will be used. For more information, see Creating and modifying items. You can click Delete to delete the relevant item(s).
Note: The number of decimal place for this value will follow the precision defined for the currency at Prices under the Precision section at Financial ? Setup ? General ? Currencies.
Type the discount percentage for one quantity of the item.
This displays the discount amount for each item based on the quantity defined. The value is calculated using the formula: Discount amount per item x Quantity.
This displays the amounts of items for the respective lines. The value is calculated using the formula: [Sales price x (100 - Discount %) / 100] x Quantity.