‘Quotations’ is used to create and send quotes to a customer or prospect. This article describes how to:
- Add a quotation
- Convert a quotation to an order
- Create an invoice and post the order
- Delete a quotation
Use the navigation panel to go to Customer/Sales/Quotations as shown in the screenshot below.
(Click on screenshots to enlarge).
Description of ‘Quotations’ toolbar/ribbon buttons
Add: Adds a new quotation line.
Edit: Edits an already existing quotation line
Refresh: When changes or edits have been made to a quotation line item, click on ‘Refresh’ to view the lastest updates.
Layout: Allows the user to save, delete, edit or retrieve a saved layout. Read more about layouts here.
Quotation lines: Add to the quotation by filling out the fields and selecting from the dropdown menus.
Convert quotation to order: Select a quote line item and convert it to an order using this button.
Create purchase/sales order: Creates a purchase/sales order from the quote. Read more about creating a purchase/sales order here.
Stock transactions: Shows the stock transactions.
Quotation: Generates the quote and who it should be sent to.
Contacts: Add contacts here.
Attachments: Allows the user to attach a note or document.
Follow up: Allows the user to follow up on quotations.
Add a quotation
Use the navigation panel to go to Customer/Sales/Quotations and click on ‘Add’. Fill out the detailed form, shown in the screenshot below.
Click on ‘Save’ to save the quote, or ‘Save and go to lines’ to save the quote and view the lines.
(Click on screenshots to enlarge).
The screenshot below shows an example of a quotation for a quantity of 5 of item number R27008 at a price of 1,199.00 Danish kroner a piece, totaling 5,995.00 Danish kroner.
Note that any discount entered in the form above will be shown in the ‘Quotations’ screen, as described below.
(Click on screenshots to enlarge).
Click on ‘Save’ and then go back to the ‘Quotations’ tab, as indicated in the screenshot below.
In the ‘Quotations’ tab, click on the ‘Refresh’ button in the toolbar/ribbon and the quote will be shown in a new line. If a discount was entered in the quotations form, then it can be seen here. For example, a ‘Total discount %’ of 10,00 is shown below.
To generate and send the quotation, click on the ‘Quotation’ button in the toolbar/ribbon, as shown in the screenshot above. The panel below will appear.
Check the relevant boxes shown in the screenshot above for ‘Send as e-mail’, ‘Print preview’ and enter an ‘Email’ to send the quotation to. If the quotation is only to be sent to this email and not to the email listed for quotations under the company contacts, then select ‘Send only to this email’.
Read about company contact email recipients here.
Click ‘Generate’ in the screenshot above to generate the quotation. It will appear, as shown in the example below.
(Click on screenshots to enlarge).
Convert quotation to order
The quotation is now ready to be converted to an order. To convert it, go to the ‘Quotations’ tab and highlight the quotation line.
Click on ‘Convert quotation to order’ button in the toolbar/ribbon to convert the quote to an order, as shown in the screenshot below.
(Click on screenshots to enlarge).
A ‘Success’ message will appear.
Click ‘OK’ per the screenshot above.
The order is now included in the list of sales orders, under Customer/Sales/Sales orders, as shown in the screenshot below.
Read more about sales orders here.
(Click on the screenshots to enlarge).
The user can also generate and send an ‘Order confirmation’, ‘Delivery note’, Picking list’ and an ‘Invoice’ here, using the ‘Document’ button in the toolbar/ribbon, as shown in the screenshot below.
(Click on screenshots to enlarge).
Once the Customer accepts the quotation, the user can approve and edit the order by clicking on the ‘Order lines’ button in the Sales orders tab, as shown in the screenshot below.
(Click on the screenshots to enlarge).
Create invoice
To create an invoice for the order, use the navigation panel to go to Customer/Sales/Sales orders and click on the ‘Create invoice’ button, as shown in the screenshot below.
(Click on screenshots to enlarge).
When creating the invoice, the user has the option to perform a ‘Simulation’ of the invoice prior to sending, as shown in the ‘Create invoice’ panel in the screenshot below. This is useful if the user would like to check the invoice before it is sent and posted to the accounts.
A ‘Date’ is suggested, but can be changed. Elect whether to see a ‘Print preview’, to ‘Send as e-mail’, enter an ‘Email’ and selected. Elect whether the invoice should be sent ‘only to this email’ or to the email selected for invoices in the company’s contacts.
Read about company contact e-mail recipients here.
Once an invoice is ready to be sent and posted to the accounts, uncheck the ‘Simulation’ box and click on ‘Generate’.
The order has now been posted.
(Click on screenshots to enlarge).
Read more about sales orders here.
Delete a quotation
To delete a quotation, go to Customer/Sales/Quotations.
Find and highlight the quotation that you would like to delete.
Click on the ‘Edit’ button in the toolbar/ribbon, as shown in the screenshot below.
Click on the ‘Delete’ button in the toolbar/ribbon as shown in the screenshot below and then ‘Refresh’ in the ‘Quotations’ tab. The quotation will now be removed from the list of quotations.
