Sales Quotation

Sales | Sales Quotation | Sales Order | Delivery Receipt | Sales Invoice

Sales Quotation

This module allows the user to create a quotation of items to be ordered by a customer. This module can be converted to Sales Order once the Customer confirmed to order the items.

Requirements before using Sales Quotation

• The user should setup the following Maintenance Module in order to proceed on using the Sales Quotation
  1. Customer
  2. Item Master
  3. Price List
  4. Tax
  5. Warehouse

Sales Quotation Record Status

Status	Description
DRAFT	If the Quotation is created and not used yet to create a Sales Order
CONVERTED	If the Quotation is Converted to Sales Order
COMPLETED	If the Sales Quotation along with its assigned Sales Order received its payment through Receipt Voucher
EXPIRED	If the Quotation is past its due date
CANCELLED	If the Quotation is Cancelled

Steps on how to Add a Quotation

1. Under Sales Quotation Menu, Click Add Quotation
2. Fill up the necessary fields under Add Quotation Screen

• Sales Quotation Field List

Field	Description	Expected Values
1.Sales Quotation Number	Sales Quotation Reference Number	•Auto-Generated after creation
2.Customer	Name of Customer	•Text/Set of Customer List provided in Customer Maintenance Module
3.Discount Type	Type of Discount Prices for the Customer	•Type of Discount (Percentage/Amount)
4.Transaction Date	Date of Transaction	•Date
5.Expiration Date	Date of Transaction Expiration	•Date
6.Notes	Other remarks for the transaction	•Alphanumeric
7.Item	List of Items to be quoted	•Item List provided in the Item Master Maintenance Module
8.Description	Description of an Item	•Alphanumeric
8.Warehouse	Warehouse where the item should be ordered	•List of Warehouse
9.Quantity(Qty)	Quantity of items to be ordered	•Quantity(Number)
10.Unit of Measure(UOM)	The Unit of Measure assigned on the Item within the Item Line	•Auto-Generated base from the Item Configuration in the Item Master Maintenance Module
11.Price	The selling amount of an item per quantity	•Numeric •Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
12.Discount	Discount Amount to be applied depending on the Discount Type used in the Transaction.	•Numeric
13.Tax	List of Tax to be applied on the item	•Types of tax provided in the Tax Maintenance Module
14. Amount	The total amount to be paid by the customer base from the price and quantity of the item	•Auto-Generated based from price and quantity

3. Click Save to complete the creation process

Notes:

• The user can only edit the Sales Quotation if it is on DRAFT status.
• Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen under Item Master Maintenance Module.
• Customer should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen under Customer Maintenance Module.
• Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen under Warehouse Maintenance Module.
• Tax should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen under Tax Maintenance Module.

Editing Sales Quotation

1. Under Sales Quotation Screen, Select a record that needs to update its details. Click the drop-down arrow then click Edit.

2. Update the necessary fields then Click Save

• Editing Sales Quotation Information

Field	Description	Expected Values
1.Sales Quotation Number	Sales Quotation Reference Number	•Auto-Generated after creation
2.Customer	Name of Customer	•Text/Set of Customer List provided in Customer Maintenance Module
3.Discount Type	Type of Discount Prices for the Customer	•Type of Discount (Percentage/Amount)
4.Transaction Date	Date of Transaction	•Date
5.Expiration Date	Date of Transaction Expiration	•Date
6.Notes	Other remarks for the transaction	•Alphanumeric
7.Item	List of Items to be quoted	•Item List provided in the Item Master Maintenance Module
8.Description	Description of an Item	•Alphanumeric
8.Warehouse	Warehouse where the item should be ordered	•List of Warehouse
9.Quantity(Qty)	Quantity of items to be ordered	•Quantity(Number)
10.Unit of Measure(UOM)	The Unit of Measure assigned on the Item within the Item Line	•Auto-Generated base from the Item Configuration in the Item Master Maintenance Module
11.Price	The selling amount of an item per quantity	•Numeric •Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
12.Discount	Discount Amount to be applied depending on the Discount Type used in the Transaction.	•Numeric
13.Tax	List of Tax to be applied on the item	•Types of tax provided in the Tax Maintenance Module
14. Amount	The total amount to be paid by the customer base from the price and quantity of the item	•Auto-Generated based from price and quantity

Notes:

• The user can only edit the Sales Quotation if it is on DRAFT status.
• Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Item Master Maintenance Module.
  • Past Transactions with INACTIVE item prior to its deactivation can still be used.
• Customer should be on ACTIVE status when using it upon creating or editing a transaction
  • This can be seen in Customer Maintenance Module.
  • Past Transactions with INACTIVE customer prior to its deactivation can still be used.
• Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Warehouse Maintenance Module.
  • Past Transactions with INACTIVE Warehouse prior to its deactivation can still be used
• Tax should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • Past Transactions with INACTIVE Tax prior to its deactivation can still be used.
    

Sales Quotation Record Options

Actions Available base from Sales Quotation Record Status

Status	View	Edit	Print	Convert to SO	Cancel
DRAFT	☑	☑	☑	☑	☑
CONVERTED	☑		☑
COMPLETED	☑		☑
EXPIRED	☑		☑
CANCELLED	☑		☑

Notes:

• The user has an option to edit the details of the record under View Option
• Converting the Sales Quotation to Sales Order will change the status of Sales Quotation to Converted
  • The Sales Record cannot be edited and cancelled once converted.

Importing and Exporting Sales Quotation Record

1. Under Sales Quotation Screen, Click Options

2. Under Options, The user may Export or Import The Record

• When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.
• When Importing the records, the user should follow the following steps provided in the Importing Quotation Screen such as
  • Downloading the template link provided under Step 1.
  • Filling up the information needed for each columns of the template
  • Uploading the updated Template

Import Data Dictionary of Sales Quotation

Field	Description of Data Output	Allowed Inputs	Input Restrictions	Required (Y/N)
Document No.	Manual entry of Document Set of Sales Quotation (e.g., 1, 2, 3)	Numeric	*Alphabet *Special Characters *Space	Y
Customer Code	Manual Entry of Customer Code	Alphanumeric	*Any inputs that is not on the Customer List under Customer Maintenance Module	Y
Transaction Date	Manual entry of Date of Transaction	Date Format(mm/dd/yyyy)	*Any inputs that is not mentioned in the format	Y
Expiration Date	Manual entry of Date of Expiration	Date Format(mm/dd/yyyy)	*Any inputs that is not mentioned in the format	Y
Discount Type(none, amt, perc)	Manual entry of Discount Type	amt / perc / none	*Any inputs that is not mentioned within the choices	Y
Notes	Manual Entry of Other remarks for the quotation	Alphanumeric Special Characters Space	*None	N
Item Code	Manual Entry for the List of Items to be quoted	Alphanumeric	*Any inputs that is not on the Item List under Item Master Maintenance Module	Y
Item Description	Manual Entry for the Description of Items	Alphanumeric	*None	Y
Warehouse Code	Manual Entry for the Warehouse Code where the item should be ordered	Alphanumeric	*Any inputs that is not on the Warehouse List under Warehouse Maintenance Module	Y
Quantity	Manual Entry for the Quantity of items to be ordered	Numeric	*Any inputs that is not mentioned	Y
Price	Manual Entry for the Price of an Item per unit	Numeric	*Any inputs that is not mentioned	Y
Discount	Discount Amount to be applied in the Item.	Numeric	*Any inputs that is not mentioned	Y
Tax Code	Manual Entry for the Tax to be applied on the item	Alphanumeric	*Any inputs that is not on the Tax List under Tax Maintenance Module	N