Difference between revisions of "Sales Quotation"

(Tag: 2017 source edit)
 
(16 intermediate revisions by the same user not shown)
Line 13: Line 13:
 
*#[[Warehouse]]
 
*#[[Warehouse]]
  
 +
=====Sales Quotation Record List=====
 +
[[File:Sales - Sales Quotation - Record List.png|border|center|1500x1500px]]
 +
<br />
 
{| class="wikitable" style="margin: auto;"
 
{| class="wikitable" style="margin: auto;"
 
|+Sales Quotation Record Status
 
|+Sales Quotation Record Status
Line 36: Line 39:
 
=====Adding Sales Quotation=====
 
=====Adding Sales Quotation=====
  
# a
+
#Click [[Sales Quotation]] under Sales Menu
# a
+
#Under Sales Quotation Menu, Click Add Quotation
# s
+
#Fill up the necessary fields then click Save. Fields with * are required fields.
#  
 
  
=====Steps on how to Add a Quotation=====
+
[[File:Sales - Sales Quotation - Add.png|border|center|1500x1500px]]
1. Under Sales Quotation Menu, Click Add Quotation
 
  
2. Fill up the necessary fields under Add Quotation Screen
 
  
 
*Sales Quotation Field List
 
*Sales Quotation Field List
  
 
{| class="wikitable" style="margin: auto;"
 
{| class="wikitable" style="margin: auto;"
!Field
+
!'''Field'''
!Description
+
!'''Description'''
!Expected Values
+
!'''Allowed Inputs'''
 +
!'''Input Restrictions'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
 
|1.Sales Quotation Number
 
|1.Sales Quotation Number
 
|Sales Quotation Reference Number
 
|Sales Quotation Reference Number
 
|•Auto-Generated after creation
 
|•Auto-Generated after creation
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
 
|2.Customer
 
|2.Customer
 
|Name of Customer
 
|Name of Customer
 
|•Text/Set of Customer List provided in Customer Maintenance Module
 
|•Text/Set of Customer List provided in Customer Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|3.Discount Type
 
|3.Discount Type
 
|Type of Discount Prices for the Customer
 
|Type of Discount Prices for the Customer
|•Type of Discount (Percentage/Amount)
+
|•None
 +
 
 +
•Amount
 +
 
 +
•Percentage
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|4.Transaction Date
 
|4.Transaction Date
 
|Date of Transaction
 
|Date of Transaction
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|5.Expiration Date
 
|5.Expiration Date
|Date of Transaction Expiration
+
|Date of Expiration of the Transaction
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|6.Notes
 
|6.Notes
 
|Other remarks for the transaction
 
|Other remarks for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
 +
•Special Characters
 +
 +
•Space
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |100
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|7.Item
 
|7.Item
 
|List of Items to be quoted
 
|List of Items to be quoted
 
|•Item List provided in the Item Master Maintenance Module
 
|•Item List provided in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|8.Description
 
|8.Description
 
|Description of an Item
 
|Description of an Item
 
|•Alphanumeric
 
|•Alphanumeric
 +
 +
•Special Characters
 +
 +
•Space
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|8.Warehouse
 
|8.Warehouse
 
|Warehouse where the item should be ordered
 
|Warehouse where the item should be ordered
|•List of Warehouse
+
|•List of Warehouse provided in the Warehouse Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|9.Quantity(Qty)
 
|9.Quantity(Qty)
 
|Quantity of items to be ordered
 
|Quantity of items to be ordered
|•Quantity(Number)
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |•Alphabet
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|10.Unit of Measure(UOM)
 
|10.Unit of Measure(UOM)
 
|The Unit of Measure assigned on the Item within the Item Line
 
|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
 
|•Auto-Generated base from the Item Configuration in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
 
|11.Price
 
|11.Price
Line 101: Line 150:
 
|•Numeric
 
|•Numeric
 
•Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
 
•Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |•Alphabet
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|12.Discount
 
|12.Discount
 
|Discount Amount to be applied depending on the Discount Type used in the Transaction.
 
|Discount Amount to be applied depending on the Discount Type used in the Transaction.
|•Numeric
+
|•Numeric(Auto-Generated)
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
 
|13.Tax
 
|13.Tax
 
|List of Tax to be applied on the item
 
|List of Tax to be applied on the item
 
|•Types of tax provided in the Tax Maintenance Module
 
|•Types of tax provided in the Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|14. Amount
 
|14. Amount
 
|The total amount to be paid by the customer base from the price and quantity of the item
 
|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
 
|•Auto-Generated based from price and quantity
|}3.  Click Save to complete the creation process
+
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|}
 +
 
 
Notes:
 
Notes:
  
Line 126: Line 189:
 
**This can be seen under [[Tax]] Maintenance Module.
 
**This can be seen under [[Tax]] Maintenance Module.
  
====='''Editing Sales Quotation'''=====
+
=====View 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
+
#Click [[Sales Quotation]] under Sales Menu
 +
#Select a Quotation record that needs to view its details. Click the drop-down arrow then click View.
 +
#The user has an option to Edit the Quotation upon viewing it if it is not yet converted to Sales Order.
  
*'''Editing Sales Quotation Information'''
+
[[File:Sales - Sales Quotation - View.png|border|center|1501x1501px]]
 +
<br />
 +
=====Editing Sales Quotation=====
  
{| class="wikitable" style="margin: auto;"
+
#Click [[Sales Quotation]] under Sales Menu
!Field
+
#Select a Quotation record that needs to update its details. Click the drop-down arrow then click Edit.
!Description
+
#Update the necessary fields then Click Save
!Expected Values
+
 
 +
[[File:Sales - Sales Quotation - Edit.png|border|center|1500x1500px]]
 +
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Input Restrictions'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
 
|1.Sales Quotation Number
 
|1.Sales Quotation Number
 
|Sales Quotation Reference Number
 
|Sales Quotation Reference Number
 
|•Auto-Generated after creation
 
|•Auto-Generated after creation
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 
|-
 
|-
 
|2.Customer
 
|2.Customer
 
|Name of Customer
 
|Name of Customer
 
|•Text/Set of Customer List provided in Customer Maintenance Module
 
|•Text/Set of Customer List provided in Customer Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|3.Discount Type
 
|3.Discount Type
 
|Type of Discount Prices for the Customer
 
|Type of Discount Prices for the Customer
|•Type of Discount (Percentage/Amount)
+
|•None
 +
 
 +
•Amount
 +
 
 +
•Percentage
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|4.Transaction Date
 
|4.Transaction Date
 
|Date of Transaction
 
|Date of Transaction
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|5.Expiration Date
 
|5.Expiration Date
|Date of Transaction Expiration
+
|Date of Expiration of the Transaction
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|6.Notes
 
|6.Notes
 
|Other remarks for the transaction
 
|Other remarks for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
 +
•Special Characters
 +
 +
•Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |100
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|7.Item
 
|7.Item
 
|List of Items to be quoted
 
|List of Items to be quoted
 
|•Item List provided in the Item Master Maintenance Module
 
|•Item List provided in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|8.Description
 
|8.Description
 
|Description of an Item
 
|Description of an Item
 
|•Alphanumeric
 
|•Alphanumeric
 +
 +
•Special Characters
 +
 +
•Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |250
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|8.Warehouse
 
|8.Warehouse
 
|Warehouse where the item should be ordered
 
|Warehouse where the item should be ordered
|•List of Warehouse
+
|•List of Warehouse provided in the Warehouse Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|9.Quantity(Qty)
 
|9.Quantity(Qty)
 
|Quantity of items to be ordered
 
|Quantity of items to be ordered
|•Quantity(Number)
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |•Alphabet
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|10.Unit of Measure(UOM)
 
|10.Unit of Measure(UOM)
 
|The Unit of Measure assigned on the Item within the Item Line
 
|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
 
|•Auto-Generated base from the Item Configuration in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 
|-
 
|-
 
|11.Price
 
|11.Price
Line 186: Line 306:
 
|•Numeric
 
|•Numeric
 
•Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
 
•Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |•Alphabet
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|12.Discount
 
|12.Discount
 
|Discount Amount to be applied depending on the Discount Type used in the Transaction.
 
|Discount Amount to be applied depending on the Discount Type used in the Transaction.
|•Numeric
+
|•Numeric(Auto-Generated)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 
|-
 
|-
 
|13.Tax
 
|13.Tax
 
|List of Tax to be applied on the item
 
|List of Tax to be applied on the item
 
|•Types of tax provided in the Tax Maintenance Module
 
|•Types of tax provided in the Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|14. Amount
 
|14. Amount
 
|The total amount to be paid by the customer base from the price and quantity of the item
 
|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
 
|•Auto-Generated based from price and quantity
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 
|}Notes:
 
|}Notes:
  
Line 212: Line 345:
 
*Tax should on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
*Tax should on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Tax]] Maintenance Module
 
**This can be seen in [[Tax]] Maintenance Module
**Past Transactions with '''INACTIVE''' Tax prior to its deactivation can still be used.<br />
+
**Past Transactions with '''INACTIVE''' Tax prior to its deactivation can still be used.
 +
 
 +
=====Printing Sales Quotation Record=====
 +
 
 +
#Click [[Sales Quotation]] under Sales Menu
 +
#Select a Quotation record that needs to print its details. Click the drop-down arrow then click Print.
 +
 
 +
[[File:Sales - Sales Quotation - Print.png|border|center|1500x1500px]]
 +
<br />Importing and Exporting Sales Quotation Record
 +
 
 +
1. Click [[Sales Quotation]] under Sales Menu
 +
 
 +
2. Under Sales Quotation Screen, Click Options
 +
 
 +
3. 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.
 +
 
 +
[[File:Sales - Sales Quotation - Export.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
*When Importing the records, the user should follow the following steps provided in the Importing Quotation Screen such as:
 +
 
 +
[[File:Sales - Sales Quotation - Import.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Input Restrictions'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 +
|-
 +
|1.Document No.
 +
|Manual entry of Document Set of Sales Quotation (e.g., 1, 2, 3)
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Alphabet
 +
Special Characters
 +
 
 +
Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|2.Customer Code
 +
|Manual Entry of Customer Code
 +
|•Customer Code provided in Customer Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|3.Transaction Date
 +
|Manual entry of Date of Transaction
 +
|Date Format(mm/dd/yyyy)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Alphabet
 +
Special Character
  
 +
Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|4.Expiration Date
 +
|Manual entry of Date of Expiration
 +
|Date Format(mm/dd/yyyy)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Alphabet
 +
Special Character
 +
 +
Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|5.Discount Type(none, amt, perc)
 +
|Manual entry of Discount Type
 +
|•None
 +
 +
•Amount
 +
 +
•Percentage
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs that is not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|6.Notes
 +
|Other remarks for the transaction
 +
|•Alphanumeric
 +
 +
•Special Characters
 +
 +
•Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |100
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|7.Item Code
 +
|Manual Entry for the List of Items to be quoted
 +
|•Item List provided in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs that is not on the Item List under Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|8.Description
 +
|Description of an Item
 +
|•Alphanumeric
 +
 +
•Special Characters
 +
 +
•Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |250
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|8.Warehouse Code
 +
|Warehouse where the item should be ordered
 +
|•List of Warehouse provided in the Warehouse Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs that is not on the Warehouse List under Warehouse Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|9.Quantity(Qty)
 +
|Quantity of items to be ordered
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|10.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
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|11.Discount
 +
|Discount Amount to be applied depending on the Discount Type used in the Transaction.
 +
|•Numeric(Auto-Generated)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|12.Tax
 +
|List of Tax to be applied on the item
 +
|•Types of tax provided in the Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs that is not on the Tax List under Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|}<br />
 +
=====<span class="mw-headline ve-pasteProtect" id="Deleting_ATC_Code_Record" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"><span class="mw-headline ve-pasteProtect" id="Deleting_Item_Class_Record" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"><span class="mw-headline ve-pasteProtect" id="Deleting_Item_Type_Record" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"><span class="mw-headline ve-pasteProtect" id="Deleting_Chart_of_Account_Record" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}">Converting Sales Quotation Record</span></span></span></span> into Sales Order=====
 +
 +
#Click [[Sales Quotation]] under Sales Menu
 +
#Select a Quotation record that needs to convert to Sales Order. Click the drop-down arrow then click Convert to SO
 +
#Update the necessary fields then click Save.
 +
 +
[[File:Sales - Sales Quotation - Converting to SO.png|border|center|1500x1500px]]
 +
=====<span class="mw-headline" id="Deleting_ATC_Code_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Chart_of_Account_Record" style="box-sizing: inherit;">Cancelling Sales Quotation Record</span></span></span></span>=====
 +
Sales Quotation can be canceled in two ways:
 +
 +
*Using drop-down arrow of a record can be used in single record cancellation
 +
 +
[[File:Sales - Sales Quotation - Cancel1.png|border|center|1500x1500px]]
 +
<br />
 +
 +
*Using Cancel Button for cancelling multiple records
 +
 +
[[File:Sales - Sales Quotation - Cancel2.png|border|center|1500x1500px]]
 +
<br />
 
=====Sales Quotation Record Options=====
 
=====Sales Quotation Record Options=====
 
{| class="wikitable" style="margin: auto;"
 
{| class="wikitable" style="margin: auto;"
Line 273: Line 569:
 
|-
 
|-
 
|Maintenance
 
|Maintenance
|[[Customer]]<nowiki> | </nowiki>[[Tax]]<nowiki> | </nowiki>[[Warehouse]]
+
|[[Customer]]<nowiki> | </nowiki>[[Item Master]]<nowiki> | </nowiki>[[Price List]]<nowiki> | </nowiki>[[Tax]]<nowiki> | </nowiki>[[Warehouse]]
|-
 
| colspan="2" style="vertical-align:middle;text-align:center;" |'''Job Aid Modules'''
 
|-
 
|Maintenance Aids
 
|[[Customer Aids]]<nowiki> | </nowiki>[[Tax Aids]]<nowiki> | </nowiki>[[Warehouse Aids]]
 
|-
 
|Others
 
|[[Sales Process]]
 
 
|}<br />
 
|}<br />
 +
[[Category:Sales]]
 +
[[Category:Sales Reports]]

Latest revision as of 13:29, 11 April 2022

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
Sales Quotation Record List
Sales - Sales Quotation - Record List.png


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
Adding Sales Quotation
  1. Click Sales Quotation under Sales Menu
  2. Under Sales Quotation Menu, Click Add Quotation
  3. Fill up the necessary fields then click Save. Fields with * are required fields.
Sales - Sales Quotation - Add.png


  • Sales Quotation Field List
Field Description Allowed Inputs Input Restrictions Character Limit Required Field?
1.Sales Quotation Number Sales Quotation Reference Number •Auto-Generated after creation N/A N/A N/A
2.Customer Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module Any inputs not mentioned in the allowed inputs N/A Yes
3.Discount Type Type of Discount Prices for the Customer •None

•Amount

•Percentage

N/A N/A No
4.Transaction Date Date of Transaction •Date Picker provided by system N/A N/A Yes
5.Expiration Date Date of Expiration of the Transaction •Date Picker provided by system N/A N/A Yes
6.Notes Other remarks for the transaction •Alphanumeric

•Special Characters

•Space

None 100 No
7.Item List of Items to be quoted •Item List provided in the Item Master Maintenance Module N/A N/A Yes
8.Description Description of an Item •Alphanumeric

•Special Characters

•Space

None 250 No
8.Warehouse Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module N/A N/A Yes
9.Quantity(Qty) Quantity of items to be ordered •Numeric •Alphabet

•Special Characters

20 Yes
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 N/A N/A N/A
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

•Alphabet

•Special Characters

20 Yes
12.Discount Discount Amount to be applied depending on the Discount Type used in the Transaction. •Numeric(Auto-Generated) N/A N/A N/A
13.Tax List of Tax to be applied on the item •Types of tax provided in the Tax Maintenance Module N/A N/A No
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 N/A N/A N/A

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.
  • 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.
View Sales Quotation
  1. Click Sales Quotation under Sales Menu
  2. Select a Quotation record that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to Edit the Quotation upon viewing it if it is not yet converted to Sales Order.
Sales - Sales Quotation - View.png


Editing Sales Quotation
  1. Click Sales Quotation under Sales Menu
  2. Select a Quotation record that needs to update its details. Click the drop-down arrow then click Edit.
  3. Update the necessary fields then Click Save
Sales - Sales Quotation - Edit.png
Field Description Allowed Inputs Input Restrictions Character Limit Required Field?
1.Sales Quotation Number Sales Quotation Reference Number •Auto-Generated after creation N/A N/A N/A
2.Customer Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module Any inputs not mentioned in the allowed inputs N/A Yes
3.Discount Type Type of Discount Prices for the Customer •None

•Amount

•Percentage

N/A N/A No
4.Transaction Date Date of Transaction •Date Picker provided by system N/A N/A Yes
5.Expiration Date Date of Expiration of the Transaction •Date Picker provided by system N/A N/A Yes
6.Notes Other remarks for the transaction •Alphanumeric

•Special Characters

•Space

None 100 No
7.Item List of Items to be quoted •Item List provided in the Item Master Maintenance Module N/A N/A Yes
8.Description Description of an Item •Alphanumeric

•Special Characters

•Space

None 250 No
8.Warehouse Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module N/A N/A Yes
9.Quantity(Qty) Quantity of items to be ordered •Numeric •Alphabet

•Special Characters

20 Yes
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 N/A N/A N/A
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

•Alphabet

•Special Characters

20 Yes
12.Discount Discount Amount to be applied depending on the Discount Type used in the Transaction. •Numeric(Auto-Generated) N/A N/A N/A
13.Tax List of Tax to be applied on the item •Types of tax provided in the Tax Maintenance Module N/A N/A No
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 N/A N/A N/A

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.
Printing Sales Quotation Record
  1. Click Sales Quotation under Sales Menu
  2. Select a Quotation record that needs to print its details. Click the drop-down arrow then click Print.
Sales - Sales Quotation - Print.png


Importing and Exporting Sales Quotation Record

1. Click Sales Quotation under Sales Menu

2. Under Sales Quotation Screen, Click Options

3. 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.
Sales - Sales Quotation - Export.png


  • When Importing the records, the user should follow the following steps provided in the Importing Quotation Screen such as:
Sales - Sales Quotation - Import.png


Field Description Allowed Inputs Input Restrictions Character Limit Required Field?
1.Document No. Manual entry of Document Set of Sales Quotation (e.g., 1, 2, 3) •Numeric Alphabet

Special Characters

Space

N/A Yes
2.Customer Code Manual Entry of Customer Code •Customer Code provided in Customer Maintenance Module Any inputs not mentioned in the allowed inputs N/A Yes
3.Transaction Date Manual entry of Date of Transaction Date Format(mm/dd/yyyy) Alphabet

Special Character

Space

N/A Yes
4.Expiration Date Manual entry of Date of Expiration Date Format(mm/dd/yyyy) Alphabet

Special Character

Space

N/A Yes
5.Discount Type(none, amt, perc) Manual entry of Discount Type •None

•Amount

•Percentage

Any inputs that is not mentioned in the allowed inputs N/A Yes
6.Notes Other remarks for the transaction •Alphanumeric

•Special Characters

•Space

None 100 No
7.Item Code Manual Entry for the List of Items to be quoted •Item List provided in the Item Master Maintenance Module Any inputs that is not on the Item List under Item Master Maintenance Module N/A Yes
8.Description Description of an Item •Alphanumeric

•Special Characters

•Space

None 250 No
8.Warehouse Code Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module Any inputs that is not on the Warehouse List under Warehouse Maintenance Module N/A Yes
9.Quantity(Qty) Quantity of items to be ordered •Numeric Any inputs except Numeric 20 Yes
10.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

Any inputs except Numeric 20 Yes
11.Discount Discount Amount to be applied depending on the Discount Type used in the Transaction. •Numeric(Auto-Generated) Any inputs except Numeric N/A Yes
12.Tax List of Tax to be applied on the item •Types of tax provided in the Tax Maintenance Module Any inputs that is not on the Tax List under Tax Maintenance Module N/A No


Converting Sales Quotation Record into Sales Order
  1. Click Sales Quotation under Sales Menu
  2. Select a Quotation record that needs to convert to Sales Order. Click the drop-down arrow then click Convert to SO
  3. Update the necessary fields then click Save.
Sales - Sales Quotation - Converting to SO.png
Cancelling Sales Quotation Record

Sales Quotation can be canceled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Sales - Sales Quotation - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Sales - Sales Quotation - Cancel2.png


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.
Categories:
Modules
Sales Sales | Sales Quotation | Sales Order | Delivery Receipt | Sales Invoice
Maintenance Customer | Item Master | Price List | Tax | Warehouse