Discussion

Difference between revisions of "Sales Quotation"

Line 1: Line 1:
 
<div style="text-align: center;">
 
<div style="text-align: center;">
−
[[Sales]] | [[Sales Quotation Aids]] | [[Sales Order]] | [[Delivery Receipt]]
+
[[Sales]] | [[Sales Quotation]] | [[Sales Order]] | [[Delivery Receipt]] | [[Sales Invoice]]
 
</div>
 
</div>
 
==Sales Quotation==
 
==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.
+
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=====
 
=====Requirements before using Sales Quotation=====
  
Line 12: Line 12:
 
*#[[Tax]]
 
*#[[Tax]]
 
*#[[Warehouse]]
 
*#[[Warehouse]]
−
*For detailed instructions on how to setup the needed [[Maintenance]] Module, the user may visit the following Job Aid pages:
 
−
*#[[Customer Aids]]
 
−
*#[[Item Master Aids]]
 
−
*#[[Price List Aids]]
 
−
*#[[Tax Aids]]
 
−
*#[[Warehouse Aids]]
 
  
−
=====Sales Quotation List=====
+
{| class="wikitable"
−
[[File:Sales Quotation Record List.png|center|thumb|Sales Quotation List]]
+
|+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=====
 
=====Adding Sales Quotation=====
−
[[File:Add Sales QuotationV2.png|center|thumb|863x863px|Adding Sales Quotation]]
 
  
−
*Adding Sales Quotation Information
+
===== 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
  
 
{| class="wikitable"
 
{| class="wikitable"
Line 33: Line 49:
 
|-
 
|-
 
|1.Sales Quotation Number
 
|1.Sales Quotation Number
−
|•Sales Quotation Reference Number
+
|Sales Quotation Reference Number
 
|•Auto-Generated after creation
 
|•Auto-Generated after creation
 
|-
 
|-
 
|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
 
|-
 
|-
 
|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)
 
|•Type of Discount (Percentage/Amount)
 
|-
 
|-
 
|4.Transaction Date
 
|4.Transaction Date
−
|•Date of Transaction
+
|Date of Transaction
 
|•Date
 
|•Date
 
|-
 
|-
 
|5.Expiration Date
 
|5.Expiration Date
−
|•Date of Transaction Expiration
+
|Date of Transaction Expiration
 
|•Date
 
|•Date
 
|-
 
|-
 
|6.Notes
 
|6.Notes
−
|•Other remarks for the transaction
+
|Other remarks for the transaction
−
|•Text
+
|•Alphanumeric
 
|-
 
|-
 
|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
 +
|-
 +
|8.Description
 +
|Description of an Item
 +
|•Alphanumeric
 
|-
 
|-
 
|8.Warehouse
 
|8.Warehouse
−
|•Warehouse where the item should be ordered
+
|Warehouse where the item should be ordered
 
|•List of Warehouse
 
|•List of Warehouse
 
|-
 
|-
 
|9.Quantity(Qty)
 
|9.Quantity(Qty)
−
|•Quantity of items to be ordered
+
|Quantity of items to be ordered
 
|•Quantity(Number)
 
|•Quantity(Number)
 
|-
 
|-
−
|10.Tax
+
|10.Unit of Measure(UOM)
−
|•List of Tax to be applied on the item
+
|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
 
|•Types of tax provided in the Tax Maintenance Module
−
|}Notes:
+
|-
 +
|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.
 
*The user can only edit the [[Sales Quotation]] if it is on '''DRAFT''' status.
Line 82: Line 120:
 
*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 under [[Tax]] Maintenance Module.
 
**This can be seen under [[Tax]] Maintenance Module.
−
*For detailed steps on how to create a Sales Quotation, you can visit the Sales Quotation Job Aids which can be found [[Sales Quotation Aids|here]]
 
  
 +
===== '''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.
  
−
'''Editing Sales Quotation'''
+
2. Update the necessary fields then Click Save
−
[[File:Editing Sales QuotationV2.png|center|thumb|865x865px|Editing Sales Quotation]]
 
  
 
*'''Editing Sales Quotation Information'''
 
*'''Editing Sales Quotation Information'''
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|-
 
|-
 
|1.Sales Quotation Number
 
|1.Sales Quotation Number
−
|•Sales Quotation Reference Number
+
|Sales Quotation Reference Number
 
|•Auto-Generated after creation
 
|•Auto-Generated after creation
 
|-
 
|-
 
|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
 
|-
 
|-
 
|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)
 
|•Type of Discount (Percentage/Amount)
 
|-
 
|-
 
|4.Transaction Date
 
|4.Transaction Date
−
|•Date of Transaction
+
|Date of Transaction
 
|•Date
 
|•Date
 
|-
 
|-
 
|5.Expiration Date
 
|5.Expiration Date
−
|•Date of Transaction Expiration
+
|Date of Transaction Expiration
 
|•Date
 
|•Date
 
|-
 
|-
 
|6.Notes
 
|6.Notes
−
|•Other remarks for the transaction
+
|Other remarks for the transaction
−
|•Text
+
|•Alphanumeric
 
|-
 
|-
 
|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
 +
|-
 +
|8.Description
 +
|Description of an Item
 +
|•Alphanumeric
 
|-
 
|-
 
|8.Warehouse
 
|8.Warehouse
−
|•Warehouse where the item should be ordered
+
|Warehouse where the item should be ordered
 
|•List of Warehouse
 
|•List of Warehouse
 
|-
 
|-
 
|9.Quantity(Qty)
 
|9.Quantity(Qty)
−
|•Quantity of items to be ordered
+
|Quantity of items to be ordered
 
|•Quantity(Number)
 
|•Quantity(Number)
 
|-
 
|-
−
|10.Tax
+
|10.Unit of Measure(UOM)
−
|•List of Tax to be applied on the item
+
|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
 
|•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:
 
|}Notes:
  
Line 148: Line 207:
 
*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.
+
**Past Transactions with '''INACTIVE''' Tax prior to its deactivation can still be used.<br />
−
*For detailed steps on how to edit a Sales Quotation record, you can visit the Sales Quotation Job Aids which can be found [[Sales Quotation Aids|here]]<br />
 
  
−
=====Sales Quotation Options=====
+
=====Sales Quotation Record Options=====
−
[[File:Sales Quotation Options.png|center|thumb|Sales Quotation Options]]Notes:
+
<br />
 +
{| class="wikitable"
 +
|+
 +
!Status
 +
!Actions Available
 +
!
 +
!
 +
|-
 +
|'''DRAFT'''
 +
| style="vertical-align:middle;text-align:left;" |
 +
|
 +
|
 +
|-
 +
|'''CONVERTED'''
 +
|
 +
|
 +
|
 +
|-
 +
|'''COMPLETED'''
 +
|
 +
|
 +
|
 +
|-
 +
|'''EXPIRED'''
 +
|
 +
|
 +
|
 +
|-
 +
|'''CANCELLED'''
 +
|
 +
|
 +
|
 +
|}
 +
Notes:
  
−
*Detailed steps on how to Export and Import a Sales Quotation records can be found [[Sales Quotation Aids|here]][[Sales Module Aids|.]]
+
*The following options can be done by the users depending on status of the Sales Quotation
  
 
=====Sales Quotation Import Options=====
 
=====Sales Quotation Import Options=====

Revision as of 13:54, 18 November 2021

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 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
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.
  • 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


Status Actions Available
DRAFT
CONVERTED
COMPLETED
EXPIRED
CANCELLED

Notes:

  • The following options can be done by the users depending on status of the Sales Quotation
Sales Quotation Import Options
File:Sales Quotation Import Options.png
Sales Quotation Import Options
Sales Quotation Record Options
File:Sales Quotation Recording Options.png
Sales Quotation Record Option

Notes:

  • The user can only delete the Sales Quotation record if it is on DRAFT status.
  • Detailed steps on how to Print and View a Sales Quotation records can be found here
Sales Quotation View Record
File:Sales Quotation View Record.png
Sales Quotation View Record

Notes:

  • The user can edit the details of the record while viewing it.
  • For detailed steps on how to View a Sales Quotation, you can visit the Sales Quotation Job Aids which can be found
    here
Categories:
Modules
Sales Sales | Sales Quotation | Sales Order | Delivery Receipt | Sales Invoice
Maintenance Customer | Tax | Warehouse
Job Aid Modules
Sales Aids Sales Quotation Aids | Sales Order Aids | Delivery Receipt | Sales Invoice
Maintenance Aids Customer Aids | Tax Aids | Warehouse Aids
Others Sales Process


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