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Sales Quotation

Revision as of 11:01, 2 December 2021 by Gelo (talk | contribs)

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
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
Categories:
Modules
Sales Sales | Sales Quotation | Sales Order | Delivery Receipt | Sales Invoice
Maintenance Customer | Item Master | Price List | Tax | Warehouse
Job Aid Modules
Maintenance Aids Customer Aids | Tax Aids | Item Master Aids | Price List Aids | Warehouse Aids
Others Sales Process