Sales Quotation

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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