Quoting
- Michael Hanlon
- Julie Hanlon
Overview
The data entry screen for quoting operates in the same way as a sales order. The only difference is that stock on hand lines are not affected by the quote. Different snapshots can be created for each quote and an expiry date entered in the Totals form tab for each snapshot of the quote. A default number of days can be set for the expiry date of quotes – System Maintenance, Invoicing - DefaultQuoteExpiryDays. This information can be changed on the quote. Quotes can be copied and closed from the ribbon.
Normal or back to back sales orders can be created from a quote by:-
the active quote snapshot on the screen – ribbon, Make Sales Order / Make B2 B Sales Order
by entering repeating instructions in the Recurring tab of the Quoting form and running Recurring Orders Processing
sales order screen ribbon - New > New Invoice from Quote Template or New Invoice from Generic Quote Template
A new quote can be created from:
the quote screen ribbon - New Quote
the quote screen ribbon - Copy Quote
the sales order screen ribbon - Utilities, Make Quote from Sales Order
Pricing details remain the same as quoted or can be refreshed with current system pricing. Once the sales order has been saved, the quote is updated with the status Sales Order. Double right mouse click over the status field in the quoting form loads the search window to view and select the relevant sales orders. There is no limit to the number of sales orders that can be created from the one quote. The originating quote can be loaded from the sales order ribbon - Utilities > Drill to Source Quote xxxxx.
The Totals tab is used to track and set the progress of the quote and this information can be viewed from the Debtor record, Customer Activities, Quotes tab
System Settings
Settings in Invoicing manage the default settings when creating a new quote. This tab controls sales orders and quoting. Most settings in this tab apply to both and some only to sales orders and others only to quotes. Review the System Settings under Sales Orders for the full details of all settings.
The important settings in Invoicing that impact Quotes are:
InvoiceFromQuoteUseActivateDate - determines if the Initiated Date on a sales order created from a quote using Recurring Orders Processing is to use the login date or the next due activation date
IDKey | Default | Description |
|---|---|---|
InvoiceFromQuoteUseActivateDate | No | Initiated date of invoice to be the creation date (i.e. the login date) instead of the Next Activated Date when created from a quote using Standing Orders Processing |
DefaultQuoteExpiryDate | 30 | Automatic calculation of expiry date for a quote based on the Initiated Date plus the expiry days. This information is displayed in the Totals tab of the quote and can be viewed from the Debtor record, Customer Activities, Quotes |
DefaultPriceUpdating | No | Controls the pricing to be applied when creating sales orders from a quote using Standard Orders Processing. That is update quote prices to current pricing or leave as quoted |
AllowQuoteOverrideMessage | Yes | Allow message to display when quote passes expiry date |
AllowQuoteNumberOverride | No | Allow manually generated quote numbers |
CopySalesQuoteIncludesNotes | No | Creating a new quote from another quote using Record, Copy Quote to include Notes |
CopySalesQuoteIncludesDocuments | No | Creating a new quote from another quote using Record, Copy Quote to include Documents |
MakeSalesOrderFromQuote | No | Creating a new sales order from quote to include Notes attached to the quote |