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Setting Up Quotes or Orders

Shinjinee Sarkar
  • Updated

In this article you will be able to do the following:

The description length for Payment Terms has now been updated to 500 characters. 
You can search a Quote/Order using the Note mentioned while creating or editing it.
Users can now search for a specific quote/order by typing the keyword used on notes.

Quotes

  1. Log in and click the required business.
  2. On the left panel, click Sales > Quotes & Orders on the Customers page.
  3. To add a quote, click Add Quote on the Sales Quotes & Orders page appears.
  4. Click Add Quote on the Sales Quotes & Orders page.
  5. Set up the following information on the Sales Quotes & Orders page.
  6. To save the quote record, click Save.

Tip

ClosedYou can now skip a few steps to move to the Sales Quotes & Orders page.
  1. Move the cursor over the 'Create New' button and click Show More.
  2. From the quick menu, click +Quotes/Order.

FIELD STEP
QUOTE DETAILS 
CUSTOMER/PROSPECT To select the customer, click the Search icon and click the customer name from the Customer Search window. To set up a customer record on the go, click New
ACCOUNT MANAGER Select one of the users as the account manager
QUOTE NUMBER Depending on the settings, the quote number can be automatically or manually set. If this is your first sales quote, you are required to provide a unique sales quote number. If auto-numbered, you need to provide a unique number to the first sales order and all subsequent sales orders will be numbered sequentially. For example, if the first quote number is 100, then subsequent quotes will be numbered 101, 102 and so on
P.O.NUMBER Not applicable
STATUS Select the status of the quote. You have the following choices:
  • Open: The quote status is open. You can set up a sales invoice based on the quote
  • Closed - Won: The customer has accepted and the quote is closed
  • Closed - Lost: The customer has not accepted the quote and the quote is closed
QUOTE DATE

The quote setup date depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list

You can set the quote date up to 5 years beyond the current set accounting period
ADDRESSES & ATTACHMENTS 
PRODUCT To select a Product, click the Search icon to select the product from the Product Search window. To create a product record on the go, click New on the Product Search window
DESCRIPTION The Product Description is auto-filled. You may update the description.
QUANTITY Enter the Product Quantity
PRICE The price per unit is auto-filled based on the Product Settings. You may manually update the price
DISCOUNT % Enter the Discount %, if any. It is auto-filled if you set up any default discount during customer record setup
GST % Enter the Applicable GST percentage
ACCOUNT The Account Code is pre-configured. You may update it from the Advanced options
NET AMOUNT Enter the Net Quote Amount
ADD PAYMENT TERMS Enter the Custom Payment Terms and Conditions
NOTES Add any additional notes if necessary

 

Sales Order

  1. Log in and click the required business.
  2. Click Sales > Quotes & Orders on the Customers page.
  3. To set up a sales order, click Add Order on the Sales Quotes & Orders.
  4. The Sales Order page appears. Set up the following information on the Sales Order page.
  5. To save the quote record, click Save.
FIELD STEP
QUOTE DETAILS 
CUSTOMER To select the customer, click the Search icon and click the customer name from the Customer Search window. To set up a customer record on the go, click New
ACCOUNT MANAGER Select one of the users as the account manager
ORDER NUMBER Depending on the settings, the order number can be set automatically or manually. If auto-numbered, you need to provide a unique number to the first sales order and all subsequent sales orders will be numbered sequentially
P.O.NUMBER Enter a unique purchase order number
QUOTE/S.O. NO. To set up the sales order from a sales quote, click the Search icon and select the quote and the product details will be populated in the table. Note that the quote needs to be in the Open status
STATUS

Select the sales order status. You have three choices:

  • Open: The order status is open. You can set up a sales invoice based on the order
  • Closed - Won: The customer has accepted and the order is closed
  • Closed - Lost: The customer has not accepted the order and the order is closed
ORDER DATE

The Order setup date depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list.

You can set the order date up to 5 years beyond the current set accounting period
DUE DATE The due date depends on the customer-specific credit terms. You can also set custom credit terms
ADDRESSES & ATTACHMENTS
Product To select a product, click the 'search' icon to select the product from the Product Search window. To create a product record on the go, click New on the Product Search window
Description

Enter the product description is auto-filled. You may update the description
Quantity Enter the Product quantity
Price The price per unit is auto-filled based on the product settings. You may manually update the price
Discount % It is auto-filled if you set up any default discount during customer record setup
VAT % Enter the Applicable VAT percentage
Nominal The account code is pre-configured. You may update it from the Advanced options
Net Amount Enter the Net order amount
ADD PAYMENT TERMS Enter Custom payment terms and conditions
NOTES Add any additional Notes if necessary

 

Related Features

Certain quote or sales order information — VAT %, Nominal code and Net Amount — are not normally editable. The Advanced feature allows you to update such information while the History feature allows you to view a product purchase history by different customers. The features are described below.

Advanced

  1. Go to the sales quote or sales order page and on the product details table, click the dropdown icon for the corresponding product record and click Advanced.
  2. Update the information, as required and click Save on the Transactions Details window.
  3. Go to the sales quote or Sales Order page and on the product details table, click the dropdown icon for the corresponding product record and click History.
  4. The product history window appears. To view the product purchase history, customer-wise, click All Customers.
  5. The product history shows the product purchase history, customer-wise.