Quote section.
A Quote is a statement issued to a Customer or Prospect indicating pricing and sales Terms for specified quantities of sold Items. Quotes are often precursors to Sales Orders. To create a Quote, select the "New Quote" option. The following screen will appear:
Tip
Be sure to close all Sales Order windows before exiting the system. This will prevent the creation of orphaned Sales Order records.
When creating a new Quote, you are presented with the following options:
- Order #
Next available Quote Number will automatically display, unless your system requires you to enter Quote Numbers manually. Default values and input parameters for Quote Numbers are configurable at the system level.
- Order Date
Displays current day's date.
- Scheduled Date
Displays the Order's earliest scheduled date. The scheduled date corresponds to the earliest scheduled date for an included Quote Item. Because Quotes may contain multiple Quote Items, the scheduled date indicates the most recent scheduled date. No scheduled date will display in the "Scheduled Date" field until a Quote Line Item has been created and a scheduled date assigned to it. This field can be viewed by selecting the MORE button
- Pack Date
The pack date is the same date as the ship date. Because the field can be edited, you have the ability to change the pack date and make it different from the ship date. This field can be viewed by selecting the MORE button.
- Terms
Specify the billing Terms associated with the Order. By default, the Customer's standard billing Terms will appear in the field.
- Sales Rep.
Specify the Sales Representative associated with the Order. Sales Representatives are linked to a Customer on the Customer master—either by a default setting or through the assignment of Ship-To Addresses. Each Ship-To Address may have a different Sales Representative associated with it. Consequently, the name of the Sales Representative appearing on the Quote header will be the same as specified for the Ship-To Address being used.
- Commission
By default, the commission percentage recorded on the Customer master will be automatically entered in this field. If for some reason you select a non-default Sales Representative at Order entry, the commission rate will not change. To adjust the commission rate, you must make the change manually. This field can be viewed by selecting the MORE button.
- Tax Zone
Specify the Tax Zone associated with the Quote. The Tax Zone for the specified Ship-To Address will be entered here by default. Otherwise, the primary Tax Zone for the Customer will be entered. This field can be viewed upon selecting the MORE button.
- Ship Complete
Select to require that all Quote Line Item quantities be issued to Shipping before the Order is shipped. This feature is designed to prevent partial shipments. If selected, users will be prevented from shipping the Order unless all Line Item quantities have been issued to Shipping. If not selected, partial shipments for the Order will be allowed.
- Print on Save
Select to automatically print the Quote when it is saved.
If the Customer specified on the Quote has an EDI Profile attached, you may encounter an EDI processing interface when printing the Quote.
- Site
Specify the shipping Site associated with the Quote. The Site selected here acts as the default free on board (FOB) location. A Site may be designated as a shipping Site on the Site master. This field can be viewed upon selecting the MORE button.
- Originated By
Specify the origin of the Quote using the options below. This field can be viewed upon selecting the MORE button.
- Customer
Indicates the Order was originated by the Customer.
- Internet
Indicates the Order was originated by an Internet lead.
- Sales Rep.
Indicates the Order was originated by the Sales Representative.
- Customer #
Enter the Customer Number of the Customer to be billed for the sale. The browse button located to the right of the field leads to a searchable Customers list. You may also access this list using the keyboard shortcut "CTRL + L". Once a Customer Number is entered, the Customer name and billing address will display. Select the "?" or "$" symbol next to the browse button to view Customer information for the specified Customer. If a Customer's credit is "In Good Standing," the button will feature a black question mark ("?") icon. If the icon turns to an orange dollar sign ("$"), the Customer's credit Status is "On Credit Warning." A red dollar sign ("$") indicates the Customer's credit Status is "On Credit Hold." You may also create a new Customer record by selecting the "+" button.
Tip
A valid Customer Number must be entered in the "Customer #" field before Line Items can be added to a Quote. If no valid Customer Number is entered, you will not be able to add Line Items to the Quote. Additionally, Quotes may only be entered for active Customers.
Note
Quotes may not be entered for Customers whose credit status is either "On Credit Warning" or "On Credit Hold." Only users with special privileges may override these credit settings.
- Bill-To Name
Displays the Customer's Bill-To name.
- Bill-To Phone
Displays the Customer's Bill-To phone number.
- Address
Displays the Customer's Bill-To Address. You may manually override the displayed Address information in the fields below—or use the browse button to select another Address. If a new Address is manually entered here, that Address will be added automatically to the master list of Addresses. For additional documentation related to creating Addresses, see Section 8.1, “ New Address”.
- Copy to Ship-to -\>
Select to copy contents of billing address into Ship-To address field. This option is enabled if the Customer master for the specified Customer indicates that free-form Ship-To's are allowed.
- Ship-To #
Enter the number of the preferred Ship-To Address. Customers may maintain multiple Ship-To Addresses. If the Customer master for the specified Customer indicates that free-form Ship-To's are allowed, then any address may be entered. If free-form Ship-To's are not allowed, then the Ship-To Address must be entered using the browse button located to the right of the field.
- Ship-To Name
Displays the name for the specified Ship-To.
- Ship-To Phone
Displays the phone number for the specified Ship-To.
- Address
Displays the specified Ship-To Address. You may manually override the displayed Address information in the fields below—or use the browse button to select another Address. If a new Address is manually entered here, that Address will be added automatically to the master list of Addresses. For additional documentation related to creating Addresses, see Section 8.1, “ New Address”.
- F.O.B.
Enter free on board (FOB) Terms for the Order. By default, FOB. Terms entered on the Shipping Site master will appear in this field. The default Terms may be changed during Order entry—and also at later stages during the billing cycle.
- Cust. PO #
PO #: Enter a Customer Purchase Order Number, as needed.
Note
You will be required to enter a Customer Purchase Order Number for Customers who require them. If required, duplicate numbers will only be allowed if the Customer uses blanket Purchase Orders. All Customer requirements are specified on the Customer master.
- Ship Via
The preferred Ship Via method for the Customer will appear in the field. You may change the default Ship Via using the list. You may also enter a free-form Ship Via simply by typing the name of the Ship Via into the field.
Tip
The system supports up-to-date shipment tracking with links to the websites of many leading shipping companies (i.e., "Ship Vias").
- Hold Type
Specify a hold type (if any) from the available options:
- None
Indicates no hold is applied, meaning the Order may be processed and shipped.
- Credit
Indicates the open balance for the Customer has exceeded the credit limit defined on their Customer master record. Users will be prevented from issuing Stock to Shipping with this hold type.
- Shipping
Indicates a Shipping hold has been placed on the Order. Users who attempt to ship an Order on Shipping hold will be prevented from doing so.
- Packing
Indicates a Packing hold has been placed on the Order. Users who attempt to issue stock to Shipping for an Order on Packing hold will be prevented from doing so.
- Return
This hold type is set automatically when a Quote is created from a Return Authorization and the disposition requires Inventory to be received before the replacement Order can be shipped.
- Shipping Chgs.
Specify the Shipping charges associated with the Order. The preferred Shipping Charges Type for the Customer will appear in the field. This field can be viewed upon selecting the MORE button.
- Shipping Form
Specify the Shipping Form associated with the Order. The preferred Shipping Form for the Customer will appear in the field. This field can be viewed upon selecting the MORE button.
Note
Shipping defaults specified on the Customer master will transfer to the Quote header when a new Quote is entered for a Customer.
To the far right of the screen, the following buttons are available:
- SAVE
Creates the new Quote and saves the Quote information.
- CANCEL
Closes the screen without creating a new Quote, returning you to the application desktop.
To create or modify Quote Line Items, select the "Line Items" tab at the top of the "New Quote" screen. The following screen will appear:
Tip
The system will allow you to enter Quotes for Items which do not have Item Sites. However, Item Sites must be defined before a Quote can be converted to a Sales Order.
When creating or modifying Quote Line Items, you are presented with the following options:
- Line Items
Display lists Line Items for this Quote. A valid Customer Number must be entered in the "Customer #" field before Line Items can be added to the Order.
- $ Margin
Displays the total profit margin for the Quote. The profit margin is based on the following formula:
Quote Subtotal - Total Standard Costs for all Line Items
- Subtotal
Displays the subtotal for the Quote Line Items.
- Tax
Displays the amount of Tax that will be added to the Sales Order, as defined by the specified Tax Code. To get a detailed view of the Tax calculation, click on the Tax link using your mouse.
- Misc. Charge Amount
Enter the amount of any miscellaneous charge. Examples of miscellaneous charges include palletization costs, co-op refund, etc. Before entering a miscellaneous charge amount, you must first assign the charge to a Sales Account and also enter a description of the charge.
Tip
If you do not use Miscellaneous Charges at your site, you can hide these fields so they are not visible when entering Sales Orders. To do so, simply select the "Hide Misc. Charges" option in the system-level configuration.
- Misc. Charge Description
Enter a description to identify the miscellaneous charge.
- Misc. Charge Sales Account
Enter a Sales Account to assign the miscellaneous charge to.
- Freight Weight
Displays the combined weight of all Quote Line Items. Freight weight represents the sum of an Item's product weight and packaging weight, both of which are defined on the Item master. The per unit freight weight multiplied by the quantity per gives you the Line Item freight weight. The sum of all Line Item freight weights is the combined weight for the Quote.
- Freight
Enter the amount of freight charge to be added to the specified Order. Freight charges may be entered during the creation or modification of a Quote—or at the time of shipment.
- Total
Displays the total amount of the Quote.
Note
Any Quote Line Item may be shipped—even if the Item or Item Site in question becomes inactive after the Quote has been created.
To the far right of the screen, the following buttons are available:
- SAVE
Saves the Quote Line Item information.
- CANCEL
Closes the screen without creating a new Quote, returning you to the application desktop.
- NEW
Opens screen for creating a new Quote Line Item.
- EDIT
Enables you to edit highlighted Quote Line Items. The edit screen is the same as that for creating a new Quote Line Item—except that when editing, the fields will contain Quote Line Item information. Double-clicking on a Quote Line Item will also bring you to the editing screen.
Mac users may use COMMAND + E to edit an existing Line Item.
- DELETE
Highlight a Quote Line Item and then select this button to remove the Quote Line Item from the list.
To define or maintain relationships for Quotes, select the "Relationships" tab. The following screen will appear:
When defining relationships for Quotes, you are presented with the following options:
- Project #
Select a Project Number to associate with the Quote. If a Sales Order is created from a converted Quote—and the Quote had a Project Number associated with it—then the Project Number from the originating Quote will automatically be entered here. Once a Project Number is associated with a Sales Order, any Work Orders or Purchase Orders created by the Sales Order demand will automatically be linked to the same Project Number as the Sales Order. In this way, Sales Orders, Work Orders, and Purchase Orders may be linked to the same Project.
Note
The option to associate a Project with a Quote will only be visible if your site is configured to use Projects.
Tip
If your site is configured to create Projects automatically whenever new Sales Orders or Quotes are entered, the Projects generated in this way will assume the number of the Sales Order or Quote which caused their creation.
- Opportunity
Select an Opportunity to associate with the Quote, using the browse button located to the right of the field.
Order Notes added to a Quote are used for internal purposes only. To add Order Notes to a Quote, select the "Order Notes" tab at the top of the "New Quote" screen. The following screen will appear:
When adding Order Notes to a Quote, you are presented with the following options:
- Order Notes
This is a scrolling text field with word-wrapping for entering general Notes related to the Quote. These Notes are for internal use only.
To the far right of the screen, the following buttons are available:
- SAVE
Saves the Order Note.
- CANCEL
Closes the screen without creating an Order Note, returning you to the application desktop.
To add Comments related to a Quote, select the "Comments" tab. The following screen will appear:
When adding or reviewing Comments, you are presented with the following options:
- Verbose Text
Select to display all Comments in the list in an expanded view which includes the entire text of each Comment. To edit a Comment, simply select the "Edit" link next to the Comment. That link will not be shown for Changelog Comments, which can't be edited. If the "Verbose Text" option is not selected, the Comment list will display only header level information for each Comment.
- Comments
Display lists Comments related to the record.
To the far right of the screen, the following buttons are available:
- NEW
Opens screen for creating a new Comment.
- VIEW
Highlight a Comment and then select this button to reach a read-only view of the "Edit" screen.
- EDIT
Enables you to edit highlighted Comments—as long as the Comments are not "ChangeLog" Comments. ChangeLog Comments are system-generated and may not be edited. The edit screen is the same as that for creating a new Comment—except that when editing, the fields will contain Comment information. Double-clicking on a Comment will also bring you to the editing screen.
To enter a new Comment, select the NEW button. The following screen will appear:
- Comment Type
Select a Comment Type from the drop-down list to classify the Comment. This is a required step. Comment Types may be system-defined (i.e., "ChangeLog" and "General") or user-defined, as described in Section 13.13, “Comment Types”. Once you have specified a Comment Type, begin typing your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without creating the Comment, returning you to the previous screen.
- SAVE
Creates the Comment and adds it to the list of Comments.
- SHOW MORE
Select to show the complete list (i.e., "thread") of Comments associated with the record. To hide the list, simply select the SHOW MORE button again. The Comment thread will show the most recent Comment first.
Shipping Notes are drawn from the Customer master—specifically from the "Shipping Notes" tab on the Ship-To Address master. The Notes may vary depending on the Ship-To Address specified for the Quote. These Notes provide a mechanism for transferring shipping information from the Customer master to the Quote. To add Shipping Notes to a Quote, select the "Shipping Notes" tab at the top of the "New Quote" screen. The following screen will appear:
When adding shipping Notes to a Quote, you are presented with the following options:
- Shipping Notes
This is a scrolling text field with word-wrapping for entering shipping Notes related to the Quote. These Notes are for internal use only.
To the far right of the screen, the following buttons are available:
- SAVE
Saves the Shipping Notes.
- CANCEL
Closes the screen without creating Shipping Notes, returning you to the application desktop.
To associate documents with a Quote, select the "Documents" tab. The following screen will appear:
When associating documents with a record, you are presented with the following options:
- Files
Select to display the list of associated Files.
- Images
Select to display the list of associated Images.
To the far right of the screen, the following buttons are available:
- Files
Display lists the title and URL for any related Files.
- OPEN FILE
Highlight a File definition and then select this button to open the URL in a web browser.
- NEW
Opens screen for creating a new File.
- EDIT
Enables you to edit highlighted File definitions. The edit screen is the same as that for creating a new File definition—except that when editing, the fields will contain File definition information. Double-clicking on a File definition will also bring you to the editing screen.
- VIEW
Highlight a File definition and then select this button to reach a read-only view of the "Edit" screen.
- DELETE
Highlight a File definition and then select this button to remove the File definition from the list.
To specify a new File association, select the NEW button. The following screen will appear:
When creating a new File association, you are presented with the following options:
- File
Select radio button to add file URL from local source.
- Internet
Select radio button to add file URL from the Internet.
- Title
Enter a title to identify the File.
- URL
Enter the URL indicating where the File is located. This is the location where the File will be opened from when the user selects the OPEN button.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without creating a File, returning you to the previous screen.
- SAVE
Creates the File and adds it to the list of Files.
To specify an association with an Image, select the "Images" option. The following screen will appear:
When associating Images, you are presented with the following options:
- VIEW IMAGE
Allows you the ability to preview the Image.
Runs the report associated with this screen.
- NEW
Opens master list of stored Item Images, allowing you to associate an Image with the Customer.
- EDIT
Enables you to edit highlighted Image definitions. The edit screen is the same as that for creating a new Image definition—except that when editing, the fields will contain Image information. Double-clicking on a Image definition will also bring you to the editing screen.
- VIEW
Highlight a Image and then select this button to reach a read-only view of the "Edit" screen.
- DELETE
Highlight a Image definition and then select this button to remove the Image from the list.
To specify an assignment for an Image, select the NEW button. The following screen will appear:
When assigning an image to a purpose, you are presented with the following options:
- Purpose
Select one of the available purposes an Image might serve:
- Inventory Description
Select if the Image describes Inventory.
- Product Description
Select if the Image describes a Product.
- Engineering Reference
Select if the Image serves as an engineering reference.
- Miscellaneous
Select if the Image is a miscellaneous Image.
Note
You may create multiple Image Assignments, but only one Image Assignment per purpose.
To the far right of the screen, the following buttons are available:
- CLOSE
Closes the screen, returning you to the previous screen.
- SAVE
Highlight an Image, then select the SAVE button to associate the Image with the specified item and purpose.
- NEW
Opens screen for adding a new Image to the master list of stored Images.
- VIEW
Allows user to view image.
To add a new Image to the master list of stored Images, select the NEW button. The following screen will appear:
When adding a new Image to the master list of stored Images, you are presented with the following options:
- File Name
Enter the physical directory location of the Image. The browse button enables you to search your system for the physical directory location of the Image file. Once you locate the file, simply select it to have it entered into the "File Name" field.
- Name
Enter a unique name for the Image.
- Description
Enter a description to further identify the Image.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without adding a new Image to the master list of stored Images.
- SAVE
Creates the Image and adds it to the master list of stored Images.
- Files
Display lists the title and URL for any Files related to the Item. To enter Files associated with an Item, select the "Files" radio button.
To create a new Quote Line Item, select the NEW button. The following screen will appear:
When creating a new Quote Line Item, you are presented with the following options:
- Order #
Displays the Order Number specified in the header screen.
- Line #
Displays the Line Item Number for the current Line Item.
- Item Number
Enter the Item Number of the Item you want to sell. The Item list will contain sold Items available for purchase by the specified Customer. The list of available Items may vary from Customer to Customer, depending on how Pricing Schedules are implemented at your site. Once an Item Number is entered, the Inventory Unit of Measure and Item description will automatically appear.
- Customer P/N
Displays the Customer Part Number (i.e., Item Alias) that corresponds to the Item Number entered in the Item Number field. The Customer Part Number will display only if you enter an Item Alias in the Item Number field. To enter an Item Alias, place the cursor in the Item Number field and then use the keyboard shortcut "CTRL + A". After you have entered a valid Item Alias, hit the TAB key. A list of Items that use the specified Item Alias will be displayed. Select the desired Item from the list. The Item Alias will display as the Customer Part Number. Item Aliases are defined on the Item master.
- Substitute for
Optional selection used solely for gathering information related to Sales Order Line Item substitutions. This feature can be used, for example, to gather information about Inventory shortages or Customer first preferences. There is no impact on the system of using this feature. Its function is simply to store information in the database, where it may be accessed for reporting purposes.
- Site
Specify the Site the Sales Order Item is sold from. Items may be supplied to Sales Orders from multiple Item Sites. After an Item Number is entered above, the system checks for available Item Sites for the Item. Any Item Sites having the "Sold from" flag set on them will be selectable from this Site list. By default, the Item Site having the highest Ranking will be selected as the first available Site. If more than one Item Site share a Ranking of "1," the Sites will be sorted in alphabetical order. Item Site Rankings are set on the Item Site master.
Tip
If a preferred Selling Site is specified for the Customer, then that Site will be selected here by default. If the preferred Selling Site is not selected—and you think it should be—verify that the Item Site master for the Line Item in question is marked as a "Sold from" Site.
- Qty. Ordered
Enter the quantity of the specified Item being ordered.
Note
The quantity ordered is based on the Quantity Unit of Measure.
- Qty. UOM
Specify the Unit of Measure to be used when selling the Line Item. Sold Items may be assigned multiple Selling UOMs. These alternate UOMs may be defined on the Item master. If a Line Item has no Selling UOM defined, then the Inventory UOM will be used here by default.
- Qty. Shipped
Displays the Line Item quantity shipped (if any) to date.
- Cust Discount %
Specify here and apply any discount for specified Customer for this Quote. This is a discount off the regular Customer Price, obtained either from the Customer master or a Pricing Schedule.
- Net Unit Price
Displays the Unit Price for the Quote Item. By default, the system will choose the lower of the following two Prices: A) The most-specific Pricing Schedule Assignment or B) any Sale in effect at the time of Order entry. The specificity of Pricing Schedule Assignments is determined in the following descending order: By Customer Ship-To Address (most specific), by Customer, by Customer Type, by Customer Type pattern, by all Customers. The browse button located to the right of the field leads to a Price List screen.
If your Pricing Schedule has multiple Units of Measure (UOM) on it―or if several Pricing Schedules share the same level of Price specificity, but they have different UOMs―then the UOM which matches the selected UOM will be chosen―that is, as long as the quantity break does not exceed the quantity being priced. If no entry matches the UOM with a quantity break less than the quantity being priced, then the lowest value Price for any UOM will be chosen. To make sure a specific UOM is always chosen at the desired level of Price specificity, then your Pricing Schedules should include at least one UOM with a quantity break of 0.
Tip
The system can be configured to prevent users from editing the Net Unit Price. If your system is configured that way, the Net Unit Price field will not be editable.
- Price UOM
The Price Unit of Measure is the same as the Selling UOM. If an Item has Selling UOMs defined, then the Item may be sold and priced in these alternate UOMs. If no Selling UOMs are defined, then the Inventory UOM will be used here by default.
- Extended Price
Displays the Extended Price. The Extended Price for a Line Item is based on the quantity ordered multiplied by the Net Unit Price.
- Scheduled Date
The scheduled date is the date when the Line Item should be Shipped. The user who enters the Line Item is responsible for determining the scheduled date. After entering the scheduled date, hit the TAB key on your keyboard to display values in the remaining display only fields.
Note
The Sales Order Item having the earliest scheduled date will determine the ship date for the Sales Order.
- Promised Date
Enter the date when you promised delivery of the Line Item. This is an optional field. It will only be displayed on the screen if your system is configured to enable promise dates.
When entering Quotes you have the ability to view current availability for Line Items. You may also create replenishment Orders if they are needed.
- Show Availability
Select to display Availability information for the Quote Item in the following categories:
- Inventory
Select radio button to view Inventory availability.
- On Hand
Displays the current Quantity on Hand value.
- Allocated
Displays the quantity allocated to current Sales Orders and/or Work Orders in the system. An Item is considered allocated to a Sales Order if a Sales Order Line Item exists for the Item—and that Line Item has not yet been issued to Shipping. An Item is considered allocated to a Work Order if the Item is a material requirement—and the material has not yet been issued to the Work Order. Once the current Sales Order Line Item is saved, the "Allocated" value will increase by the quantity ordered.
- Unallocated
Displays the Quantity on Hand remaining after allocations have been accounted for, as in: QOH - Allocated Qty. = Unallocated Qty.
- On Order
If the Quote Item is a manufactured Item, the quantity ordered by current Work Orders will be displayed. If the Sales Order Item is a purchased Item, the quantity ordered by current Purchase Orders will be displayed.
- Available
Displays the available quantity. Available quantity is determined using the following formula: Unallocated Qty. + On Order Qty. = Available Qty.
- Lead Time
Displays the Item Site Lead Time for the specified Line Item.
Tip
The "Show Availability" feature can be turned on or off by default at the system level. If the feature is turned on, the Availability totals will display only after a Scheduled Date has been entered for the Line Item.
- Create Work Order
If the Line Item is a manufactured Item, select this option to automatically create a Work Order for the specified quantity. For make-to-order manufactured Items, this option will be selected automatically. A Work Order will be created to meet the Sales Order demand once you save the Line Item to the Order. An Item is designated as make-to-order if the "Stocked at" flag on the Item Site master is not selected. A Work Order created automatically from a Sales Order Line Item will assume the same Order Number as the Sales Order the Line Item is associated with—even if that Order Number has already been used by a previous Work Order.
Note
For purchased Items, the option "Create Purchase Request" will appear instead. The displayed fields will resemble the fields shown when "Create Work Order" is visible. One difference is you will be given the option to override the purchase Price for the Line Item. If used, this one-time override will replace any Item Source Price(s) when the Purchase Request is converted to a Purchase Order Line Item.
- Supplying Site
Specify the Site a corresponding Work Order would be supplied from. Work Orders may only be created for manufactured Items having a supplying Site. Sites designated as "Supplied at" Sites in the Item Site master for an Item are considered supplying Sites. If no supplying Site exists for an Item, a Work Order may not be created for the Item.
- Dependencies
Select radio button to review any components dependent on manufactured line Item.
- Show Dependencies as Indented BOM
Displays components Items associated with sold manufactured Item in a nested list with a plus ("+") sign located to the far left of the screen next to each line that may be expanded to lower levels. By clicking your mouse on a plus sign, you reveal lower levels of information related to the Line Item.
To the far right of the screen, the following buttons are available:
- CLOSE
Closes the screen without creating a new Quote Line Item, returning you to the Quote header.
- SAVE
Creates the new Quote Line Item and adds it to the list of Quote Line Items. If "Create Work Order" is specified, the associated Work Order will also be created.
- PREVIOUS
Select to view previous Line Items associated with the Quote.
- NEW
Select to create a new Quote Line Item.
If an Item has Characteristics associated with it, you have the option of linking those Characteristics to a Sales Order Line Item. And, in the case where Sales Order demand automatically generates either a Purchase Request or a Work Order, the Characteristics defined here will be inherited by those subsequent Orders.
Tip
You can link Characteristics and Values to an Item by using the Item master. Once entered, these Characteristics and Values will be available to users entering Sales Order Line Items.
To associate Characteristics with a Quote Line Item, select the "Item Characteristics" tab at the bottom of the screen, as shown below:
When selecting or editing Characteristics for a Quote Line Item, you are presented with the following options:
- Name
Displays the name of any Item Characteristics associated with the Item. Characteristics defined as Item Characteristics may be associated with Items on the Item master.
- Value
Displays the default Value associated with an Item Characteristic, but permits you to specify an alternate Value. When associating Characteristic Values with a Quote Line Item, you have four options: 1) Select the default Value; 2) select an alternate pre-defined Value; 3) manually enter a new Value in place of the pre-defined Value; or 4) make no selection. Making no selection means the Characteristics will not be associated with the Quote Line Item.
- Base Price
If the Quote Item is a configured Item (i.e., Job or Reference Item), the "Base Price" option will be shown. Characteristics associated with configured Items may have additional List Prices associated with them. As a result, when Characteristics are added to a Quote Item, the overall Price of the Item may increase. The Base Price shows the Price before any Characteristic List Prices have been added to the Net Unit Price. To learn more about adding price Characteristics to configured Items, see Section 2.1, “Enter New Item”.
To view Costs or adjust Tax information for a Quote Line Item, select the "Detail" tab at the bottom of the screen, as shown below:
When viewing Costs or adjusting Tax information for a Quote Line Item, you are presented with the following options:
- Unit Cost (Inv. UOM)
Displays the Standard Cost per unit based on the Inventory Unit of Measure.
- List Price
Displays the sales List Price per unit.
- Customer Price
Displays the Price given to the specified Customer. Special Customer Prices can be set for individual Customers or Customer Groups by using a Pricing Schedule.
- List Discount %
Displays the percentage discount off the List Price. Indicates the difference between the List Price for an Item and the Net Unit Price as a percentage. This is the margin between the Net Unit Price and the List Price.
- Tax
The following Tax options are available, should you need to override the Tax Selection settings for the Line Item:
- Tax Type
Specify the Tax Type for the Sales Order Item.
- Tax
Displays the amount of Tax to be charged for the Sales Order Line Item quantity. To get a detailed view of the Tax calculation, click on the Tax link using your mouse.
To enter Notes related to a Quote Line Item, select the "Notes" tab at the bottom of the screen, as shown below:
When adding Notes related to a Quote Line Item, you are presented with the following options:
- Notes
This is a scrolling text field with word-wrapping for entering general Notes related to the Quote Line Item.
Tip
If a Quote Item is marked to create a Work Order, the Production Notes for the created Work Order will contain the Quote Number, the Customer Name, and any additional Quote Line Item Notes.
To add Comments related to a Quote Line Item, select the "Comments" tab. The following screen will appear:
Note
Whenever Quote Line Items are created or their quantities are changed, the system will automatically generate a Comment, which will appear in the list of Line Item Comments.
When adding or reviewing Comments, you are presented with the following options:
- Verbose Text
Select to display all Comments in the list in an expanded view which includes the entire text of each Comment. To edit a Comment, simply select the "Edit" link next to the Comment. That link will not be shown for Changelog Comments, which can't be edited. If the "Verbose Text" option is not selected, the Comment list will display only header level information for each Comment.
- Comments
Display lists Comments related to the record.
To the far right of the screen, the following buttons are available:
- NEW
Opens screen for creating a new Comment.
- VIEW
Highlight a Comment and then select this button to reach a read-only view of the "Edit" screen.
- EDIT
Enables you to edit highlighted Comments—as long as the Comments are not "ChangeLog" Comments. ChangeLog Comments are system-generated and may not be edited. The edit screen is the same as that for creating a new Comment—except that when editing, the fields will contain Comment information. Double-clicking on a Comment will also bring you to the editing screen.
To enter a new Comment, select the NEW button. The following screen will appear:
- Comment Type
Select a Comment Type from the drop-down list to classify the Comment. This is a required step. Comment Types may be system-defined (i.e., "ChangeLog" and "General") or user-defined, as described in Section 13.13, “Comment Types”. Once you have specified a Comment Type, begin typing your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without creating the Comment, returning you to the previous screen.
- SAVE
Creates the Comment and adds it to the list of Comments.
- SHOW MORE
Select to show the complete list (i.e., "thread") of Comments associated with the record. To hide the list, simply select the SHOW MORE button again. The Comment thread will show the most recent Comment first.
To define an alternate Cost of Sales Account for a Sales Order Line Item, select the "Accounting" tab at the bottom of the screen, as shown below:
When defining an alternate Cost of Sales Account for a Sales Order Line Item, you are presented with the following options:
- Alternate Cost of Sales Account
Specify an alternate Account to be used for the Cost of Sales. The Account you specify will be used instead of the typical Account pre-defined in the Sales Account Assignments.
To enter the net Unit Price for a Quote Line Item, select the browse button located to the right of the "Net Unit Price" field. The following screen will appear:
When entering the net Unit Price for a Quote Line Item, you are presented with the following options:
- Customer #
Displays the Customer associated with the specified Quote. The name of the Customer will also be displayed.
- Item Number
Displays the Item Number associated with the specified Quote Line Item.
- UOM
Inventory Unit of Measure.
- Quantity
Displays Line Item quantity specified on previous screen.
- Items
Display lists available pricing for the specified Quote Line Item.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without entering a Price, returning you to the previous screen.
- SELECT
Highlight a Price from the list of Prices, then select this button to enter the Price in the "Net Unit Price" field on the previous screen.
To view a list of Quotes, select the "List Quotes" option. The following screen will appear:
Note
Quotes may not be converted to Sales Orders for Customers whose credit status is either "On Credit Warning" or "On Credit Hold." Only users with special privileges may override these credit settings.
When displaying a list of Quotes, you are presented with the following options:
- All Sites
Select to display Quotes for all Sites.
- Selected
Specify Site whose Quotes you want to display.
- Show Quotes for Prospects
Select to include Prospect Quotes in the list. While Quotes may be created for Prospects, you cannot convert a Prospect Quote to a Sales Order without first converting the Prospect to a Customer.
- Show Expired Quotes
Select to include expired Quotes in the display.
- Sales Orders
Display lists Quotes, using the specified parameters.
To the far right of the screen, the following buttons are available:
- CLOSE
Closes the screen, returning you to the application desktop.
Highlight a Quote, then select this button to print a copy of the selected Quote. If the Customer or Prospect specified on the Quote has an EDI Profile attached or the Prospect has an email address, you may encounter an EDI processing interface when printing the Quote.
- CONVERT
Select to convert a Customer Quote to a Sales Order. All Quote Line Items must have valid Item Sites for a Quote to be converted successfully. Also, you may not convert Quotes written for Prospects.
Note
By default, the Quote Number will be assumed by the Sales Order when a Quote is converted to a Sales Order.
- NEW
Opens screen for creating a new Quote.
- EDIT
Enables you to edit highlighted Quotes. The edit screen is the same as that for creating a new Quote—except that when editing, the fields will contain Quote information. Double-clicking on a Quote will also bring you to the editing screen.
- VIEW
Highlight a Quote and then select this button to reach a read-only view of the "Edit" screen.
- DELETE
Highlight a Quote and then select this button to remove the Quote from the list.