Order Entry - Quotes

ORDER ENTRY – QUOTES

This process maintains details of Quotes to Customers for the potential sale of Goods.

Details kept include, Delivery and Quote to details, quote action, Product Codes, Order Quantitiesand prices and overall Quotation Value.

Fields indicated as mandatory (Red Label) require data input where the other fields indicated with a Black Label do not necessarily require input, but any default entries in any of these field can be changed if necessary.

To access Help for all fields – position cursor in the field and press F1 or click on Help button.

To access Search for fields that have Search available – position cursor in the field, Click on Search Button, or right click and select Search option.

QUOTATION ENTRY SCREEN

  • Quote No – This is automatically assigned unique number used to identify the Quote in the system.
  • Deliver to – Enter the Customer Code that this Quote is being delivered to.

After you enter the Customer Code, a number of the fields on this screen will be populated with details from the Customer Master file. You can change any of these details if required or simply leave the default details.

Additional buttons for the Products and Special Charges screen will also appear.

  • Name – This is the name associated with the Deliver to Customer Code.
  • Address – This is the Address of the Deliver to Customer Code being referenced here.
  • Suburb – This is the Suburb of the Deliver to Customer Code being referenced here.
  • State – This is the State Address of the Deliver to Customer Code being referenced here.
  • Post Code – This is the Post Code for the Suburb / State of the Deliver to Customer Code.
  • Quote to – Enter the Customer Code that this Quote will be charged to. It can be different to the Deliver to, but in most cases it will be the same.
  • Valid to Date – This will default with a date in the future depending on the Option set by – Quote Validity in oeParam – OE Param A screen.

This option can be set to however many days you require.

  • Quote Date – This will default to today’s date but can be changed if necessary.
  • Customer Reference – If the Customer provides a Customer Order Number, enter it here, otherwise leave this field blank.
  • Our Reference – Can be used as an internal reference.
  • Reference - May be printed on the quote – so can contain a message like, as per telephone conversation.
  • Attention. This information will default with details from the armCustomers process for Quote to Customer or alternatively enter the name at the Customer location that this quote is being prepared for
  • Email – This will default with the email address entered in the armCustomers process for the Quote to Customer or alternatively you can enter the email address here.
  • Phone No – This will default with the phone number entered in the armCustomers process for the Quote to Customer or alternatively enter Customer’s phone number here that this quote is being prepared for.
  • Mobile No – This will default with the Mobile No entered in the armCustomers process for the Quote to Customer or alternatively enter the Customer’s Mobile Number here that this quote is being prepared for.
  • Fax Number – This will default with the Fax Number entered in the armCustomers process for the Quote to Customer or alternatively enter the Customer’s Fax Number here that this quote is being prepared for.
  • Deliver by – Select the delivery method that the goods on this quote will be delivered by.
  • Analysis – Can be used for reporting on the Analysis of Quotes.
  • Quoted By – Select the name of the person who prepared the Quote.
  • Salesman – Select the name of the person who is creating the Quote. This may be the same as the Quoted By but can be different if you have a Sales Rep who might prepare the Quote, but another person actually enters the Quote into the system.
  • Trade Discount – This is the trade discount percentage that is normally given to your customers. This discount amount is not dependent on the time taken for the customer to pay for the order. Enter the Discount percentage here, or leave blank if you do not give Trade Discount.
  • Delivery Instruction& notes –Enter any Delivery Instructions and Notes that might be applicable to this quote here. This field can be left blank if there are no delivery instructions and notes applicable for this quote.

Alternatively, these details can be set up in the armCustomers process for the Deliver to CustomerCode.

PRODUCTS SCREEN

It is on this screen where you enter the details of the Products being included in this Quote.

  • Product Code– Enter the code for the Product that is being quoted on. Product Codes must exist on the system.

If a Product Code does not exist:

  • Position cursor in the Product code field.
  • Right click with the mouse.
  • Select the Maintain option.
  • You are then taken to the inmProduct - Product Maintenance process where you can create an entry for the Product being quoted.
  • Save the details.
  • Exit and return to the Quote process.
  • Enter the Product Code just created.
  • Order Qty – Enter the physical quantity of the product being quoted on.
  • Override Reason – May give you the choice to over ride the price of Products. This field is controlled by the setting in Order Entry Parameters – Record price over-rides.

If this parameter switch is checked (set to Yes), when you get to this option in Quote, you will be required to enter a Price Override reason (set up in the process Over Ride Reasons). You may also be required to enter a password – because the Override reason has been set up with a password. Only after you have entered the password will you be allowed to override the price of this product.

If this parameter switch is not checked (set to No) this field will be skipped and you will not be able to over ride the price for any product.

  • Unit Price – This is the unit price for the nominated product. This price may be over ridden if you have Record Price Over rides set to Yes in Order Entry Parameters, and you have entered a valid Price Over ride reason (together with the correct password if required).

If the Record Price Over rides is set to No, you will not be able to change this field. The price will default with Unit Price from the Product Maintenance entry for this product.

  • Discount % - Will only be asked if you have Record Price Over rides set to Yes, and you have entered a valid Price Over ride reason (together with the correct password if required).

May default with a Discount % if this product is included in anyspecial pricing that may have beenset in the Price Matrix Menu.

  • Tax Rate –Will default to tax rate as set in Product Master File – Cost and Selling – Sales Tax option.
  • Extension – Will be the extended price for this line of the Quote. This is a display field and can only be changed by adjusting the Quantity, Unit Price, Discount % or Tax Rate.

If there are more lines to add to this Quote, Click on the + button at the bottom of the table.

Continue to enter the details for any remaining Products being quoted here.

LINE DETAILS SECTION

The information displayed in this section on screen, will be the information related to the Product code that has been selected on each line of the table. The Product Code and Description together with Generic Product, Tax, and Price Per, Line Weight, Line Volume, Unit and Unit Cost are displayed for each line of the Quote. This information defaults with the details from the Product Maintenance entry process in the Inventory Maintenance Menu.

QUOTE TOTALS

The information displayed in this section on screen is simply the Totals for the current Quote.


QUANTITY FIGURES

The Quantity figures displayed in each of these areas areEnquiry fields that can be zoomed into to show details relevant for each product.

  • Position cursor over field eg. Qty Allocated.
  • Left click with your mouse.
  • You will then be taken to the Enquiry Screen for Allocated Inventory (as an example) for this product.
  • Click Exit button to return to quote process.

SPECIAL CHARGES SCREEN

This screen allows you to record any special charges that might be applicable to the Quote. Eg. Freight.

Any special charges that display in the Table on this screen are set up in Order Entry and Invoicing Parameters, Screen OE Param B.

If you do not wish to record any Special Charges, you can leave the entry fields on this screen blank.

If you do wish to record Special Charges here:

  • Select the appropriate Tax Code relevant to each special charge.
  • Enter the amount of the charge relating to each row of this table,

Click Save button.

Click Printto produce a hard copy of the Quotation Entry.

Page 1 of 7