Quotes are printed estimates for a possible sale
that can be presented to either a new prospect or recorded customer. You can also
set up expiration dates for entered quotes.
To go the Quotes window goes to task menu and from
Quotes/Sales Order select the Quotes…
When we click on
this the following window will be appear:
From the customer I.D select the customer for
which you are going to prepare Quotes…
Select the Date of issuing Quotation and then
choose the good through date on
which quotation is going to expire. Then enter the Quote # which is most important in entering Quotation.
You can enter the
customer purchase order number if it
is provided, otherwise leave it blank.
Now enter the
quantity required for the specific item
for which quotation is being made, select the
item from the item list as you do this the
description will automatically appear, and enter the
unit price of the item, the
total amount will be automatically
calculated. Select the
sales tax
code for this sale.
If you intend to charge freight for shipping this order, include an amount
in the
Freight field.
When you entered the information click on
save button.
NOTE: When you print or save a
sales quote, you do not actually update accounting information. The sale is
recorded and accounting information updated when you convert the quote to a
sales invoice
When customer has accepted a quote, you can then convert it to an actual
sale. To convert a quote to a sales order or to a sales invoice, select the
Convert button in the Quotes window
1-Click on the Open
button to see a list of created quotes and select the one to be converted.
2-Change the date
of the quotation.
3-Now click on the
convert button, a small window will be appearing which is following:
As you see in this
window 3 options are available you can convert quote into the sales/invoice or sales/invoice and print
now or sales order. As I want to convert into sales order I select sales
order and sales order # will be appear in the SO # field. Now click on OK to save the transaction. Once you convert a quote, it is no longer
displayed as a quote. But you can check it from sales order window.
Sales orders let
you enter items for a customer. Later, you can invoice and ship the items as they
become available in your inventory, tracking the backorders in the system
To open sales order
window go to task menu select Sales order from Quote/sales order.
Following window
will be appearing on your screen.
Enter or select the
customer I.D from existing customer
list by clicking on look up button.
Select the date on which sales order is issued and
in Ship by select the date on which
goods are required to deliver. Next most
important step is to enter the SO #
you can also enter purchase order number but it is not compulsory.
Now enter the quantity required for the selected item
you can select item from the existing item list, as you select the description will automatically appear,
enter the unit price the total amount will automatically calculated.
When you enter the
required data click on save button
to record the sales order.
You can see your
sales order which you entered by clicking on open button.
Note:
in above window you can see that we have option close SO below the sales order
number if you check this box than that
means that you close the sales order you
will not issue further sales order.
The sales invoice window is used to enter the
invoices of customers. To go on the sales invoice tab go to task menu and click
on Sales/Invoicing.
After clicking the
following window will be appear.
Select or enter the
customer I.D, the bill to and ship to will be automatically filled but you can
change it according to your requirement and data. If against the customer
selected had already issued a sale order, tab will shift to apply to Sales order and then you have
to select sales order # like shown below…
After selecting
sales order #, change the date and enter the invoice # which is most important.
And then enter the quantity on the shipped column Shipped
Shipped is the number of items that
you want to ship to the customer and include in this invoice.
The amount will be automatically
calculated by multiplying quantity with the unit price.
And then click on save button to
post the transaction.
If sales order was
not issued and you have to make direct sales invoice, then this tab will be
used.
In this you will
enter the required information and click on save button to post the
transaction.
You can see the
saved transaction by clicking on open button the following tab will be open:
And you can click
on the saved transaction to view this.