Quotes/Sales Order/sales invoice

Quotes/Sales Order

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

Conversion of Quotes to Sales Order

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 Order

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.

Sale Invoice

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.

Apply to sales:

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.