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Quotes and Orders

Sohini Chakraborty
  • Updated

The Quotes and Orders feature allows you to set up a sales quote or order and manage them. The following links give the steps to set up and manage sales quotes and orders.

A new feature has been added that lets the user 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
To view or manage your plan subscription details at any time, click  at the 
top-right corner of the page.

Setting up Quote or Order

Steps

The description length has been updated to 500 characters for Payment Terms.

Quote

  1. Log in and click the required business.
  2. The Customers page appears. On the left panel, click Sales > Quotes & Orders.
  3. The Sales Quotes & Orders page appears. Click Add Quote.

    Tip

    Skip a few steps to move to the Sales Quotes & Orders page by doing the following.

    Move the cursor over and click Show More.

    From the quick menu, click +Quotes/Order

  4. The Sales Quote page appears. Set up the required information.
  5. To save the quote record, click Save.
    FIELD STEP
    QUOTE DETAILS heading
    CUSTOMER/PROSPECT To select the customer, click the search  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

    Quote setup date. It 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 heading: Enter the invoice and delivery addresses.
    Product To select a product, click 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 Product description is auto-filled. You may update the description.
    Quantity Product quantity.
    Price Price per unit is auto-filled based on the product settings. You may manually update the price.
    Discount % Discount, if any. It is auto-filled if you set up any default discount during customer record setup.
    GST % Applicable GST percentage.
    Account Account code is pre-configured. You may update it from the Advanced options.
    Net Amount Net quote amount.
    ADD PAYMENT TERMS Custom payment terms and conditions.
    NOTES Notes.

Sales Order

  1. Log in and click the required business.
  2. The Customers page appears. Click Sales > Quotes & Orders.
  3. The Sales Quotes & Orders page appears. To set up a sales order, click Add Order.
  4. The Sales Order page appears. Set up the following information.
  5. To save the quote record, click Save.
    FIELD STEP
    QUOTE DETAILS heading
    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

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

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 for the corresponding product record and click Advanced.
  2. The Transactions Details window appears. Update the information, as required and click Save.

History

  1. Go to the sales quote or sales order page and on the product details table, click for the corresponding product record and click History.
  2. The product history window appears. To view the product purchase history, customer-wise, click All Customers.
  3. The product history shows the product purchase history, customer-wise.

Viewing a Quote or Order

To view a quote or order details, on the Sales Quotes & Orders page, click anywhere on the row.

If you sort any column other than Date, then the Date column is also sorted accordingly.

Copying a Quote

You can quickly create a quote by copying an existing quote. Post copy, the new quote inherits most of the original quote details but you may change them.

Prerequisites

You need to a have at least one quote already set up.

Steps

  1. Log in and click the required business.
  2. The Customers page appears. Click Sales > Quotes & Orders.
  3. The Sales Quotes & Orders page appears. Click for the corresponding quote record and click Copy.
  4. The new sales quote page appears, details of original quote pre-populated. Retain or update the details and click Save.

Converting Sales Quote or Order to an Invoice

Quickly create an invoice from a sales quote or order in open status. Post conversion, the quote or order status is updated to Closed - Won.

Prerequisites

You need to a have at least one quote or order already set up.

Steps

  1. Log in and click the required business.
  2. The Customers page appears. Click Sales > Quotes & Orders.
  3. The Sales Quotes & Orders page appears. Click for the corresponding quote or order record and click Invoice.
  4. The sales invoice page appears. Retain or update the quote or order details and click Save.

Setting up a Product Order Dispatch Record

Set up a product order dispatch record so you can track the dispatch record later.

Prerequisites

You need to a have at least one sales order already set up.

Steps

  1. Log in and click the required business.
  2. The Customers page appears. Click Sales > Quotes & Orders.
  3. The Sales Quotes & Orders page appears. Click for the corresponding quote or order record and click Dispatch.
  4. The Goods Out page appears. While certain dispatch information are auto-filled, you may fill out the rest.
  5. To set up the dispatch record, click Save. 
    If the dispatch numbering is set to automatic assigning and you are setting the first 
    dispatch order record, you need to provide a unique number. Each subsequent dispatch 
    order create will be numbered sequentially.
  6. Note the product dispatch status has changed to Yes.
  7. To view the product dispatch history, click for the corresponding order record and click Dispatch History.
  8. The Dispatch History window shows the dispatch history.

Removing a Quote or Order Record

Steps

  1. Log in and click the required business.
  2. The Customers page appears. Click Sales > Quotes & Orders.
  3. The Sales Quotes & Orders page appears. Click for the corresponding quote or order record and click Remove.
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