You may need to produce a quote for your debtors (customers / clients). When the quote is accepted, you may confirm the quote (convert the Quote to an Invoice). 

Quotes cannot be updated (posted) to the ledger and it generates no transactions. But, once the Quote has been converted to an Invoice, the Invoice can be edited (if necessary) and updated (posted) to the ledger.

The following options is available to convert Quotes to Invoices:

Options to create / edit Quotes:

  1. New - On the “Quotes” screen, click the New button. Select a debtor (customer / client) account on the "Debtor accounts" list screen.
  2. Edit - On the “Quotes” screen, click the Edit button.
  3. Copy -  "Documents → Copy document" or "Documents → Copy to → Quotes" option on context menu (right-click). 

Unposted Quote entry form

The sections and fields of the Quote form, is as follows:

  1. Document header:
    1. Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Default ribbon. All documents matching the reference will be listed. 
    2. Salesperson - Select a Salesperson. This field is to show who handled the Quote. The salespersons are used for reports and to filter and search documents. 
    3. Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents. 
    4. Date - By default, the system date will be displayed. You may enter or select any other date.
    5. Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected debtor (customer / client) account.  
    6. Postal address - The postal address as entered for the debtor (customer / client).
    7. Delivery address - The delivery address as entered for the debtor (customer / client) on the Delivery address tab.
    8. Message - The message, as entered in Setup → Documents setup - Quotes tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file. 

Message line 3 - Reference document numbers converted or copied document(s). 
    1. Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the debtor (customer / client).
    2. Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.
    3. Status - Open, Confirmed and Posted.
  1. Document lines:
    1. Item no. - Select a stock item. 

Options to select stock items: 

  • Stock item lookup - Use the down arrow key to launch the Stock lookup.
  • + Open Fast add 
  • Enter the stock code, bar code or serial number in the document footer.

The following stock item types may be selected to process Sales documents (Quotes, Invoices and Credit notes): 

If the Financial entry stock item type is selected, the Accounts lookup screen will be displayed. The description of the selected account will be displayed. You may overtype this. 

If Abbreviation definitions were set in the Batch entry menu (F9:Process), you may enter a character (or more) to auto-complete a description in the document line. 
    1. Remark - You may also click on the + (before stock item code) to add a remark (additional information) for a stock item. This remark will be printed before the comment (if added) on document layout files. 

Remarks are similar than comments. You may click on the + icon (before the stock code) to add a remark for the stock item. 

You may select Expand to show remarks or Collapse to hide remarks on the context menu.
    1. Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.

Search (Investigator) 

  • Comments entered in document lines are searchable.
  • Remarks is not searchable.
    1. Order - The default quantity is 1. You may overtype the quantities.
    2. Ship - The default quantity is 1. You may overtype the quantities.
    3. Unit price -  If up to three (3) selling prices have been entered in in the Selling price field for the selected stock item, the selling prices will be listed. The default selling price will be selected for the Set of Books or the selling price set as default for the selected debtor (customer / client) account. You may select any of the three (3) selling prices for the item.  Selling prices Exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or Inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active. 

Selling prices 

If you have entered up to three (3) sales prices for a stock item (inventory / product), the selling prices will be listed when you focus in the “Unit” (amount) column. 

You can set the global default selling prices 1 / 2 / 3 in the Setup → Stock information (Setup ribbon) which will apply to all debtors (customers / clients). 

You can also set the default selling price 1 / 2 / 3 in the Debtors - Accounting information tab (Default ribbon) which will apply to a specific debtor (customer / client).
    1. Discount - You may enter the discount percentage for the item. 
    2. Amount exclusive - This will is the quantities in the Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price. 

You may use the F11: Copy feature to copy the document transactions / comments from an existing document. 
  1. Document footer:
    1. Fast add item (code / barcode / serial) - Enter the stock code, barcode or serial number. Press enter to add the item to the document lines.
    2. Current balance - The balance of all posted and unposted documents for the debtor (customer / client). 
    3. Available - The available balance is calculated as the Credit limit minus the Current balance. When processing documents, and the credit limit is exceeded, a warning message will be displayed. 
    4. Credit limit - The credit limit as entered for the debtor (customer / client) on the Accounting information tab.
    5. Std disc% - Standard discount percentage is only applicable to debtor (customer / client) accounts. The discount percentage as entered for the debtor (customer / client) in the Customer discount field on the Accounting information tab. 
  1. Click on the OK button. 

By default, a confirmation message will be displayed.

“Do you wish to print this quote?”

You may turn this feature off by selecting the "No print confirmation" option on Stock information (Setup ribbon).
  1. Click on the Yes button to print the Quote.          

Printed : Quote

An example of the printed "Quote", is as follows:

This example is based on the "Layout file". You may select other available layout files.