Sales Quotes or Sales Quotations are an important document in the Sales cycle. Whenever a customer buys any items or services, the first thing he would ask is to send a “Sales Quotes”. Sales Quotation contains all the details of Products, Quantity, Unit price or Services thats provided etc.
Further to this, the customer / prospects would begin the negotiation works. So a Sales Quote should provide the below functionality to any customer.
- Capture the customer requirements.
- Collect the Product or services details. In case of a customised solution, you would need to describe all the specifications, acceptance criteria etc.
- Define the payments terms like – “100% advance” or “50% advance and remaining after the delivery” etc.
- Define and add the “Terms and Conditions” that are specific to this customer.
- if you want, you can update the same Sales Quote and change the VERSION NO to next one. This makes a new Sales Quote with new version number.
In ACTouch ERP, you can create Sales Quotes of 2 types.
- Sales Quotes – Inventory – Here its mainly for Products and its quantities.
- Sales Quotes – Services – For Services.
Please make sure, you completed the Sales Settings
Create a Sales Quotes – Inventory / Services
Creating a Sales Quotes for inventory or Services item has a basic difference of adding LINE ITEMS and the details. Rest of the fields and the details are same as before.
Step 1 – Select the ORDER TYPE = INVENTORY / SERVICES
This will show the respective screen to enter the details
Step 2 – Select the customer and his detail, Date of the Quote, Whats the validity of the quote etc.
Main screen is as below.
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Field details are as below.
Field ID | Field Name | Mandatory? | Field Description and how it helps? |
---|---|---|---|
Site ID | Branch Name | No | If you are using Multiple Branches feature then this FIELD appears. Multi Branch / Sites is a feature that can help to make separate document for each SITE / Branches. |
SQ Number | Sales Quote No | Yes | This is the Sales Quote number, a unique number to recognize the document. This is either auto generatedManually you can create. |
SQ Rev No | Sales Quote Revision NO | Yes | By Default its “1” It gives client a flexibility to create the version when they change the data. |
Validity | Valid Duration | No | Select the Validity to ensure the duration for Quote Validity. |
SQ Date | SO creation Date | Yes | Effective Date of transaction |
SQ Currency | Currency of Document | Yes | It is the currency used for SQ for Transaction. This is also called “Document Currency”. |
Quotation Due Date | Quotation due date | Yes | This is the date by which the Quotation will expire. |
Customer ID | Customer ID | Yes | It is a unique identification number given to each Customer in ACTouch ERP |
Customer Name | Customer / Party Name | Yes | Customer Name / Business name. |
Shipping Address | Shipping Address | Yes | This is the address of the customer where the particular product has to be delivered to. |
Order reference | Purchase/sales order number | No | This is Customer’s Order Number (for reference) |
Sales Quotes – Line Details
Here we are showing the details of a “Sales Quotes – Services”. In the case of the Inventory, you will have the product details, Quantity to SELL and UNIT PRICE. Rest of the data is same.
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Line details as below (please note the details of a “Sales Quotes – Services” been shown)
Field ID | Field Name | Mandatory? | Field Description and how it helps? |
---|---|---|---|
Service Description | Service Description | Yes | It is the description about the Services that’s delivered. |
Service Category | Accounts to which service is booked | Yes | This is picked from Accounts master. When you select an Account, we book the service revenue to this account. |
Service Price | Service Price | Yes | It is the Unit price of the Service. |
Discount | Discount on LINE level | No | Apply the line level DISCOUNT for the Customer, if any. |
Tax incl. | Inclusive of Tax | Default = No | Tax include – Yes or No. This feature is used for the MRP types of Products where the TAX is ADDED with UNIT price. So we should show the Basic Product Amount + Taxes Separately. |
Tax amount | Tax Amount | No | Please select the TAX CODES that are RIGHT for the PRODUCT. If you have setup these data in Product Master, then ERP will pick from there directly. |
Total | Total Amount | Yes | This is the Total amount of the line item excluding TAX AMOUNT |
SAC Code | HSN Codes | No | HSN Codes for the Product that are provided by Government. |
Shipping Mode | Mode of Delivery | No | How the service would be delivered. |
Terms And Conditions | Business Terms And conditions | No | It’s the General Terms and Conditions for the Delivery etc. If you can also make templates and use it. |
Memo | Additional information | No | You can add more Information about the Sales Order. |
Payment terms | Payment terms | No | These give us the details about payment terms between the two Parties that they have agreed on. You can define multiple “Payment Terms” in Master and use them. |
Payment Terms Description | Payment Terms | No | This is description of Payment terms. |
Sub Total | Total price | Yes | Subtotal of the Order. |
GROSS / Cash Discount | Discount on the total Payment | No | It’s the Overall discount on the Order. Two types Cash Discount – You can give the Discount in “Amount” only.Trade Discount – You can give either in “%age“ or in “AMOUNT” |
Total before tax | Amount before tax | Yes | It’s the Total amount without Tax amount |
Total tax | Tax amount | Yes | It’s the total Tax on the line items. |
Round off | Rounded off amount | No | Enter the Amount, if you want to change it. Its small amount that can be added or removed from the TOTAL AMOUNT to round-off. |
Total | Total Amount of the Order | Yes | This is the total Order amount after rounding off. |