Printing sales quotations

Output section

Printer

Select this to print the sales quotation.

E-mail

Select this to send the sales quotation by e-mail to the debtor. In the field next to it, select Debtor, Delivery debtor, or Invoice debtor as the recipient of the e-mail.

Printer

Select a printer that you want to use to print the sales quotation. The selection available will be based on the form printer settings. For more information on form printer settings, see Form printer settings. If Default printer is defined in the form printer settings, the printer defined at Default printer at System ➔ General ➔ User settings, under the Output tab, will be used.

Note: This field is enabled only if the Printer option is selected.

E-mail (To:)

This is the e-mail address of the debtor who will receive the sales quotation. Depending on the selection in the E-mail field, the e-mail address can be that of the debtor, delivery debtor, or invoice debtor. By default, the e-mail address of the debtor selected at E-mail will be displayed, which is derived from the Quotations screen (go to CRM ➔ Entries ➔ Quotations, select the relevant sales quotation, and then click Open). However, you can type a new e-mail address here. If you want to send the delivery note to multiple e-mail addresses, insert a semicolon (;) between the e-mail addresses. This is mandatory.

Notes:

• Changes made to the e-mail address will not be reflected in the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant debtor, and then click Open) but the changed e-mail address will be reflected in the Address data screen (go to CRM ➔ Entries ➔ Quotations, select the relevant sales quotation, click Open, and then click the Address icon. If Delivery debtor is selected in E-mail, click the Address icon in the Delivery debtor field in the Quotations screen (go to CRM ➔ Entries ➔ Quotations, select the relevant sales quotation, and then click Open).
• This field is enabled only if the E-mail option is selected.

Subject

Type the subject of the e-mail. This information is mandatory. The debtor’s reference number, as defined in the sales quotation, is displayed below the Subject field.

Note: This field is enabled only if the E-mail option is selected.  

Long description

Type the content of the e-mail.

Note: This field is enabled only if the E-mail option is selected.

Covering letter

Type or select a covering letter code to attach a covering letter with the e-mail. This is available only if PDF is selected at Store attachment as in the General section of Documents settings and the Use multiple layouts check box is not selected in the Fulfillment section of Order settings. For more information, see Overview of layouts.

Options section

Quotation date

Type or select a date to be printed on the sales quotation. By default, the current date is displayed.

Define layout

This check box is not enabled for the printing of sales quotations.

Layout

Type or select a layout for the sales quotation. By default, the sales quotation layout displayed is based on the Quotations defined at System ➔ General ➔ Settings under Document settings in the CRM section. This is mandatory.

Note: This field is available only if you have not selected the Use multiple layouts check box at System ➔ General ➔ Settings under Order settings in the Fulfillment section. 

Collective layout

Type or select a collective layout for the sales quotations. This is mandatory. You can define collective layouts for sales quotation at System ➔ Logistics ➔ Layouts ➔ Multiple layouts for delivery notes. For more information, see Overview of collective layouts for logistics.

Note: This field is available only if you have selected the Use multiple layouts check box at System ➔ General ➔ Settings under Order settings in the Fulfillment section.

Number of copies

Type the number of copies (between 1 and 99) of the sales quotation that you want to print. This is mandatory.

Note: This field is available only if you have not selected the Use multiple layouts check box at System ➔ General ➔ Settings under Order settings in the Fulfillment section.

Free text line 1/2/3

You can type additional information for the sales quotation in the Free text line 1, Free text line 2, and Free text line 3 boxes. These boxes are enabled if the Free text lines check box in the To be printed section is selected.

To be printed section

Free text lines

Select this check box to add remarks to the sales quotation. Once this check box is selected, the Free text lines 1, Free text lines 2, and Free text lines 3 boxes in the Options section will be enabled.

Lines with quantity 0

Select this check box to include items with the quantity of “0” in the sales quotation.

Unmatched payments

Select this check box for cash payment or any other entries that are not matched to any invoice or payment (payment for the sales quotation has not been made).

Note: If this check box is not selected, only the total payment amount for the sales quotation will be displayed.

Preview

Click this to view the sales quotation before printing. 

Start

Click this to print the sales quotation.

Close

Click this to exit.