Exact Synergy Enterprise

Creating and modifying quotations

Menu paths

• Go to Modules > Customers > Entry > Entry > Quotation to display the Quotation: New page.
• Click New: Quotation or Quotation under Create in the left menu to display the Quotation: New page.
• Go to Modules > Customers > Reports > Quotations > Search to display the Quotations: Search page.
• Click Search: Quotations, or Quotations under Search in the left menu to display the Quotations: Search page.
• Click Quotations under the Monitor section on the account cards to display the Quotations page.
• Click Quotations under the Monitor section on the opportunity cards to display the Quotations page.
• Click the Quotations link or My quotations under My work in the left menu to display the My quotations page.

Introduction

Sales quotations are created when customers want to know the prices for certain items. Other relevant information in a sales quotation is the payment condition, discounts, expiry date of the quotation, and others. On this page, you can:

• create quotations,
• edit existing quotations,
• delete quotations,
• perform a mail merge based on the created quotation template,
• generate quotations through the Word Merge functionality, or
• convert quotations to sales orders in Exact Globe+.

Note: Information of the items in quotations, such as the descriptions and sales prices of the items, can be taken from Exact Synergy Enterprise or Exact Globe+. Sales prices of items retrieved from Exact Globe+ will take into consideration the discount given to the respective customer as listed in a price list or price agreement. In order to have the information of the items retrieved from Exact Globe+, you have to select the Back office item prices check box on the Accounts: Settings page.

Roles and rights

Anyone can create quotations. However, you can only modify quotations if you fulfil the following criteria:

• You are the owner of the quotation card.
• You are the manager of the owner to the quotation card.

Notes:

• For more details on function rights, go to Modules > System > Setup > Security > Function rights.
• For more details on roles, go to Modules > System > Setup > Security > Roles.

What version are you using?

The information in this document is applicable to product update 504 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create quotations?

1. On the My quotations page or Quotations page, click New, and then define the fields. Alternatively, on the Quotation: New page, define the fields.
2. Click Save, and then Close to exit.

Keep in mind: All fields with the “!” icon are mandatory.

How do I edit quotations?

1. On the Quotations: Search page, My quotations page, or Quotations page, define the search criteria, and then click Show.
2. Click the link of the required quotation in the Quotation number column. Make the changes.
3. Click Save, and then Close to exit.

How do I delete quotations?

1. On the Quotations: Search page, My quotations page, or Quotations page, define the search criteria, and then click Show.
2. Click the link of the required quotation in the Quotation number column.
3. Click Delete.
4. Click Save, and then Close to exit.

How do I view merged quotations?

1. On the Quotations: Search page, My quotations page, or Quotations page, define the search criteria, and then click Show.
2. Click the link of the required quotation in the Quotation number column.
3. Select the required quotation template at Template.
4. Click Open in MS Word.

Keep in mind:

• This button has been replaced with Generate Quotation from product update 250 onwards. However, it is still available by default for existing users moving to product update 250, and if the New Word Merge check box under the Word Merge section on the Document: Settings page has not been selected. For more information, see Setting up documents.
• An error message “Please select a template first” will be displayed if you click Open in MS Word before defining a quotation template. For more information, see How-to: Creating quotation templates.

How do I generate quotations?

1. On the Quotations: Search page, My quotations page, or Quotations page, define the search criteria, and then click Show.
2. Click the required quotation link in the Quotation number column.
3. Click Generate Quotation. For more information, see Creating letters with Word Merge on single processes and How-to: Generating quotations using Word Merge.

Keep in mind: This is only available if the New Word Merge check box under the Word Merge section on the Document: Settings page is selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, the Generate Quotation button will be displayed, replacing the Open in MS Word button.

How do I convert quotations to sales orders?

1. On the Quotations: Search page, My quotations page or Quotations page, define the search criteria, and then click Show.
2. Click the link of the required quotation in the Quotation number column.
3. Click Create sales order. For more information, see How-to: Converting quotations to sales orders in Exact Globe+.

Columns

This section allows you to define or modify information about the item(s) quoted, such as the item code and name (description), quantity, unit, sales price, discount percentage, discount amount, net amount, and others. To select items, press the F2 key. The Price list column is available only if the Back office item prices check box is selected on the Accounts: Settings page. For more information, see Defining account settings.

Item

Select one item or more for the quotation. To select the items, press the F2 key. Only items with the following criteria will be available for selection:

• Items with the Standard, Bulk issue, Labor hour, Machine hour, and Contract item types.
• Items with the Sales attribute.
• Items with the Active, Future, or Discontinued status.
• Items with a security level less than or equals to yours.

The item description is based on the country of the account, if the country-specific item description is defined for the item in the item card. However, if the country-specific item description is not defined for the item, the default item description World will be used.

Quantity

Type the number of quantity for the item in the quotation.

Note: You can also define a negative quantity. However, to be able to define a negative quantity, make sure the following criteria are met:

• Back office connection is set up.

• Exact Lightweight Integration Server (ELIS) is set up with Exact Word Merge Integrator add-on.

• Word merge template is set up at Modules > Document > Setup > Word Merge > Templates.

Unit

This column displays the units of measurement for the respective items.

Sales price

Type the sale price for the item in the quotation. By default, the sales price of an item is based on the country-specific unit price. However, if the country-specific unit price is not defined for the item, the default unit price World will be used. For more information, see Creating and modifying items. You can click Delete to delete the relevant item(s).

Notes:

• The number of decimal place for this value will follow the precision defined for the currency at Prices under the Precision section at Modules > Financial > Setup > General > Currencies.

• You can also define a negative sales price. However, to be able to define a negative sales price, make sure to do the following:

  • Back office connection is set up.

  • Exact Lightweight Integration Server (ELIS) is set up with Exact Word Merge Integrator add-on.

  • Word merge template is set up at Modules > Document > Setup > Word Merge > Templates.

Discount (%)

Type the discount percentage for one quantity of the item.

Note:

• If this percentage value is modified, the values in the Discount amount and Amount columns will be automatically re-calculated.
• If the value in the Amount column is manually changed to a value greater than the calculated amount, the percentage value in the Discount % column will become a negative value.
• The number of decimal place for this value will always be 2.

Discount amount

This displays the discount amount for each item based on the quantity defined. The value is calculated using the formula: Discount amount per item x Quantity.

Note:

• The value in this column can be edited only if the No discount check box is not selected under the Attributes section on the item card. For more information, see Creating and modifying items.
• If this value is modified, the values in the Discount (%) and Amount columns will be automatically re-calculated.

Amount

This displays the amounts of items for the respective lines. The value is calculated using the formula: [Sales price x (100 - Discount %) / 100] x Quantity.

Note:

• If this value is modified, the values in the Discount (%) and Discount amount columns will be re-calculated.
• The number of decimal for this value will follow the precision defined for the currency at Amounts under the Precision section at Modules > Financial > Setup > General > Currencies.

Related documents

• Creating and modifying company accounts
• Creating and modifying contacts
• Creating and modifying items
• Creating and modifying opportunity cards
• Creating and modifying entries for people
• Creating and modifying projects
• Creating letters with Word Merge on single processes
• Creating payment conditions
• Defining account settings
• How-to: Converting quotations to sales orders in Exact Globe+
• How-to: Creating quotation templates
• How-to: Generating quotations using Word Merge
• Modifying currencies
• Overview of quotations
• Searching for quotations
• Setting up documents
• Viewing recent documents