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Sales quotation conditions

Menu path

Go to CRM ➔ Entries ➔ Quotations, and then click Open or New. Next, click Conditions at the Quotations screen.

Introduction

This document provides the information on how to create invoices and make prepayment for sales quotations. Furthermore, additional information for sales quotations can be defined.

Fields

A list of options appears if you click in the Extra description box, Cost center box, and other boxes. From the list, make your selection and click Select.

Payment data

Currency

Type or select a currency code for the invoice to be generated. By default, the currency code displayed is based on the Currency defined for the invoiced debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant invoiced debtor, and then click Open) under the Financial tab in the General section. This is mandatory. You can define the currency rate (the box will be enabled) if you have selected the Variable exchange rate text box at the currency maintenance (go to System ➔ General ➔ Countries ➔ Currencies, select the relevant currency, and then click Open, under the General tab).

Note: You can create currency entries at System ➔ General ➔ Countries ➔ Currencies.

Payment condition

Type or select a payment condition code for the invoice to be generated. By default, the payment condition displayed is based on the Payment condition defined for the invoiced debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant invoiced debtor, and then click Open) under the Financial tab in the General section. This is mandatory.

Note: You can create payment conditions at System➔ General ➔ Countries ➔ Payment conditions.

Credit line

Click this to view all the invoices and payment history of the invoiced debtor.

Match

Click this to match the prepayment made for the sales quotation with the generated invoice (the invoice for the prepayment), and to print the generated invoice. There are several steps you have to take to enable this button.

Firstly, create a prepayment for the sales quotation by clicking Prepayment. A new payment term will be displayed in the Payment term box after prepayment has been created. Select the created prepayment payment term from the Payment term box, and click Create invoice to generate an invoice for the prepayment (the sales quotation has to be authorized before invoice can be generated unless authorization of the sales quotation is not required).

After the invoice has been generated, click Match to print the generated invoice and click Close to exit. For more information on printing of invoices, see Printing and processing invoices. Click Match again to match the prepayment made for the sales quotation with the generated invoice. For more information on the matching of payments with invoices, see Overview of entries to be matched.

Note: This button is enabled only if a prepayment has been made for the sales quotation and the sales quotation has been authorized (unless authorization is not required), and the employee will need to have invoicing rights defined at the resource maintenance (go to HR ➔ Human resources ➔ Maintain, select the relevant resource, and then click Open), under the Rights tab. Also, matching can be completed only if an invoice has been generated for the prepayment, and the generated invoice has been printed and processed.

Prepayment

Click this to make partial payment for the sales quotation. For more information, see Prepayment for sales orders, service orders, and sales quotations.

Note: This button is enabled only if prepayment has not been made for the sales quotation. Also, a message “Already authorized” will be displayed if the sales quotation has been authorized. Click Continue to remove the authorization or Cancel to exit.

Edit

Click this to edit the selected payment term. For more information, see Creating and maintaining payment conditions for sales orders, service orders, and sales quotations.

Note: A message “Already authorized” will be displayed if the sales quotation has been authorized. Click Continue to remove the authorization or Cancel to exit.

Delete

Click this to delete the selected payment term.

Note: A message “Already authorized” will be displayed if the sales quotation has been authorized. Click Continue to remove the authorization or Cancel to exit.

Create invoice

Click this to generate an invoice for the selected payment term. For more information, see Creating invoices in sales order, service order, and sales quotation conditions screen.

Invoice schedules

Click this to create different payment terms for quotation lines with different fulfillment dates. For example, if the fulfillment for Item A is on January 20, 2008 and the fulfillment for Item B is on January 21, 2008, two payment terms will be generated.

Note: This button is enabled only if the sales quotation is authorized (unless authorization is not required). Authorization of sales quotations can be defined by selecting the Authorize quotations check box at System/General/Settings under Order settings in the Quotation section.

Quotation data

Description 1/2/3

Type the description(s) to be printed on the sales quotation.

Note: The description(s) will be printed only if the layout for Description 1, Description 2, and/or Description 3 are defined for sales quotations at System ➔ General ➔ Settings under Document settings in the CRM section.

Extra description

Type or select the extra description item code to be printed on the sales quotation. By default, the extra description displayed is based on the Extra description defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant invoiced debtor, and then click Open) under the Financial tab (under the General section for the Advanced mode) or Logistics tab (under the General section for the Simple mode).

Note: The extra description will be printed only if the layout for Extra description is defined for sales quotations at System ➔ General ➔ Settings under Document settings in the CRM section. For more information, see Documents settings. Furthermore, the extra description can be created only at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant invoiced debtor, and then click Open) under the Financial tab (under the General section in the Advanced mode) or Logistics tab (under the General section in the Simple mode).

Apply shipping charges

Select this check box to define that the charges for shipment via E-Shipping Manifest Integration will be invoiced to the customer. When you copy a quotation to another quotation and when you process a quotation to a sales order, the Apply shipping charges attribute will copied to the new quotation or sales sorder.

Note: This check box is available only if you have the SE1343 – E-Shipping Manifest Integration and SE1200 – E-Order licenses. This check box can be edited only if the quotation linked to a shipping method with the Use shipping manifest attribute and when the quotation is not shipped yet. For more information, see Creating and maintaining shipping methods . The check box cannot be edited once the quotation is partially or fully shipped to ensure that the shipment will be charged accordingly.

Partial delivery allowed

Select this check box if the items in the sales quotation can be delivered partially. By default, this check box is selected based on the selection at Partial delivery allowed defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant invoiced debtor, and then click Open) under the Financial tab (in the Sales order – Invoice section for the Advanced mode) or Logistics tab (under the General section for the Simple mode).

Apply: Linked charges

Select this check box to include the amount of the linked phantom items in the sales quotation. This phantom item is used for environmental tax and the amount will not affect the total amount of the sales quotation.

Invoice method

Select the required invoicing method for the sales quotation.

Fixed – Select this to invoice the debtor a fixed amount based on the amount stated in the sales quotation. For example, the sales quotation contains two units of Item A but three units of Item A are realized. The invoice for the amount of two units will be generated.
Time & Material – Select this to invoice the debtor based on the number of realized units. For example, the sales quotation contains two units of Item A but three units of Item A are realized. The invoice for the amount of three units will be generated.

By default, the invoice method is displayed based on the Invoice method defined at System ➔ General ➔ Settings under Order settings in the Entry section.

Note: This box is enabled only if the invoice(s) has not been generated for the sales quotation.

Sales employees

Select this button to view or maintain the sales employees linked to the sales quotation and edit the sales commission percentage.

Note: This is available only if you select the Use sales commission check box in the Sales commissions section of Order settings. For more information, see Order settings.

Analytical group section

Cost center

Type or select the cost center of the resource who is in charge of the sales quotation. By default, the cost center is displayed based on the cost center the resource was assigned to at System ➔ Finance ➔ Cost centers/units ➔ Cost centers under the Resources tab.

Invoice code

Type or select the invoice code for the sales quotation. By default, the invoice code will be displayed once the invoice for the sales quotation is generated.

Note: You can create invoice codes at System/Logistics/Invoice codes.

Selection code

Type or select the selection code for the sales quotation. By default, the selection code displayed is based on the Selection code defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant invoiced debtor, and then click Open) under the Marketing tab (under the Miscellaneous section for the Advanced mode) or Logistics tab (under the General section for the Simple mode).

Note: You can create selection codes at System ➔ Logistics ➔ Selection codes.

Project code

Type or select the project for the sales quotation. By default, the project code is automatically generated once the sales quotation is saved (by clicking Close), and the generated project code is the same as the quotation number.

Note: The project code will be automatically generated only if the Generate project check box is selected at System ➔ General ➔ Settings under Order settings in the Entry section. This box is available only if you have E-Project in your license.

Gross weight

Type the estimated weight of all the items in the sales quotation to be printed on the sales quotation. By default, “0.00” is displayed.

Note: The gross weight will be printed only if the layout for Gross weight is defined for sales quotations at System ➔ General ➔ Settings under Document settings in the CRM section. For more information, see Documents settings.

Net weight

Type the total weight of all the items in the sales quotation to be printed on the sales quotations. By default, “0.00” is displayed.

Note: The net weight will be printed only if the layout for Net weight is defined for sales quotations at System ➔ General ➔ Settings under Document settings in the CRM section. For more information, see Documents settings.

Route

Type the number of routes to be taken from the warehouse to reach the debtor for the items in the sales quotation. This will be printed on the sales quotation.

Note: The number of routes will be printed only if the layout for Route is defined for sales quotations at System ➔ General ➔ Settings under Document settings in the CRM section. For more information, see Documents settings.

Packages

Type the total number of packages or items in the sales quotation to be printed on the sales quotation. By default, “0” is displayed.

Note: The number of packages will be printed only if the layout for Packages is defined for sales quotations at System ➔ General ➔ Settings under Document settings in the CRM section. For more information, see Documents settings.

Free fields

Click this to define analytical values for the sales quotation to be printed on all the sales quotations. For example, if free field 1 is used to indicate the container identification number of the shipment, this number can be printed on the sales quotation.

Note: You can define free fields at System ➔ General ➔ Free fields.

Note (Customer) section

Note (Customer)

Type a note for the selected debtor who requested for the sales quotation. By default, the note displayed is based on the Notes defined for the debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant ordered by debtor, and then click Open) under the Basics tab.

Note: Any changes made to the notes will be reflected in Notes at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant ordered by debtor, and then click Open) under the Basics tab.

Button

Project

Click this to view and/or edit the generated project of the sales quotation. You can also edit the project at the project maintenance (go to Projects ➔ Projects ➔ Maintain projects, select the relevant project, and then click Open). For more information, see Creating and Maintaining Projects.

Note: This button is enabled only if the Generate project check box is selected at System/General/Settings under Order settings in the Entry section. Also, the Project button is available only if you have E-Project in your license.

Close

Click this to exit.