Defining sales quotation columns

Header section

Invoice debtor

Select this to show the Invoice to field and address in the quotations header.

Line section

This section refers to the columns in the quotation lines. If you want certain columns to be available in the quotation lines, select the relevant check boxes for the columns. For example, if you want Ordered column to be available in the quotation line, select the Ordered check box.

Description

Type a description for the item. By default, the description of the selected item displayed is based on the Description defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item).

Long description

The long description of the selected item displayed is based on the Text defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab. This column cannot be edited.

Extra description

The extra description of the selected item displayed is based on the Extra description defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab. This column cannot be edited.

Customer's item code

Type or select the customer's item code of the selected item.

Warehouse

Type or select the code of the warehouse where the selected item is stored. By default, the warehouse code displayed is based on the Warehouse defined in the quotation header. This information is mandatory.

Note: This check box is available only if you have the E-Warehouse Management license.

BOM version

Type or select the version of the Bill of Material for the selected make item. Alternatively, you can press F2 to view the versions available for selection.

Note: If the item selected is a make item and the order quantity is a positive value, this column is enabled for BOM version selection. Otherwise, this column will be disabled.

Price list

Type or select the pricelist of the selected item. If the item was selected by pressing the F4 key (in theItem column), the Sls. price of the item created at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab will be the default. Otherwise, if the item was selected by pressing the F2 key (under the Item column), by default, the pricelist displayed is based on the pricelist created for the item (at Order ? Price management ? Price lists) or the price agreement created for the customer (at Order ? Price management ? Price agreements). This information is mandatory.

Note: If a price agreement has been created for the customer in the quotation, the Price list for the selected item will be defaulted to the price agreement (only if the selected item is included in the price agreement). If there are three or more price lists for the item, a list of all the price lists for the item will be displayed for selection. If there is no price agreement for the selected customer or no price list is created for the item, the Price list will be defaulted to the Sls. price of the item defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab.

Ordered

Type the quantity of the selected item ordered by the customer. By default, “1” is displayed.

Unit

Type or select the unit of the selected item. By default, the unit displayed is based on the Sls. unit defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab. This information is mandatory.

Fulfillment date

Type the expected fulfillment date of the selected item. By default, the fulfillment date displayed is the current date. This information is mandatory.

Sales price

This column displays the sales price of the selected item. By default, the sales price displayed is based on the Sls. price defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab. This column can be edited only if the Sls. price is not defined.

Note: To allow users to edit the sales price if the sales price is not “0.0”, function rights To change the gross price is required.

Disc. %

This column displays the discount for the selected item. By default, the discount displayed depends on the Price list selected. This column cannot be edited.

Disc. % (Extra)

Type the extra discount to be given to the customer for the selected item. By default, the extra discount displayed is based on the Discount defined at the debtor maintenance (go to Finance ? Accounts receivable ? Maintain, and select the relevant debtor), under the Financial tab in the General section (the Discount field at the debtor maintenance is available only if the Advance button is clicked).

Note: The Disc. % (Extra) column for the selected item is enabled only if the No discount check box at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Purchase/Sales tab is not selected.

Total discount %

This column displays the total discount of the selected item. This column cannot be edited.

Note: The calculation of the Total discount depends on the Discount calculation defined at System ? General ? Settings, under Order settings in the Entry section.

Net price

Type the net price for the selected item. By default, the net price displayed is based on the Sales price minus Total discount.

Note: The Net price column for the item is enabled only if the No discount check box at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Purchase/Sales tab is not selected.

VAT

Type or select the tax code for the selected item. By default, the VAT displayed is based on the VAT defined for the selected customer at the debtor maintenance (go to Finance ? Accounts receivable ? Maintain, and select the relevant debtor), under the Financial tab in the VAT section. Otherwise, the VAT is defaulted based on the Sales VAT code defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab. This information is mandatory.

Note: You can create VAT at System ? General ? Countries ? Tax codes.

Amount

Type the amount of the selected item. By default, the amount displayed is based on the Net price excluding VAT * Ordered (the percentage under the VAT column X the quantity under the Ordered column).

Note: The Amount column for the selected item is enabled only if the No discount check box at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Purchase/Sales tab is not selected.

Cost price

Type the cost price of the selected item. By default, the cost price displayed is based on the Cost price of the item defined at the item maintenance (go to Order ? Items ? Maintain, and select the relevant item), under the Basics tab.

Markup %

This column displays the markup percentage of the selected item. By default, the markup percentage displayed depends whether Markup or Margin is selected for the Profit calculation at System ? General ? Settings, under Order settings, in the Entry section. This column cannot be edited.

Note: Markup = (Salesprice - Costprice) / Costprice while Margin = (Salesprice - Costprice) / Salesprice.

Line charges

This column displays the total line charge amount that is applied to the respective order line based on the criteria defined at System ? Logistics ? Charges ? Discounts. This column cannot be edited. For more information, see Creating and maintaining charges or discounts.

Note: This check box is available only if you have the E-Charges & Discounts license.

Charge details

Select this check box to display the Charges column at the quotation entry screen. You can click displayed under the Charges column to display the Line charges screen and view the details of the relevant line charge that has been applied to the respective order line.

Note: This check box is available only if E-Charges & Discounts is included in your license.

Destination country

Type or select the country code of the country where the selected item will be exported. This column only applies to the European Union (EU) for trading among EU countries. This information is mandatory. Once the country code is defined, the INTRASTAT data screen will be displayed. For more information on creating INTRASTAT for items, see Creating and maintaining INTRASTAT for sales orders, return to merchant authorization (RMA) orders, service orders, and sales quotations.

Note: The Destination country check box is available only if the INTRASTAT registration for sales check box at System ? General ? Settings, under INTRASTAT settings in the Entry section is selected.

Person

Type or select the employee who is in charge of the selected item. By default, the employee displayed is based on the Person defined in the quotation header. This information is mandatory.

Full name

This column displays the full name of the employee who is in charge of the selected item. By default, the full name of the employee displayed is based on the First name, Middle name, and Last name (based on the employee ID defined under the Person column) defined at the employee maintenance (go to HR ? People ? Maintain, and select the relevant person), under the General tab. This column cannot be edited.

Cost centre

Type or select the cost center of the employee. By default, the cost center displayed is based on the cost center of the employee (the employee defined at Person in the quotation header). You can create cost centers at System à Finance à Cost centers à units à Cost centers.

Note: The Cost centre check box is available only if the Change of cost center check box at System ? General ? Settings, under Order settings in the Entry section is selected.

Cost unit

Type or select the cost unit of the selected item. You can create cost units at System ? Finance ? Cost centres / units à Cost units.

Serial/batch numbers

Type or select the serial number of the selected item.

Note: The Serial/batch numbers column for the selected item is enabled only if the Batch check box or Serial check box at the item maintenance (go to Order à Items à Maintain, and select the relevant item), under the Inventory tab in the Attributes section is selected.

Note: The Serial/batch numbers check box is available only if you have the E-Serie/Batch license.

Instruction

Type the instruction for the selected item.

Assortments

Click Assortments if you want the assortment columns to be available in the quotation lines. Select the assortment(s) that you want to be displayed, and click OK. The assortment column(s) displays the assortment(s) of the selected item. The assortment column(s) cannot be edited.

Note: The Assortment check boxes displayed depend on the number of assortments defined at Order ? Items ? Assortments or System ? General ? Settings, under Item data settings in the Assortments section. For example, if three assortments are defined, three Assortment check boxes will be displayed.

 

Setting: Dialog section

In this section, you can set messages that you want to be displayed in the quotation entry for certain changes made to the quotation to warn the person creating or modifying the quotation of the changes before proceeding with the changes. Select Always to always proceed with the changes without displaying a message, select Never to never proceed with the changes and no message will be displayed, or select Ask user if you want message to be displayed for the changes made to the quotation before proceeding with the changes.

Calculate: Discount?

The Calculate: Discount message is displayed if changes are made to the Ordered column for items with discount. This function adds up the quantities of all the quotation lines to get the correct discount for the quotation lines that have the same item and same price list. Click Yes to calculate the discount for the selected item.

Update: Debtor data?

The Update: Debtor data message is displayed if changes are made to the Invoice to, Payment condition (under Conditions in the Payment data section), Currency (under Conditions in the Payment data section), Person (in the quotation header), Shipping via, or Selection code (under Conditions in the Analytical group section) if the changes made differs from what has been defined for the debtor at the debtor maintenance (go to Finance ? Accounts receivable ? Maintain, and select the relevant debtor). Click Yes if you want the changes made to be updated at the debtor maintenance for the debtor, or click No to only change the details in the quotation.

Update: Fulfillment date?

The Update: Fulfillment date message is displayed if changes are made to the expiry date in the header and/or warehouse code in the header and/or lines in the quotation. Click Yes to update the Fulfillment date for all the quotation lines when the warehouse code is changed. The fulfillment date will be changed based on the number of days defined in Time of delivery (go to Order ? Items ? Maintain, select the item, click Open, click Purchase/Sales tab, select a supplier under the Suppliers section, and then click Edit). If you click No, the fulfillment date in the quotation lines will not be changed.

Unknown: Activity - Person

The Unknown: Activity – Person message is displayed if the person defined for the hour item in the quotation line is not linked to the hour item, whereby the person is not defined for the hour item at Service ? Items ? Hours, or Projects ? Items ? Hours, under the People tab. Click Yes to add the selected person to the hour item, or click No to select another person.

Note: The Unknown: Activity – Person message is applicable only to hour items.

Change quotation lines: Warehouse code

The Change quotation lines: Warehouse code message is displayed if the Warehouse in the quotation header is changed. Click Yes to change all the warehouse codes in the quotation lines to the warehouse code defined in Warehouse in the quotation header, or click E-mail to send an e-mail. If No is clicked, the warehouse code in the quotation lines will not be changed.

Reset: Prepayment?

The Reset: Prepayment message is displayed if the Prepayment button (in Conditions) is clicked when prepayment has been created for the quotation. Click Yes to cancel the prepayment, or click E-mail to send an e-mail. If No is clicked, the prepayment will not be cancelled.

Exchange rate: Recalculate the currency amounts?

The Exchange rate: Recalculate the currency amounts message is displayed if the exchange rate at Currency in the Conditions screen is changed. Click Yes to recalculate the sales price, net price, amount, and cost price of the quotation lines based on the defined exchange rate (if the exchange rate is different from the exchange rate defined previously), or click No to change the exchange rate of the quotation but the quotation amounts in the quotation lines will not be changed.

Overwrite: Planned?

The Overwrite: Planned message is displayed when the person who has been planned for the quotation line has been changed. You will see this message if you press F2, select a person, and click Plan. Click Yes to overwrite the plan for a different person, or click No to exit.

Note: This message is only applicable to hour items.

Public holidays. Create?

The Public holidays. Create message is displayed when a plan is created for the person in the quotation line on a public holiday. You will see this message if you press F2, select a person, and click Plan. Click Yes to create a plan for the person, or click No to exit and changes to the person will not be made.

Note: This message is only applicable to hour items.

Line: Unallocate

The Line: Unallocate message is displayed when the selected item in the quotation line has been allocated (for example, production receipts, positive stock counts), and changes are made to the item such as changing the Ordered quantity, deleting the quotation line of the selected item, and others. Click Yes to remove the allocation of the item, or click No to return to the quotation entry and changes to the item will not be made.

Partial delivery allowed

The Partial delivery allowed message is displayed if the Partial delivery allowed check box in Conditions is not selected, and there are two or more quotation lines for the same item with different fulfillment dates. Click Yes to change the fulfillment dates for all the quotation lines with the same item to the fulfillment date stated in the message, or click No to return to the quotation entry and changes to the fulfillment dates for the quotation lines will not be made.

Document: Delete?

The Document: Delete message is displayed when all the quotation lines in the quotation are deleted, and there are still documents linked to the quotation. You will see this message when Close is clicked. Click Yes to delete the quotation.

Reset: Status?

The Reset: Status message is displayed when the quotation has been authorized, and changes are made to the quotation. Click Continue to remove the authorization status, click E-mail to send an e-mail, or click Cancel if you do not want to remove the authorization status of the quotation.

Reset: Partial delivery allowed?

The Reset: Partial delivery allowed message is displayed if the Partial delivery allowed check box in Conditions is not selected, and the warehouse in the quotation line is changed to a different warehouse from the Warehouse defined in the quotation header. Click No if you do not want the Partial delivery allowed check box to be selected, click OK if you want the Partial delivery allowed check box to be selected, or click E-mail to send an e-mail.

Reset: Discount

The Reset: Discount message is displayed if the Invoice to debtor is changed. Click Yes to change the Pricelist: Invoice debtor, and the Price list column in the quotation lines.

Note: If the Price list column in the quotation lines consists of more than one pricelist rather than Salesprice (standard sales price), the Price list column of the item in the quotation line will be empty.

Recalculate the currency amounts?

The Recalculate the currency amounts message is displayed if the Currency in Conditions is changed. Click Yes to recalculate the sales price, net price, amount, and cost price of the quotation lines based on the defined currency, or click No to change the currency of the quotation but the quotation amounts in the quotation lines will not be changed.

Item unknown in warehouse

The Item unknown in warehouse message is displayed if the Warehouse in the quotation header has been changed, and the defined Warehouse has not been added to the item(s) in the quotation lines. Click Yes to add the warehouse to the item and the Warehouse column in the quotation lines will be changed for the item, or click No if you want to change only the Warehouse column in the quotation lines without adding the warehouse to the item. For more information on adding warehouses to items, see Creating and maintaining items.

Fulfillment date is before the sales order date

The Fulfillment date is before the sales order date message is displayed if the Fulfillment date defined in the quotation lines for the item is earlier than the date defined at Quotation date in the quotation header. Click Yes if you want the Fulfillment date of the item to be earlier than the Quotation date, or click No to change the Fulfillment date.

Type: Asset

The Type: Asset message is displayed if the item defined in the quotation lines is of type Asset. Click Yes to continue, or click No if you do not want the item to be created in the quotation.

Payment term: All installation information will be lost

The Payment term: All installation information will be lost message is displayed if you change the Invoice to debtor. Click Yes to continue (the selected Invoice to debtor will be receiving the invoice) and all the payment terms will be reset, or click No if you do not want to change the Invoice to debtor.

Note: If you click Yes, all the payment terms linked to the quotation will be reset, and the payment condition will be re-applied.

Must be before: Fulfillment date

The Must be before: Fulfillment date message is displayed if the date at Quotation date in the quotation header is changed to a date which is later than the earliest Fulfillment date in the quotation lines. Click Yes to continue, or click No to change the Quotation date.

Invoice debtor: Status

The Invoice debtor: Status message is displayed if the Invoice to debtor is changed to a debtor who is not active. Click Yes to continue (the inactive debtor selected will be the Invoice to debtor), or click No to change the Invoice to debtor to another debtor.

Note: If Ask user is selected at the Invoice debtor: Status, a warning message will be displayed if the debtor defined in the Invoice to field in the quotation header is blocked or inactive. If Always is selected at the Invoice debtor: Status, a warning message will not be displayed if the debtor defined in the Invoice to field in the quotation header is blocked or inactive.

Process quotations

The Process quotation message is displayed when a quotation is selected in the Sales order number field. Click Yes to create a sales order for the quotation, or click No to select another sales order or quotation.

Prepayment: All installment information will be lost

The Prepayment: All installment information will be lost message is displayed when Prepayment is clicked in the Conditions screen, and the amount/percentage is defined in the Prepayment screen. Click Yes to continue with the prepayment defined and all the payment terms will be reset, or click No to return to the Conditions screen.

Update: address

The Update: address message is displayed if the Address button in the Ordered by box, Delivery to box, or Invoice to box is clicked, and changes are made to the debtor’s address in edit mode (if you change the debtor's address when creating a quotation, this message will always be displayed). Click Yes if you want the changes made to the address to be reflected at the debtor maintenance (go to Finance ? Accounts receivable ? Maintain, and select the relevant debtor), under the Contact tab, or click No if you only want the changes made to the address to be reflected in the quotation (changes made to the address will not be reflected at the debtor maintenance).

Update: Price agreement

The Update: Price agreement message is displayed if the Pricelist column for the selected item (in the quotation lines) is linked to a price agreement, and changes are made to the Amount of the item. Click Yes if you want the price agreement to be updated with the new amount for the item, or click No if you do not want the price agreement to be updated with the new amount for the item. If you click No, the Price agreement screen will be displayed. Fill in the required boxes if you want to add a new price list to the price agreement, otherwise click Close. For detailed instructions on how to create price agreement, see Create: Price agreement.

Create: Price agreement

The Create: Price agreement screen is displayed if the Disc. %(Extra) column, New price column, or Amount column in the quotation lines is changed, and the quotation line is not linked to a price agreement, or the quotation line is linked to a price agreement and the existing price agreement is not updated. For more information on creating price agreement, see Updating price agreements at sales order, service order, and sales quotation entry screen.

Delete entry line?

The Delete entry line message is displayed when ESC is pressed at the selected quotation line. Click Yes to delete the quotation line, or click No to return to the quotation entry screen (the quotation line will not be deleted).

Order debtor: Status

The Order debtor: Status message is displayed if the Order by debtor is changed to a debtor who is not active. Click Yes to continue (the inactive debtor selected will be the Order by debtor) or click No to change the Order by debtor to another debtor.

Note: If Ask user is selected at the Order debtor: Status, a warning message will be displayed if the debtor defined at the Order by box in the quotation header is blocked or inactive. If Always is selected at the Invoice debtor: Status, a warning message will not be displayed if the debtor defined at the Order by box in the quotation header is blocked or inactive.

Display: Stock check?

The Stock check screen is displayed when there is insufficient stock for the selected item during the fulfillment date selected. You can choose one of the following options:

• Always — The screen will always be displayed.
• Stock controlled — The screen will be displayed if there is insufficient stock for stock-controlled items and never display for order-controlled items.
• Stock/Order controlled — The screen will be displayed when there is insufficient stock for stock-controlled or order-controlled items.
• Never — The screen will not be displayed. By selecting this, the fulfillment date will not change but remains as per the default date assigned by the system even though there is insufficient stock available for delivery.

Note: The stock check screen will be displayed only if the items selected in the quotation lines are stock controlled items or order controlled items.

Allow change entry number

The Allow change entry number message is displayed when the order number is lower or higher than the setting. Select Ask user to prompt user whether to proceed. Select Never for no alerts and select Always to allow with the changes without displaying a message. By default, Ask user is selected.

Note: The Allow change entry number option will be visible only when the Allow change entry number check box is selected in the Logistics section in the Numbers settings screen.

Header charge / discount evaluation

If Ask user is selected, a Header charge / discount evaluation message is displayed upon closing or saving a quotation entry. Click Yes to execute the header charge or discount evaluation on the order entry level. The relevant header charges or discounts will be calculated and displayed at the Discount/Extra charges screen if the information in the quotation header (entry) meets the criteria defined under the Conditions tab at System ? Logistics ? Charges ? Discounts. Click No to exit and close the quotation entry screen (no evaluation for header charges or discounts will be executed).

Note: If Always is selected at Header charge/discount evaluation, the system will always execute the evaluation for header charges or discounts to be applied on entry level. Select Never if you want to execute the evaluation for header charges or discounts manually after closing or saving the quotation entry. You can trigger the manual evaluation for header charges or discounts by clicking the Charges/Discounts button at the Discount/Extra charges screen. For more information, see Calculating discounts or extra charges.

Note: This setting is available only if E-Charges & Discounts is included in your license.

Copy item's extra description to the long description?

Select Always to copy the selected item's extra description to the Long description column. By default, Never is selected.

Restore defaults

Click this to reset the column(s) selected in the Line section to the defaulted column(s) defined by the authorized employee. A message “Restore defaults will remove all existing user-defined layouts. Continue anyway?” will be displayed. Select Yes to reset all the columns, or click No to return to the Define columns screen.

Note:

• This will reset all the columns to the columns defined by the authorized employee only if the authorized employee has defined the default columns. Otherwise, the columns will be reset to the default columns defined by Exact Globe Next.
• This is enabled only if the employee has been given the “Define default layout columns” role at System ? HR & Security ? Security roles (select a role and click Open, under the Rights tab).

Set as default

Click this to set the column(s) selected in the Line section as default columns for all the employees. A message “This will set the default layout as default to all users. Continue anyway?” will be displayed. Select Yes to set the selected columns as default for all the employees, or select No to return to the Define columns screen.

Note:

• This is enabled only if the employee has been given “Define default layout columns” role at System ? HR & Security ? Security roles (select a role and click Open, under the Rights tab).
• The defaulted column(s) defined by the authorized employee will be reflected for all the employees only if the employees have not define their own default columns. However, employees are still able to set their own default columns.

Default

Click this if you only want the default columns to be displayed in the quotation lines such as Description, Warehouse, Pricelist, Ordered, Unit, Fulfillment date, Sales price, Net price, VAT, and Amount.

OK

Click this to save, and return to the quotation entry screen.

Select all

Click this to select all check boxes in the Line section.