Authorizing sales quotations
Menu path
CRM ➔ Entries ➔ Authorize quotations
Introduction
Authorizing sales quotations is for checking the sales quotations created before the sales quotations are printed. However, authorization is an optional process as it depends on the settings at System ➔ General ➔ Settings in Order settings. If you have selected the Authorize quotations check box under the Quotation section, authorization becomes mandatory. Otherwise, the sales quotations created will be authorized automatically.
Only employees with the necessary rights defined at System ➔ HR & Securities ➔ User rights are allowed to authorize sales quotations.
Sales quotations must be authorized if you want to print sales quotations, unless authorization is optional. From this overview, you can:
-
authorize sales quotations
-
reject sales quotations
-
delete sales quotations
-
view and/or edit sales quotations
-
create, edit, and/or view notes for the sales quotation
-
view documents attached to the sales quotation
-
view the financial details of the sales quotation such as sales margin, credit line, and other information
-
view the transactions of the debtor
-
change the selection and/or invoice code of the sales quotation
-
view the changes made to the sales quotation
-
view the credit information of the invoice debtor, or
-
view and/or edit the projects of the sales quotation.
Fields
You can filter the sales quotations that you want to display by defining your search criteria and clicking Search. The sales quotations that match the search criteria you have defined are then displayed. A list of options will be displayed if you click 
at Quotation, Ordered by, Delivery to, and Selection code. From the list, make your selection and click Select.
Note: Is it possible that not all the columns are displayed. You can add or delete columns as required. For more information, see Inserting and deleting columns.
Search
Click this to search for entries based on the defined criteria.
Clear
Click this to clear the defined criteria.
Number of rows
Type the number of rows to be displayed for each screen. If you have set the default number of rows to 10, then 10 rows will be displayed. Therefore, if you have more than 10 rows listed, you will see the Previous and Next buttons.
Previous
Click this to return to the previous list of results.
Next
Click this to go to the next list of results.
Warehouse
Select the warehouse of the sales quotations that you want to display. You can also search for sales quotations with any warehouse by selecting All.
Note: This box is available only if you have E-Warehouse management in your license.
Quotation date
Type or select the date or date range in which the sales quotations were created. You can also select the All check box to search for sales quotations with any sales quotations date. By default, the All check box is selected.
Note: Typing or selecting only the start date will display sales quotations that were created on or after the selected date. Typing or selecting only the end date will display sales quotations that were created on and before the selected date.
Quotation
Type or select the sales quotation number to search for sales quotations with the selected number. You can leave the box blank to search for sales quotations with any sales quotation number.
Ordered by
Type or select the ID or name of the debtor who requested for the sales quotation to search for sales quotations from the selected debtor. You can leave the box blank to search for sales quotations with items ordered by the selected debtor.
Authorization
Select the type of sales quotation to be displayed. You can select any of the following:
-
All — Select this option to view all the authorized and unauthorized sales quotations.
-
Authorized — Select this option to view only sales quotations that are authorized.
-
Not authorized — Select this option to view sales quotations that are not authorized yet.
Advanced/Simple
Click Advanced to expand the search criteria. You will see the Delivery to, Your ref., and Selection code boxes.
Click Simple to hide the search criteria.
Delivery to
Type or select the ID or name of the debtor who will be receiving the items to search for sales quotations with items that will be delivered to the selected debtor. You can leave the box blank to search for sales quotations with any delivery to debtor.
Your ref.
Type the reference number of the debtor to search for sales quotations with the matching reference number. You can leave this box blank to search for sales quotations with any reference number.
Selection code
Type or select the selection code of the sales quotation to search for sales quotations with the selected selection code. You can leave this box blank to search for sales quotations with any selection code. You can create selection codes at System ➔
Logistics
➔ Selection codes.
Buttons
Note
Click this to type a new note or to view the notes that are recorded for the sales quotation. For more information, see Creating and maintaining notes.
Note: This button is enabled only if a sales quotation is selected.
Attachment
Click this to attach a new document or view the documents that are attached to the sales quotation. For more information, see Overview of attached documents.
Note: This button is enabled only if a sales quotation is selected.
Info
Click this to view the financial details of the sales quotation such as the sales margin, credit line, and total amount.
Note: This button is enabled only if a sales quotation is selected.
Card
Click this to view the debtor’s transactions. For more information, see Viewing debtor cards.
Note: This button is enabled only if a sales quotation is selected.
Change
Click this to change the selection code and/or invoice code of the sales quotation. In the Change screen, type the new selection code and/or invoice code, and then click Change to save the changes or Close to exit.
Logbook
Click this to view the changes made to the sales quotation.
Note: This button is enabled only if a sales quotation is selected, and available only if you have selected the Logbook check box at System ➔ General ➔ Settings in Order settings under the Entry section.
Credit line
Click this to view the invoiced debtor’s credit information such as the credit line information, payment date, due date, outstanding amount, payment reference, and others.
Note: This button is enabled only if a sales quotation is selected.
Project
Click this to view or edit the project information of the sales quotation. For more information, see Creating and maintaining projects.
Note: This button is enabled only if a sales quotation is selected.
Auth.
Click this to change the authorization status (to authorize or to remove authorization) of the sales quotation. Once you click the Auth. button, a message "Change authorization status?" is displayed. Click Yes to change the authorization status or No to exit.
Note: This button is enabled only if a sales quotation is selected.
Reject
Click this to reject the sales quotation. A message “Use: E-mail?” is displayed. Click Yes to send an e-mail to the employee who created the sales quotation. Fill in the employee’s e-mail address and subject, and then click Send.
Note: This button is enabled only if a sales quotation is selected.
Delete
Click this to delete the sales quotation. A message "Delete the data selected?" is then displayed. Click Yes to delete the sales quotation or No to exit.
Note: A sales quotation that is already authorized cannot be deleted. Once the sales quotation is deleted, it cannot be recovered. This button is enabled only if a sales quotation is selected.
Open
Click this to view and/or edit the sales quotation. For more information, see Creating and maintaining sales quotations.
Note: This button is enabled only if a sales quotation is selected.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
|
Security level: |
All - 0 |
| Sub category: |
|
Document ID: |
17.475.575 |
| Assortment: |
Exact Globe+
|
Date: |
26-09-2022 |
| Release: |
382 |
Attachment: |
|
| Disclaimer |