IdealWare Online Users Manual

SP2-06-04-12 S/P PROCESSING
31653 Sales Order Entry, Header Entry Quotation

 

PURPOSE

 

F11 = QUOTATION option creates an order with the following characteristics:

 

Document Type = QUOTATION.

Document Code = E (3rd character of order number).

Order Type    = ON-ACCOUNT or CASH.

 

A quotation is an order that does not affect the inventory committed quantities or the customer committed balance. Quotations can be created for both cash type customers and on-account type customers. Special quotation documents are designed to enable you to print selected quotation information as well as to print letter format quotations.

 

Once a quotation has been accepted, it can be subsequently:

  • converted in full to a sale.
  • converted in part to a sale.
  • converted to contract pricing.

A generic quotation can be created that applies to a number of customers. This can be used for common quotations that change on a periodic basis. When the quotation changes, only the generic quotation has to be modified and the quotation can be printed in letter format for each of the customers that are associated with the quotation.

 

The quotation management system includes:

  • quotation report.
  • quotation purge.

The quotation document code (3rd character of the invoice number) is "E" and the quotation number series is separate from regular the regular invoice number series.

 


PROCEDURE

 

Example Quotation Order Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│09/17/07               ***** QUOTATION HEADER ENTRY *****             TERM: TE7 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER            QUOTE DATE   09/17/07   <--------CONTRACT-------->│
│ORDER# 01-E100008             CANCEL DATE  99/99/99   CUSTOMER                  â”‚
│DOCUM  QUOTATION              CONFIRM DATE 09/17/07   NUMBER                    â”‚
│TYPE   CASH-CURRENT           ExPIRY DATE  10/17/07   YARD/REGION               â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BILL-TO  CASHSALE SORT DIVCON           SHIP-TO  DIVCON   CONTRACT              â”‚
│NAME                                    NAME     DIVINE CONSTRUCTION LTD.       â”‚
│ADDR1                                   ADDR1                                   â”‚
│ADDR2                                   ADDR2    #505 - 9900 ACER STREET        â”‚
│CITY                  AREA              CITY     VANCOUVER,   AREA              â”‚
│PROV                  PS CD             PROV     B.C.         PS CD V4F 1D4     â”‚
│PH#                                     PH#      444-5555                       â”‚
│FAX#                                    FAX#                                    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN      BARJO    SHIP PICK UP         CASH TOTAL     32.59  SUB-TOT     28.59 â”‚
│LEV 2 PST Y GST Y  SHIPPING INFO Y      AMT PAID(0)      .00  P.S.T.       2.00 â”‚
│PST CODE           SHIPDOC PRT'D N      AMT OWING      32.59  G.S.T.       2.00 â”‚
│CONT               INVOICE PRT'D N      DEP REQ'D        .00  DLVRY         .00 â”‚
│PO#                COMPLETE      N      COD METHOD            TOTAL       32.59 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** SELECT MAIN OPTION (F12 FOR OPTIONS); CR TO EXIT SALE: ______                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

The fields listed below are applicable for this type of order. See 31595 - HEADER ENTRY, FIELD DEFINITIONS for more detailed information regarding these fields.

 

SMAN             displays current salesman.

ORDER#           displays generated order number.

DOCUM            displays QUOTATION.

TYPE             displays CURRENT if active, HISTORY if updated.

QUOTE DATE       defaults to current date, can be edited.

CANCEL DATE      requires entry.

CONFIRM DATE     requires entry.

EXPIRY DATE      requires entry.

BILL-TO          requires entry.

SORT             defaults to BILL-TO code.

BILL-TO NAME     defaults to BILL-TO name.

BILL-TO ADDR1    defaults to BILL-TO address line 1.

BILL-TO ADDR2    defaults to BILL-TO address line 2.

BILL-TO CITY     defaults to BILL-TO city.

BILL-TO AREA     defaults to BILL-TO area.

BILL-TO PROV     defaults to BILL-TO province.

BILL-TO PS CD    defaults to BILL-TO postal code.

BILL-TO PH#      defaults to BILL-TO phone number.

BILL-TO FAX#     defaults to BILL-TO fax number.

SHIP-TO          defaults to BILL-TO code, can be edited.

CONTRACT         optional entry.

SHIP-TO NAME     defaults to SHIP-TO name, can be edited.

SHIP-TO ADDR1    defaults to SHIP-TO address line 1, can be edited.

SHIP-TO ADDR2    defaults to SHIP-TO address line 2, can be edited.

SHIP-TO CITY     defaults to SHIP-TO city, can be edited.

SHIP-TO AREA     defaults to SHIP-TO area, can be edited.

SHIP-TO PROV     defaults to SHIP-TO province, can be edited.

SHIP-TO PS CD    defaults to SHIP-TO postal code, can be edited.

SHIP-TO PH#      defaults to SHIP-TO phone number, can be edited.

SHIP-TO FAX#     defaults to SHIP-TO fax number, can be edited.

OPER             displays current operator.

LEV              defaults to pricing level, can be edited.

PST              defaults to Y, can be edited.

GST              defaults to Y, can be edited.

PST CODE         defaults to null if PST=Y, can be edited if PST=N.

CONT             displays contact name, can be edited.

PO#              optional entry.

SHIP             displays default shipping method.

SHIPPING INFO    requires entry if delivery.

SHIPDOC PRT'D    displays Y/N.

INVOICE PRT'D    displays Y/N.

COMPLETE         displays Y/N.

CASH TOTAL       calculated.

AMT PAID         displays amount.

AMT OWING        calculated.

DEP REQ'D        optional entry.

COD METHOD       optional entry if delivery.

SUB-TOT          calculated.

P.S.T.           calculated.

G.S.T.           calculated.

DLVRY            displays amount.

TOTAL            calculated.