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Fields in Purchase Quotes






Fields explained in Creating New Quote page  

Table Fields Description

1.Purchase Type: four options of Quote, Order, Bill and Debit Note;

2.Supplier: User can use smart search, or select from pre-saved supplier list or create new supplier by clicking New.

3.Ship To: Shipping Address including company name and delivery address normally auto loaded if pre-saved in company information. User can modify Ship To address in the TEXT BOX manually;

4.Supplier Inv #: this is the invoice number or quote reference number issued by supplier.  Both numbers and strings are accepted in this field.

5.Date: The date you created quote, the default date is today’s date.

          Any date input outside of current financial year should not be accepted with a pop up remind “You may not Enter Transactions before the beginning of your financial year.” Default date format is DD/MM/YYYY.

6.Purchase #The unique number will be accumulated automatically by system every time there is a new quote generated.

7.Due Date: Due Date in Quote is the quote expiry date.

8.Amounts Include Tax: This check-box has been ticked as default, which means the unit price auto loaded or input manually are considered as including tax. Tick or not will affect the tax calculation, detailed as follows.

10.Inventory: It is a drop down list; user can search or add new item.

a.If user creates an inventory from here, it will immediately show in the Inventory list.

b.If user creates second Inventory here, the Create item screen must clear all the previous field here.

c.Inventory name can be blank, but the account name could not be left blank for non-inventory item.

d.When user is creating quote, order or bill, only the Inventory has ticked BUY option will show in the drop-down list.

11.Description: It was defaulted to load from Inventory > purchase information > purchase transaction description, it there is one previously input.

a.User still can edit description manually.

b.Description column is optional, it can be left empty.

12.Account: There are three different ways to auto load the account.

a.It will auto load the saved Asset Account from selected inventory, which ticked I Inventory in Inventory Information.

b.If the selected Inventory hasn't tick I Inventory, then the loaded account would be Expenses Account assigned in Inventory Information.

c.If there is no inventory item selected, the auto loaded account would be the Expenses Account assigned in Supplier Details > Financial Details.

13.Quantity: Quote price should be based on this quantity.

User can input maximum 6 decimal places in this field, but no string, sign, anything other than number, would be accepted.

14.Unit Price: Unit Price allows user to input maximum 6 decimal places.

When an inventory item has been selected, it will auto load the unit price pre-saved in Inventory Details in the unit price column.

Input tips: about the number input field, if user clicks once on the field for the first time or using the tab key, the whole field will be selected; second click will lead the cursor to specific point for modifying. If user double clicks the field, the whole field would be selected as well)

15.Tax Code: Tax codes must be selected, otherwise it will not allow user to save quote.

Tax code will be auto loaded from saved supplier’s default tax code (Purchase Supplier Details > Financial Details

When an item has been selected, Tax code in the item’s purchase information > tax code will auto load when there is no tax code been saved in Supplier’s details. Supplier’s pre-saved tax code takes priority in the auto load sequence.          

Account Type

Tax code

1.Expense   account type

2.Other expense account type

3.Cost of Sales

1. GST Free Capital G10.G14          0%      (Pay Tax)

2. GST Free Expenses G11.G14      0%      (Pay Tax)

3. GST On Expenses G11               10%     (Pay Tax) (purchase)

4. GST On Capital G10                   10%     (Pay Tax) (purchase)

5. Input Taxed Purchase G13          0%      (Pay Tax) (purchase)

4.Income Account Type

5.Other Income Account Type

6.GST Free Exports G2                   0%      (Collect Tax)

7.GST Free Income G3                   0%      (Collect Tax)

8.GST on Income G1                      10%    (Collect Tax)

9.Input Taxed sales G4                  0%      (Collect Tax)

6.Asset Account type (Bank card, Current Asset, Non-Current Asset)

7.Liability Account Type (Current Liability, Non-Current Liability)

8.Equity Account Type

10.GST Free Capital G10.G14          0%      (Pay Tax) (purchase)

11.GST Free Expenses G11.G14      0%      (Pay Tax) (purchase)

12.GST On Expenses G11               10%    (Pay Tax) (purchase)

13.GST On Capital G10                   10%    (Pay Tax) (purchase)

14.Input Taxed Purchase G13         0%      (Pay Tax) (purchase)

15.GST Free Exports G2                   0%      (Collect Tax)

16.GST Free Income G3                   0%       (Collect Tax)

17.GST on Income G1                     10%     (Collect Tax)

18.Input Taxed sales G4                 0%       (Collect Tax)

16.Amount: This column is equal to the amount of Quantity x Unit Price.

17.Subtotal: It is sum up of the above Amount excluding tax.

18.Tax: It is the sum of total tax amount.

19.Total: It is the sum of all the data row’s total column amount

20.Memo: Note field is to let user input notes for future reference. It can be left blank.

21.+: Clicking once, it will add one row in the table.

22.-: Clicking once, it will delete one row in the table.

23.Uploading File: User can upload one related document to be attached to the invoice with no more than 2MB size. Formats such as PDF, TIF, JPG, JPEG, PNG, BMP, are accepted in Uploading Files. Once uploaded, user may download, pop up, enlarge, and unlink the uploaded document through the small buttons beside the file.


Function button

1.Save: When user clicks Save button, it will save quote in the database.

2.Print: User click print button, it will print this purchase quote.

3.Email: User clicks Email button, it will pop up an email screen to send email.

After click save, this quote will show in the purchase transactions’ Quote tab. And it will not appear in General Ledger as there is no account movement in this transaction.




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