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Creating a New Quote page - Fields Explained
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Table Fields Description
1.Purchase Type: four options - Quote, Order, Bill and Pay Bill;
2.Supplier: User can use smart search, or select from the pre-saved supplier list or create a new supplier by clicking New.
3.Ship To: Shipping Address including the company name and the delivery address. Normally auto loads if pre-saved in company information; User can modify Ship to address in the TEXT BOX here;
4.Supplier Inv #: this is the invoice number or quote reference number issued by the supplier. Both numbers and strings are accepted in this field.
5.Date: The date you created the quote, the default date is today’s date. Any date input outside of current financial year would not be accepted and the following “You may not Enter Transactions before the beginning of your financial year.” reminder will pop up. Default date format is DD/MM/YYYY.
6.Purchase #: The unique number will be accumulated automatically by the system every time there is a new quote generated.
7.Due Date: Due Date in the Order is the Order expire date.
8.Amounts Include Tax: This check-box has been ticked by default, which means the unit price either auto loaded or input manually is considered to include tax. Ticked or un-ticked, this will affect the tax calculation, detailed as follows.
11.Inventory: It is a drop-down list; A user can search or add new items.
a.If a user creates an inventory from here, it will immediately show in the Inventory list.
b.If a user creates a second Inventory here, previously filled fields in the Create item screen must be cleared.
c.Inventory name can be blank, but the account name cannot not be left blank for a non-inventory item.
d.When a user is creating a quote, order or bill, the inventory drop down list will only include the inventory items with the "BUY" option ticked.
12.Description: If the description was previously added through Inventory > purchase information > purchase transaction description, it will be auto loaded by default.
a.User still can edit the description manually.
b.The description column is optional, it can be left empty.
13.Account: There are three different ways to auto load the account.
a.It will auto load the saved Asset Account from the selected inventory, where "inventoried" was ticked in Inventory Information.
b.If "inventoried" was not ticked in the selected Inventory item, then the loaded account would be an 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.
14.Quantity: Quote price should be based on this quantity.
A user can input a maximum of 6 decimal places in this field, but no string, sign, anything other than number, would be accepted.
15.Unit Price: Unit Price allows users to input a maximum 6 of decimal places.
When an inventory item has been selected, it will auto load the unit price pre-saved in the Inventory Details in the unit price column.
Input tips: The number input field: if a 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)
16.Tax Code: Tax codes must be selected, otherwise it will not allow users to save quotes.
Tax code will be auto loaded from the saved supplier’s default tax code (Purchase Supplier Details > Financial Details
When an item has been selected, the 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.
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17.Amount: This column is equal to the amount of Quantity x Unit Price.
18.Subtotal: It is the sum up of the above Amount excluding tax.
19.Tax: It is the sum of the total tax amount.
20.Total: It is the sum of all the data row’s total column amount
21.+: Clicking once, it will add one row in the table.
22.-: Clicking once, it will delete one row in the table.
23.Memo: this is a field where a user can input any notes to show on the title of each transaction, which will be displayed in General Ledger list. It will display the transaction status and the name of supplier or customer as default.
24.Uploading File: Users 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, a user may download, pop up, enlarge, and unlink the uploaded document through the small buttons beside the file.
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Function button
1.Save: When a user clicks the Save button, it will save the quote in the database.
2.Print: When a user clicks the print button, it will print this purchase quote.
3.Email: When a user clicks the Email button, an email screen will pop up with options to send emails.
After clicking save, this transaction will show in Purchase Transactions > Order tab. It will not show any transactions in the General Ledger since there is no account movement.
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