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Fields Explained on Sales Quote
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1.Sales Type: User can choose from Quote, Order, Open Invoice, and Credit Notes.
2.Customer: User can select a Customer by clicking the drop-down arrow. (The table below would only be activated after the user has selected a specific Customer or created new Customer).
3.Ship to: Shipping Address including company name and delivery address normally auto loads if pre-saved in company information. Users can modify Ship To address in the text-box manually. If one customer has been selected, this customer’s shipping address will be auto-loaded in the Ship To field.
4.Customer PO is the customer purchase order number, which will allow the user to input any length character or number in this field.
5.Date is the date transaction has been created, which the format is DD/MM/YYYY.
6.Due Date: Due Date in Quotes is the quote expiry date.
7.Invoice # is an 8 digital number by default, and will be auto plus 1 with every new sale generated. Any character or other character and number combination are also accepted in this field. Background system was designed to ensure that this number should be unique in database.
8.Amounts Include Tax is default as selected.
Table
1.Inventory: It is a drop-down list; a user can search or add a new item.
a.If the user creates an inventory from here, it will immediately show in the Inventory list.
b.If the user creates a 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 Invoice, only the Inventory has ticked Sale option will show in the drop-down list.
2.Account: If the user selects a stock for the Stock List, the linked Income Account and Sales price, which was input while creating the stock, will auto load.
If there is no Inventory item has been selected, the default display account would be the Default Account Settings for Sales under Customer Details (If it's not blank). Once user clicks account column, it will pop up full account list for user selection.
3.Description: If a description was previously saved, by default it will auto load from Inventory > Selling Information > Sales transaction description.
a.Users still can edit description manually.
b.Description column is optional, it can be left empty.
4.Quantity: Quote price should be based on this quantity.
Users can input a maximum 6 decimal places in this field, but no string, sign, anything other than number, wouldn't be accepted.
5.Unit Price: Unit Price allows a user to input number with a maximum of 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)
6.Disc%: If a user has pre-set the discount rate in Customer details, the system will auto load the data once the Customer has been selected. However, userd may specify the discount rate on each sales transaction in this field.
7.Tax Code: Tax codes must be selected, otherwise it will not allow users to save Quotes.
Tax code will be auto loaded from saved Customer’s Default Tax Code (Sales Customer Details > Financial Details)
When an inventory has been selected, Tax code in the item’s Sales 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.
7.Amount: This column is equal to the Quantity times Unit Price, which is the subtotal amount for each line of transaction.
8.Subtotal: It is the sum of the above Amount excluding tax.
9.Tax: It is the sum of the total Tax amount.
10.Total: It is the sum of the all the data row’s Total column amount
11.Memo: Note field is to let users input notes for future reference. It can be left blank.
12.+: Clicking once, it will add one row in the table.
13.-: Clicking once, it will delete one row in the table.
14.Uploading File: Users can upload one related document (size no more than 2MB ) to be attached to the invoice. 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 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, it will pop up an email screen to send an email.
4.After clicking Save, this quote will show in the Sales transactions’ Quote tab. And it will not appear in General Ledger as there is no account movement in this transaction.
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