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In BUSINESSWARE you
can create quotations, keep track of them and convert them into orders
when necessary.
Select Sales/Receivables. Then
select the Quotes button.
The AR Quote Entry
window appears. This is
the screen where quotes are entered and recorded. You can enter, edit, and delete quotes from this window.
On the upper left side of the Quotes window is a row of buttons.
These buttons allow the execution of the major functions
available on the Quotes
window. The buttons are
Find Quote, Add Quote, Print Quote, Save Quote, Delete Quote, and Exit
Quotes. Below these buttons is the Customer area of the window.
This is where the customer for which the quote has been
presented is selected (if the customer already exists in the system)
or entered (if the customer doesn’t exist in the system).
Below the row of buttons are two combo boxes.
One combo list is labeled Find
By: Customer ID and the other is Find
By: Customer Name. Selecting
each of the combo boxes activates a pull down lists of customers.
To find a customer you can enter the appropriate customer
information in either of the combo boxes, or select the pull down
button to get a list sorted by Customer ID or Customer Name depending
on the combo list selected. After
finding and selecting the desired customer record the customer
information will populate the rest of the screen.
To choose a customer from a list of all customers
in the database, select the button with the binoculars or the down
arrow to the left of the binocular button.
You may also begin typing the first couple of letters of the
customer’s name in the box next to the word Customer until the
customer’s name automatically pops up.
If you want to add a customer’s information into the system
for the first time, select the button with the plus sign + on it and
you will be able to fill in the necessary information.
This button is located to the right of the binoculars.
Be sure to save before you exit the Customers screen.
To fill in the ship to address where the products
must be shipped to you can select the >> button to insert the
address that is listed to the left of this button and under Customer. Or you can click the down arrow key located to the right of
the words Ship To. By
clicking on the down arrow key, you will get a list of the addresses,
which are available for the customer.
When the correct address is highlighted, select it and it will
be inserted into the boxes. In
the box directly below the >> key, you can click on the down
arrow key and label the customer quote as ACTIVE, INACTIVE or CLOSED.
To enter a Quote Date different from the
present date, enter (without
spaces) the 2 digit month, 2 digit day and 2 or 4 digit year.
You may also select the calendar button and choose the date
then OK.
Quote For is where the name of person should be
typed.
To enter the estimate close date (Est.
Close Date), enter -without spaces- the 2 digit month, 2 digit day and
2 or 4 digit year. You
may also select the calendar button and choose the date then OK.
You can type the name of the Sales Representative
for this quote or you can select the down arrow button to choose from
a list.
Enter the city for the shipment if it is
the Free on Board location in the FOB box.
To enter the Promised Ship Date, enter
the 2 digit month, 2 digit day and 2 or 4 digit year.
You may also select the calendar button and choose the date
then OK.
Enter method of shipment in the Ship Via
box, or click the down arrow button to choose from a list.
To enter the Terms of payment, click the
down arrow button and choose from the list.
The options in the drop down list are user-definable. To create the terms, select Sales/Receivables from the menu
bar across the top of the screen then AR Defaults.
If the customer was referred, type it in
the Reference box.
The Stage is an optional field.
It indicates where this quote is in the sales process.
The items in the drop down list are user-definable through
selecting Sales/Receivables then AR Defaults.
To add Line Items, select ADD then you
can type in the item code or choose from a list (select either the
down arrow key or the binoculars).
If this is an item which is not on the list, you can add it by
selecting the plus sign + and filling in the necessary information.
After the new item is entered, Save it then exit.
Now you can enter the item in the Quote Line screen by item
code or from the drop down menu.
To edit a line item, highlight it then
select EDIT or you can double click on the line item to edit it.
To assign commission rates, select the
Commission tab and choose the salesperson(s).
The dollar amount of the commission will automatically be
calculated after the percent is entered.
The employees’ commission rates can be changed if necessary.
To change the commission rate for a single quote, delete the
percentage rate in the box and enter the correct percentage. To edit the employee’s commission rate for all future
quotes, select Payroll from the menu bar across the top of the screen
then select Employees.
The Footer is by default what is setup
through selecting Sales/Receivables, then AR Defaults, and then the
Quotes tab. If you want
to insert another footer, simply delete the default that is displayed
in the Footer tab and type in your footer.
The Notes tab functions as a post it
note. The Paste Date/Time
button inserts the present date and time into the note.
The Quote Number is automatically
incremented, starting with a user defined number.
To setup an initial order number, go to Sales/Receivables on
the menu bar at the top of the screen, select AR Defaults and then the
General tab. The Quote
Number will be displayed once you click the Save button.
If you want to create a unique quote number, you can do so by
putting the cursor in the gray Quote Number box (above the company
shipping address) and typing the unique quote number.
You can enter text characters in the quote number field
Be sure to
select the Save button before you exit.
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