AGENCYWARE you can create quotations, keep track of them and convert
them into orders when necessary.
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
There are 2 types
of transactions, Agency Sale and Buy Resell.
Select either Agency Sale or Buy Resell.
If the quote is an Agency Sale, make sure the black dot is in
the radio button next to Agency Sale.
Type the name of the Principle or select the down arrow button
to choose from a list of Principles.
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
Quote For is where
the name of person should be typed.
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
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.
city for the shipment if it is the Free on Board location in the FOB
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.
method of shipment in the Ship Via box, or click the down arrow button
to choose from a list.
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.
customer was referred, type it in the Reference box.
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.
commission rates, select the Commission tab and choose 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
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.
tab functions as a post it note.
The Paste Date/Time button inserts the present date and time
into the note.
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
sure to select the Save button before you exit.