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 40) Quotations


In AGENCYWARE 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. 

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 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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