Quotes Overview

The Quote form allows you to create, edit and view information on a potential sale for a customer.  This form is used to provide your customer or potential customer with a quote.  It is the first step in a possible two or three part process of eventually creating an Invoice.

If the customer decides to order the items quoted to them you can convert the Quote to an Order and then to an Invoice.

You will notice that at the top of this form are seven tabs and one tab on the subform, which help group the customer Quote information better.  It is like having eight forms connected together for each customer's Quote.  You will also notice that the Quote Number, Customer ID, Date, Transaction Type, Currency and PO Number fields at the top of the form remain there in all the tabs so you always know what customer's quote you are working on when switching between the tabs. The eight tabs are listed below and described in detail in other areas of the documentation.

•The General Tab is where you may review and enter General Quote information.  See: Adding Quotes

•The Detail Tab shows you the Package Weight & Size, Payment,  and Other Information.  See: Quotes Detail Tab

•The Commission Tab is where you review/change or add commission information.  See: Quotes Commission Tab

•The Order History Tab shows you the history of your orders.  See: Order History Tab

•The Invoice History Tab shows you the history of your invoices.  See: Invoice History

•The Item History Tab is where you can view all the items purchased by the selected customer.  See: Item History.

•The Attachment tab is where you attach files and open it for future modifications.

•The Items Tab is where you enter information to add in an invoice. It can be an Inventory Item, Miscellaneous Items or Services.   See: Items Tab and Adding Quotes.

The Quote form is used to enter a Quote which can then be converted to an Order or to an Invoice.  This is a two step process used by some companies to track the history of a Quote to an invoice.  Some companies may choose to use only the Invoice form consolidating the two step process into one.

This form can be used to add, edit or delete records in the Quote form.  To add new Quotes, simply click the New button at the top of this form. The Enter Quote search form will appear.  Click on the Enter Quote words of this sentence for Enter Quote search help.

If you need to edit existing Quotes, just select the record you want to edit and make any necessary changes to the fields for that record.  If the Quote has been stamped Completed it will be necessary to Edit it prior to making any changes.  For complete details on all the field descriptions for this form and a step by step guide on how to enter new Quotes. See: Adding Quotes

The record navigation buttons at the bottom of the form are used to move from one record to another.  It also displays how many records are in the Quote form and what record you are currently on.  Clicking on one of the four buttons will navigate you through your existing data.  You may use the Find button to find a specific record.

There are several helpful options that can be set in the Company Preferences forms to help make data entry easier and faster.  One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program.  You should also take a look at the Security form > Default Accounts tab and the Starting Numbers form for other related options that can be set.

Toolbar Buttons

Toolbar Buttons perform an action on the current record like adding, deleting or saving.

•The New button will clear the form to allow a new Order to be added.

•The Save button will save the selected quote.

•The Delete button will delete the selected Quote.

•The Undo button will cancel out the last change/s done to the record reverting it to its older state.

•The Find button will enable you to Find Quotes.

•The Print button will open the Print Quote form where you can adjust settings and print a Quote.

•The Process button will convert the Quote to an Order, Invoice, Purchase Order, Purchase Order [Drop Ship] or Purchase Order [Drop Ship All].  See: Converting Quotes.

•The Duplicate Quote button under the Tools menu (click the Tools button to open the Tools menu) will create a duplicate of a specific Quote.

•The Customer Notes button under the Tools menu (click the Tools button to open the Tools menu) opens the Customer Notes form where you can view any notes about the selected customer.

•The Customer Type Discount button under the Tools menu (click the Tools button to open the Tools menu) when clicked will show a message about calculating the Customer Type Discount.

•The Update Discount button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open the Update Discount mini form where you can enter new discount and update the current transaction to the new discount entered.

•The Import from Excel button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open a dialog box where you can browse and select the file you want to import into the Quotes form.  See Import Order from Excel.

•The Rapid Item Entry button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open Rapid Item Entry form where you can quickly enter items as long as they are already recorded on Inventory Items.

•The Customer button will open the Customer form to the selected customer.

•The Inventory button will open the search form for Inventory Items.

•The Quote Notes button will open the Notes form where you can enter any notes about the selected quote.

•The Message button opens the Quotes Message form where you can enter a message for the Quote and have it print on the printed quote.

•The Customer History button under the History menu (click the History button to open the History menu) will open the Customer History form where you can view all the posted transactions that a customer has placed in the past.

•The Item Purchase History button under the History menu (click the History button to open the History menu) will open the Item Purchase History form where you can view all the items purchased by the selected customer.

•The Sales Transaction History button under the History menu (click the History button to open the History menu) will open the Sales Transaction History form where you can view the complete history of the selected transaction.

•The Opportunity button when clicked will automatically create Opportunity record for that specific Quote. See: Opportunities

•The Schedule button will open the Schedule Activities form when you can schedule a call, meeting, or to-do.

•The Close button will close the Quotes Overview  form.

Press F1 or click F1-Help at the bottom left corner of the form for help on what this form is all about.