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How to maintain the Quotes

           “Quotes” is the quotation which is issued by seller to the buyer on buyer demand. It’s like an offer which seller gives to buyer. It consists of details of per unit price, description of the good and the quantity of the good.

Now here is the procedure that how user can create or issued “Sales quotes”.

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

As you select the quotes the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of quotation is to enter the “Customer ID” of that customer for whom this quotation he is creating.

In case there is no customer user can create it while cursor is blinking in customer ID field user have to simply press the “+” key or “Double click”or click on magnifier glass and click on “New” button. Maintaining customer screen will appear in which user can create a new customer.

Step no 3: When user create and select the customer “Ship to” field will be filled with the address of customer where the shipment will be send.

Step no 4: Enter the date on which the quotation are issued in “Date” field.

Step no 5: Enter the date on which this quotation will expire in “Good thru”field.

Step no 6: Enter the reference number in “Quote no” field. This field is used to give a unique or different code to each quotation for identification and avoid repetition in issuance to the customers.

Step no 7: Customer purchase order number can also be entered in“Customer PO” field.

Step no 8: Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 9: The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 10: The sales representative ID can also be entered in “Sales Rep”field.

Step no 11: Enter the quantity of items for quotation in “Quantity” field.

Step no 12: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 13: Description of item will automatically fill as default in“Description” field.

Step no 14: Enter the per unit price of the item in “Unit price” field.

Step no 15: User can also enter the freight amount in “Freight” field.

Step no 16: Click on the “Save” button to save the quotes.

How to maintain the Sales Order

A seller-generated document that authorizes sale of the specified item(s), issued after receipt of a customer's purchase order. A sales order usually implies that there will be no additional labor or material cost incurred for the sale, except where it is used to initiate a production process.

Now here is the procedure that how user can create or issue a sales order. User can issue a new order or can also convert the quote into sales order.

CONVERT QUOTES INTO SALES ORDER:

In order to convert the quotes into sales order the following steps must be followed:

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

Step no 2: Click on the “Open” button. A window will appear select the quote you want to convert and click on the “Ok” button.

Step no 3: The selected quote will open now click on “Convert” button and following screen will appear.

Step no 4: Select the “Sales order” button in order to convert the selected quote into sale order.

Step no 5: Click on the “Ok” to save the sales order.

How to maintain the Sales / Invoicing

            Sales invoices are used to enter the inventory items or finished goods which are being sold to the customer. Following are the steps to guide that how to create sales invoice

Step no 1. First of all go to task menu bar and click on “Sales invoicing”.

The following window will appear.

Step no 2. First thing is to enter the “customer ID” in customer ID field. It is the ID of the customer to whom the sales have been made. When you select the customer the bill to field will show the detail of the customer.

Step no 3. When user selects the customer “Ship to” field will be filled with the address of customer where the shipment was sent.

Step no 4. Enter the date on which the sales invoice is issued in “Date” field.

Step no 5. Enter the invoice number in “Invoice no” field. This field is used to give a unique or different code to each invoice for identification and avoid repetition in issuance to the customers.

Step no 6. Customer purchase order number is entered in the “Customer Po” field.

Step no 7. Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 8. Enter the date when the goods are shipped or expecting to be shipped in the “Ship date” field.

Step no 9. The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 10. The sales representative ID can also be entered in “Sales Rep” field.

Step no 11. Select the sales order number from drop down list on the Apply to sales order tab against the goods which are being sold as shown in given below pictures.

Step no 12. When you select the sale order number the remaining fields will be automatically filled.

Step no 13. Enter the quantity of items for sales order in “Quantity” field.

Step no 14. Description of item will automatically fill as default in “Description” field.

Step no 15. Enter the per unit price of the item in “Unit price” field.

Step no 16. “Amount field” will automatically fill as you select the unit price.

Step no 17. User can also enter the freight amount in “Freight” field.

Step no 18. Click the “Save” button to save the transaction