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taken from the Accounting Made Easy e-book








DOCUMENT PROCESSING
CREATE OR EDIT QUOTES
  
Debtors (customers) may ask you for a quotation on your products for various reasons. TurboCASH allows you to create a quote for any of the stock items in your stock code file. When a debtor (customer) accepts the quote, you may edit the quote (add items to the quote, change quantities, delete items from the quote, etc.) You need to confirm and convert the quote to an Invoice. Note will not be able update the quote to the ledger and it generates no transactions. But once the quote has been converted to an Invoice, you may also edit the invoice and post or update the invoice to the ledger.

To Create or Edit a Quote:
Press the <Spacebar> on your keyboard. You may also click on the speed button or icon. You may also click on the down arrow of the Invoice speed button to select Quotation from the Sales Documents list or press the and keys on your keyboard. The Document Entry screen will be displayed. Select Quotes in the Documents field, if Quotes is not displayed.

Title bar. Click to close or exit this screen. Select Quotes, if Quotes is not displayed. Select the debtor account. Select New to create a New quote or select an available quote number to edit the quote. Enter a valid date or select a date using the date picker. Enter the Reference number, if available for the debtor. Once a document has been created, click to view the Document Entry details screen. The salesperson for the selected salesperson will be displayed. Select any other available salesperson. Select any available document group, if groups was created. The postal address as entered on the General Information tab for the selected debtor account will be displayed. The delivery address as entered on the Statements tab for the selected debtor account will be displayed. You may enter or overtype the address. The message as entered on the Documents Setup (Invoice) will be displayed. If you press the enter key, in the last line, the Document Entry Details screen will be displayed. The current account balance for the debtor account will be displayed. The amount available on the credit facility for the selected debtor account will be displayed. The credit limit as entered on the Accounting Information tab for the selected debtor account will be displayed. Select any available paper type on which you wish to print the document. Select screen, printer, file, e-mail or fax. Copies may only selected if the printer option is selected. Click to select another printer as your default printer and to set the paper for dot-matrix printers. Click to print the document to the selected output method. Click to close or exit this screen. The message as entered on the Documents Setup screen. If you press the enter key, in the last line, the Document Entry Details screen will be displayed. Note the selected selling prices (1/2 or 3) for the selected debtor account. Note the Customer Discount for the selected debtor account as entered on the Debtor Account - Accounting Information tab.
Select and enter the applicable information for the applicable fields:

Option Description
1. Debtor Select the Debtor for whom you wish to issue a Quote or to edit an existing Quote.
2. Order Number Always select NEW to create a new Quote and TurboCASH will generate the next Quote number. If you wish to edit an existing Quote you may select the Quote Number which will be displayed for that Debtor.
3. Date The current date in your system should be displayed. You may enter any other valid date or select a date using the date picker.
4. Your Reference: Enter the reference number as supplied by your Debtor, if available.
5. Salesperson The salesperson allocated on the Edit - Accounts - Debtor (General Information tab) will be displayed. If no Salesperson has been allocated to the specific Debtor, unallocated should be displayed.

You may also select any available Salesperson, added in the Setup - System Parameters - Salesperson menu option.
6. Document Group 1 / Document Group 2 You may select any of the available Document Reporting Groups, which you have created in the Setup - System Parameters - Groups menu option.
7. Postal Address The address as entered on the Edit - Accounts - Debtor (General Information tab) will for the specific Debtor will be displayed.
8. Delivery Address The address as entered on the Edit - Accounts - Debtor (Statement tab) for the specific Debtor will be displayed.

You may also enter or overtype the address in this field if the delivery address is different.
9. Available Balance Check that the available balance on the credit facilities is sufficient to accommodate this quote. If this quote will exceed the credit limit, you may need to inform the debtor to make some payment before he / she can accept the quote. You may also wish to revise the debtors credit limit.

TurboCASH will automatically calculate the difference between the credit limit and the current balance of your Debtors account.
10. Message The message you have entered in the Setup - System Parameters - Documents (Quotes tab) menu option will be displayed. You may enter or overtype this message with another message for this specific order.

Once you are finished with the message, the Document Entry Details screen for Quotes and the Stock Items search facility screen will be displayed.

Title bar displays the debtor account, document type and number and quantities on hand. Click to close or exit this screen. The selected document type - Invoice will be displayed. The selected debtor account. The generated or selected quote number will be displayed. The date as entered or selected. The Reference number for the debtor, if entered. Click to go back to the previous screen (Document Entry (Header) screen. Click to delete a selected transaction or comment in a row. Click to insert a blank row to insert a transaction or comment. Click to view the Exclusive or Inclusive of VAT amounts. Click to enter a percentage for overall discount for the transactions. Click to change a line or row to a comment and enter a comment for the selected line or row. Click to clear or delete all the transactions and comments from this document. Select any available stock item from the search facility. The description for the selected stock item will be displayed. Enter the quantity for this stock item. Enter the quantity for this stock item. Select a valid tax code (Output Tax for Quotes). The discount as entered on the Accounting Information tab for the debtor will be displayed if the Apply Invoice Discount option is set for the Stock Item. You may enter discount for the transaction. Scroll bar - scroll up or down to view more entries (transactions and comments). The totals for the transactions in the document. Note the selected selling prices (1/2 or 3) for the selected debtor account. Note the Customer Discount for the selected debtor account as entered on the Debtor Account - Accounting Information tab. The selected selling price for the stock item (Invoices, Credit Notes and Orders). This line or row was converted to a comment.
Select the applicable Stock Item or Service Item from the Stock Item search facility and TurboCASH will automatically display the Item No., Description and Unit Amount in the applicable fields. You need to enter the Quantity in the Ship fields. When the cursor is in the Unit Amount field, the following screen reflecting your 3 selling prices will be displayed:

Transaction details. Selling Prices 1, 2 and 3. Comment line if comments were added for the transaction.

If you use 3 different selling prices, the default selling price 1, 2 or 3 as selected on the Edit - Accounts - Debtor (Accounting Information tab) will be selected. You may select any other available selling price, for this quote, if you wish.

If you have entered any percentage for Customer Discount on the Edit - Accounts - Debtor (Accounting Information tab) and the Apply Invoice Discount field is selected on the Edit - Stock Information menu option for the selected stock item, the customer discount percentage for the selected debtor account will be displayed. Note you may overtype the discount with a zero (0) percentage if you do not wish to allow discount for this transaction. If you wish to grant a lower percentage or higher percentage of discount, you may overtype the percentage with the percentage of discount you wish to allow.

TurboCASH will automatically calculate the amount for the number of items quoted in the line. If you are registered for VAT and VAT is applicable to the transactions, remember to check that the amounts reflect inclusive or exclusive of VAT correctly.

If you have selected an existing quote, the details of the transactions will be displayed. You may add any new items, comments, select stock items and edit the selling prices, quantities and discounts.
When you are finished with the Quote, press the button to close or exit the Stock Item search facility. The following confirmation message will be displayed:


Click on the button to print the document and click on the button on the Document Entry Header screen. The document will be printed to the output method as displayed on the screen.

If you click on the button on the confirmation screen, you may print the Quote later in the Input - Documents - Print menu option. You may also re-print the quote whether it is confirmed and converted to an invoice, or not.
You may proceed to create or edit another quote or another document, or you may press the button on your keyboard to exit the Document Entry screen.

You may need to use the speed buttons on the Document Details screen to delete a transaction, insert a transaction, insert a comment, delete all the transactions in the quote.

Once the quote has been accepted, you need to check that all the items on the quote is in the correct quantities, quality, pricing discounts, etc. and confirm and convert the quote to an invoice.

If the quote is not valid anymore or it has never been accepted for some reason, you may delete the order in the Edit - Delete -Documents menu option.

GNU Free Documentation License 1.2 SourceForge
Content released by Digidan under the GNU Free Documentation License 1.2.