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taken from the Accounting Made Easy e-book








VIEW PRINTED DEBTOR (CUSTOMER) DOCUMENTS
VIEW PRINTED QUOTES
  
Quotes might be printed when you have finished creating or editing a quote in the Document Entry screen or in the Input - Documents - Print menu option. Printed quotes might be edited, provided that they have not yet been confirmed and converted to an invoice. An example of a Quote is as follows:

The name address and contact details entered on the Setup Company Info menu option. The name address as entered on the Edit - Accounts - Debtor (General Information) menu option. The Quote Heading as set in the Setup Documents (Quotes) menu option. TurboCASH generates numbers for each Quote. Page number. Date of the Quote. The Reference number as supplied by the customer / debtor if entered on the Quote Header screen . Reference if entered in the Tax Reference field of the Edit - Accounts - Debtor (Accounting Information) menu option . The account number of the customer / debtor account. The delivery address as entered on the Edit - Accounts - Debtor (Statements) menu option. Stock Item code and description as selected. The quantities as entered. The selected unit (each, etc.) selling price. Line Discount percentage as specified on the Customer Discount field of the Accounting Information tab of a Debtor account, if the Stock Item was set to allow Invoice discount. Overall discount percentage. This will reduce the net selling price exclusive of VAT. The total selling price for the specified quantity (the quantity x selling price). The VAT amount is automatically calculated on the Output Tax percentage for the selected Stock item on the Exclusive amount. This is the total of the Exclusive and the VAT (Tax) amount. The unit for the selected Stock Item (e.g. each, litres, etc.) Invoice and Item or Line Discount. Comment inserted to display more information for a stock item on the document. Total of all transactions on this Quote (Exclusive, Tax and Inclusive). The Inclusive total is the amount payable if the quote is accepted. Company Registration number (entered on the Setup Company Info menu option) must be displayed if a business is registered as a Company, Close Corporation, Non-profit Organisation, etc. VAT Registration number (entered on the Setup Company Info menu option) must be displayed if a business is registered as a VAT vendor. Standard Quote message as entered on the Documents Setup (Quotes) menu option. The name and signature of the customer or debtor and the date on which the Quote is accepted.

Quote Documents consists basically of 3 sections, i.e. the heading, transaction details and the footer.
  1. The Header Section - contains the details of your business, the postal and delivery addresses (if delivery address was entered) of the debtor (customer), the document number, date, number of pages, Tax reference number, and the reference number of the debtor for the transaction, and account number. This information was displayed on the Document Entry Header screen. The Exemption Reference number is the Tax number as entered on the Edit - Accounts - Debtors (Accounting Information tab).

  2. The Transaction Section - contains the details of the transactions as selected, entered and edited in the Document Entry Details screen. It displays the code and description of the stock items quoted, any comments, any discounts, etc. If you are registered as a VAT vendor and you have selected a Tax code, and VAT amounts for each item (Exclusive amount, Tax amount and the Inclusive amount). Finally the total for all the transactions are displayed at the end of this section.

  3. The Footer Section - contains the message as entered on the Setup - System Parameters - Documents (Quotes tab) menu option and the Company and Tax registration numbers if entered on the Setup - System Parameters - Company Info (Address tab) menu option. This section also includes a place for the name and signature of the person, who accepts the quote and the date on which the quote is accepted.

You may also select to print the company logo instead of your address on the quotes. If you select to print your company logo, make sure that your address and contact numbers are included in your logo.

When a debtor (customer) accepts a quote, the debtor (customer) may accept all the items on the quote or may wish to add some other items or may even wish not to take all the items. You may confirm and convert the quote to an invoice. Note that quotes cannot be posted or updated to the ledger.

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