Entering a Quotation - Items Card
Use the grid on the 'Items' card to list the Items on the Quotation. This grid is divided into three horizontal flips. When you click on a flip tab (marked A-C), the two or three right-hand columns of the grid are replaced.
To add rows to a Quotation, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.
You can also bring Items into a Quotation by opening the 'Items: Browse' window, selecting a range of Items by clicking while holding down the Shift key, and then dragging them to the Item field in the first empty Quotation row. You can also copy a list of Item Numbers from a spreadsheet or word processor and paste them in the Item field in the first empty row.
Flip A
- Item
- Paste Special
Item register
- With the cursor in this field, enter the Item Number or Bar Code for each Item included on the Quotation. Pricing, descriptive and other information will be brought in from the Item record. If you leave this field blank, you can enter any text in the Description field, perhaps using the row for additional comments to be printed on Quotation documentation.
- Qty
- Enter the number of units offered. Press Return to calculate the Sum, and the cursor will move to the Item field on the next row.
- Description
- Default taken from
Item
- This field shows the name of the Item, brought in from the Item register. If you want to add an extra description, you can do so: there is room for up to 100 characters of text. If you need more space, you can continue on the following line.
- FirstOffice will take any rows of text that have been entered on the 'Texts' card of the Item record and move them into the Description field, as shown below.
- Unit Price
- The Unit Price of the Item according to the valid Price List for the Customer is brought in. If the Customer has no Price List specified, or the Item is not on the Price List in question, the Base Price from the Item record is brought in. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'Debtors' card of the Account Usage S/L setting in the Sales Ledger that Base Prices include VAT.
- In multi-user systems, you can prevent certain users from changing any Unit Price in a Quotation using Access Groups (by denying access to the 'Change Unit Prices' Action).
- %
- Discount percentage.
- In the Round Off setting in the System module, you can determine whether the discount is to be applied to the Unit Price before it has been multiplied by the Quantity, or to the Sum. In certain circumstances (where there is a very small unit price and a large quantity) this choice can cause the calculated discount to vary, due to the rounding system used in FirstOffice. Please click here for details and an example.
- Sum
- The total for the row: Quantity multiplied by Unit Price less Discount. Changing this figure will cause the Discount Percentage to be recalculated. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'Debtors' card of the Account Usage S/L setting that Base Prices include VAT.
Flip B
- Objects
- Paste Special
Object register, Nominal Ledger
- You can assign up to 20 Objects, separated by commas, to this Item and all transactions generated from it. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.
- In any Nominal Ledger Transactions generated from Invoices eventually raised from this Quotation, any Objects specified here will be assigned to the credit posting to the Sales Account and, if you are using cost accounting, the debit posting to the Cost Account. This assignment will merge these Objects with those of the parent Quotation (shown on the 'Del. Terms' card).
- The Objects specified here are also transferred to the corresponding row of any Delivery eventually resulting from this Quotation row. They will be assigned to the debit posting in any Nominal Ledger Transactions generated from those Deliveries.
- Account
- Paste Special
Account register, System module
- The Nominal Ledger Sales Account for this Item, which will be credited with the Sum in the Nominal Ledger Transactions generated by Invoices eventually created from this Quotation. A default is offered, taken from the record in the Price register for the Item/Price List combination. If there is no such record, or it has no Sales Account specified, the default will be taken from the Item record. If none is specified there, it will be taken from the Item Group or from the 'VAT'. You can change this default in any Quotation row if necessary.
- V-Cd
- Paste Special
VAT Codes setting, Nominal Ledger
- The VAT Code entered here refers to a VAT Code record defined in the VAT Codes setting in the Nominal Ledger. It determines the rate at which VAT will be charged on this Item and the VAT Account to be credited, when the Invoice is raised. A default is offered, taken from the Sales VAT Code field in the Customer record. If that field is empty, the default is taken from the the Item, the Item Group or from the 'VAT' card of the Account Usage S/L setting. You can change this default in a particular Quotation row if necessary.
Flip C
- Cost
- Default taken from
Item (Cost Price + Extra Cost)
- The Cost Price is used in Gross Profit and Margin calculations. You can change this figure if necessary.
- GP
- The Gross Profit for the Quotation row is calculated by subtracting the Cost Price (multiplied by the Quantity) from the Sum. The figure is therefore absolute, not a percentage.
Footer
The Quotation Footer contains various running totals as described below. Whenever a Quotation row is added or changed, these totals are updated.
- VAT
- The VAT total for the Quotation.
- This figure is rounded up or down according to rounding rules set in the Round Off setting in the System module.
- Sub-Total
- The total for the Quotation, excluding VAT.
- TOTAL
- The total for the Quotation, including VAT.
- This figure is rounded up or down according to rounding rules set in the Round Off setting in the System module.
