Entering a Quotation - Items Card
Use the grid on the 'Items' card to list the Items on the Quotation. This grid is divided into six horizontal flips. When you click on a flip tab (marked A-F), the two or three right-hand columns of the grid are replaced.
Before adding any rows to a Quotation, ensure that the Price List, Currency and Exchange Rate specified are correct. If there is an Exchange Rate, all prices transferred from the Item register will be converted. However, if you change the Exchange Rate after you have added rows to the Quotation, their prices will not be converted.
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 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, Alternative Code 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.
- If the Item is a Structured Item whose Paste Components during Entry check box is on, its components will be listed on the following rows when you enter a Quantity. If you decide to change the Quantity, be sure to change the Quantities of the components as well.
- 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.
- If you have entered various translations of the Description on the 'Texts' card of the Item screen, the correct translation will be brought in according to the Language of the Quotation (specified on the 'Del' card). In addition, Hansa will take any rows of text that have been entered on the 'Texts' card of the Item record without a Language 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 this Customer. 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. If there is a Price List applying to this Quotation, it will be shown on the 'Del' card.
- This figure will include VAT (and TAX) 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 (or VAT and TAX).
- If a Currency and Exchange Rate have been specified, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).
- 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. If you have allocated a Discount Matrix that includes this Item to the Customer, the correct discount percentage (quantity discount) for the Item Number and Quantity will be calculated automatically. If you offer quantity discounts based on Item Groups, be sure to select 'Recalculate Discount' from the Operations menu when the Quotation is complete. This will recalculate the discount percentage for each Item. You can change to an adhoc percentage if necessary. If there is a Discount Matrix applying to this Quotation, it will be shown on the 'Del' card.
- 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 Hansa. Please refer here for details and an example.
- The percentage entered here can act as a discount, margin factor or markup. This is controlled using the Discount Options setting in the System module.
- 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 (and TAX) 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 (or VAT and TAX).
- This figure will be rounded up or down according to rounding rules set for the Currency in the Currency Round Off setting in the System module.
Flip B
- A/C
- 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 'Sales' card of the Account Usage S/L Setting. You can change this default in any Quotation row if necessary.
- Objects
- Paste Special
Object register, Nominal Ledger/System module
- Default taken from Item
- 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' 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.
- 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 Item, the Item Group or from the 'Sales' 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.
Flip D
- Price Factor
- Default taken from
Item
- The Price Factor is the quantity of the Item that can be bought by the Unit Price. For example, if the Unit Price of an Item refers to a box of 24 units, its Price Factor will be 24. The Price Factor will be brought in to the Quotation from the Item record automatically. When you enter a quantity, Hansa will calculate the Sum using the formula Sum = (Quantity/Price Factor) * Unit Price.
- Recipe
- Paste Special
Recipes setting, Stock module
- Default taken from Item
- If the Item is a Structured Item whose Paste Components During Entry box has not been checked, its Recipe is recorded here, brought in from the Item record. A Structured Item is essentially an Item that is assembled by your company from purchased components: its Recipe lists those components with quantities. Recipes are set up using a setting in the Stock module. You should not change the contents of this field.
Flip E
- Unit, Unit Qty, Unit Pr. of Unit
- These fields allow you to quote for an Item using a different Unit to that specified on the 'Pricing' card of the Item record.
- If you enter a Unit that has a Qty Factor here, the Quantity and pricing for the Quotation row will change accordingly. For example, an Item is usually sold in single units. If you sell two dozen of them, you can enter the Unit representing one dozen (i.e. one whose Qty Factor is "12") in this Unit field and "2" in the Unit Qty field. The Quantity on flip A will change to "24" (i.e. 2 x 12) and the pricing will be adjusted accordingly. The Unit Price of Unit field will show the price for one dozen (i.e. the price of one of the new Unit).
- Use 'Paste Special' from the Unit field to choose from a list of Units.
- Use 'Recalculate Weight and Volume' from the Operations menu to update the Total Quantity, Weight and Volume on the 'Del' card of the Quotation.
- Width, Height, Depth
- Default taken from
Item
- These fields contain the dimensions of the Item. You can use them together with the Unit Qty field if the Item is sold by area or volume. Please refer to the description of the Units setting for details and an example.
Flip F
- Inv. Date, Inv. No.
- If you have raised an Invoice from the Quotation using the 'Invoice' function on the Operations menu, the Invoice Number and Date of that Invoice will be shown here.
The remaining fields on flip F are only used if you have linked the Quotation to a Project. Please refer here for details.
Footer
In addition to the Currency, the Quotation Footer contains various running totals as described below. Whenever a Quotation row is added or changed, these totals are updated.
Currency
Paste Special Currency register, System module
Default taken from Customer (Sales Currency) or Default Base Currency
The Currency of the Quotation: the exchange rate is shown on the 'Currency' card where it can be modified only for this particular Quotation if necessary. Leave the field blank to use the home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).
If the Customer record has a Currency specified on the 'Pricing' card, only that Currency can be used. Otherwise, any Currency can be used.
If you change the Currency after adding Items to the Quotation, the prices of those Items will be converted automatically and immediately using the appropriate Exchange Rate for the date of the Quotation.
Total GP
The total gross profit for the Quotation.
GP%
The overall gross profit for the Quotation, shown as a percentage.
VAT
The VAT total for the Quotation.
This figure is rounded up or down according to rounding rules set for the Currency (in the Currency Round Off setting in the System module). If no Currency has been specified, or the Currency in question has not been entered in the Currency Round Off setting, the rounding rules are taken from the Round Off setting (also in the System module).
VAT is calculated after the Sum of each row has been rounded up or down according to rounding rules set in the Currency Round Off setting.
Base
This shows the Quotation total including VAT in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System Module). It is not used if the Currency of the Quotation is blank.
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 for the Currency (in the Currency Round Off setting in the System module). If no Currency has been specified, or the Currency in question has not been entered in the Currency Round Off setting, the rounding rules are taken from the Round Off setting (also in the System module).
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