Entering a Quotation - Header
This page describes the fields in the Header of the Quotation record. Please follow the links below for descriptions of the other cards:
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- No.
- Paste Special
Select from another Number Series
- The Quotation Number. The default will be chosen as follows:
- It will be taken from the number sequence specified in the Number Series Defaults setting in the System module.
- It will be taken from the first valid row in the Number Series - Quotations setting.
- It will be the next number following on from the last Quotation entered.
You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Quotations setting, the number you change to must be inside a valid number sequence.
- You will not be able to save a Quotation if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Quotation Date falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year. If you change number sequences each year, remember to update the Number Series Defaults setting if you are using it (step 1 above) so that it refers to the new number sequence.
- If you are working in a multi-user environment, the Quotation Number will be assigned when you save the Quotation for the first time.
- You can prevent certain users from changing the No. in a Quotation using Access Groups, by denying them access to the 'Change Quotation Numbers' Action.
- Customer
- Paste Special
Customers in Contact register
- Enter the Customer Number or use the 'Paste Special' function. The Customer's name, address and other information will be entered into the appropriate fields.
- You can use Access Groups to prevent users from selling to Customers in a particular VAT Zone. Assign them an Access Group in which you have granted Full access to the 'Disallow Sales to Domestic Customers' and/or 'Disallow Sales to Export Customers' Actions as necessary. 'Disallow Sales to Export Customers' will prevent sales to Customers in all VAT Zones except Domestic.
- Name
- The Customer Name will be placed here after you have entered the Customer Number.
- Official No.
- Default taken from
Legal Record Numbers setting, Sales Ledger
- This field is only used in Angola and Portugal, where it is a legal requirement to allocate an official serial number to a Quotation when it is printed.
- When you print a Quotation using the 'Print Proforma Invoice' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android), the first unused number from the first valid sequence in the Legal Record Numbers setting will appear here. After printing the Quotation, many fields will be locked (you will only be able to change the Status, Class, Priority, Probability and Decision Date). The 'Print Proforma Invoice' function will only be available in Angola and Portugal (i.e. when the VAT Law in the Company Info setting is "Angolan" or "Portuguese").
- You should configure the Legal Record Numbers setting so that it contains at least one valid row in which the Register is "Proforma Invoices, Quotations" and the Selection is "At OK".
- The Official No, field is read-only and so cannot be used outside Angola and Portugal.
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The Quotation register in Standard ERP:
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