Entering a Quotation - Del. Terms Card
This page describes the fields on the 'Del. Terms' card of the Quotation record. Please follow the links below for descriptions of the other cards:
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- Delivery Terms
- Paste Special
Delivery Terms setting, Sales/Purchase Orders module
- Default taken from Contact record for the Customer (Sales Del. Terms)
- Specify the Delivery Terms for the Quotation here. You will tend to use this field for international Customers: examples might be Cost, Insurance, Freight or Free On Board.
- In each Delivery Term record. you can enter a description in your home Language and in various translations. When you print the Quotation, the correct translation for the Language for the Quotation (shown on the 'Price List' card) will be printed in the "Delivery Term Text (shiptermtext)" field, assuming you have included that field in your Form Template design.
- Delivery Mode
- Paste Special
Delivery Modes setting, Sales Orders module
- Default taken from Contact record for the Customer (Sales Del. Mode)
- Enter the mode of shipping used for the Quotation. Examples might be Post or Courier, or might specify the name of the courier that you will eventually use to supply the goods on the Quotation.
- In each Delivery Mode record, you can enter a description in your home Language and in various translations. When you print the Quotation, the correct translation for the Quotation (shown on the 'Price List' card) will be printed in the "Delivery Mode Text (levsattext)" field, assuming you have included that field in your Form Template design.
- Route
- Paste Special
Routes setting, Stock module
- You will tend to use the Route field if you have a fleet of delivery vehicles, each of which repeats the same journey or "Route" every day.
- The Route in a Quotation will be updated if you change the Customer, the Location (immediately below) or the Address Code (i.e. Delivery Address, on the 'Del. Address' card), as follows:
- The Route will be taken from the record in the Routes/Locations setting in the Stock module for the Location/Customer/Delivery Address combination.
- If there is no Address Code in the Quotation, the Route will be taken from the record in the Routes/Locations setting in the Stock module for the Location/Customer combination in which the Delivery Address is blank. If there is no such record, the Route will be taken from the first Routes/Locations record for the Location/Customer combination, sorted by Delivery Address.
- The Route will be taken from the Contact record for the Customer (Route field on the 'Delivery' card).
- From here, the Route will be copied to any Orders that you create from the Quotation. The Routes of Orders will be used by the Sorted Order List report in the Sales Orders module. This is a list in Route order of Orders with a particular Planned Delivery Date. You can use this report as an aid for delivery drivers.
- From an Order, the Route will be copied to the resulting Deliveries. The Routes of Deliveries will be used by the Trip Sheet report in the Stock module. This is a list of the Deliveries on a particular Route that can be made on a specified date or during a specified period.
- Location
- Paste Special
Locations setting, Stock module
- Used as default in Orders, Deliveries
- If you know that the stock that will eventually be used to satisfy the Quotation will be taken from a particular Location, specify that Location here.
- If you have specified a Main Location in the Stock Settings setting, leaving this field blank means that stock from the Main Location will be used. Note, however, that the Require Location option in the same setting has no power over this field. If you are using this option, you will not have to enter a Location here, but you will have to specify one in any Deliveries eventually resulting from the Quotation.
- A default Location can be brought in from the 'Sales' card of the current user's Person record or from the Local Machine setting in the User Settings module. The Local Machine setting is specific to the client machine you are working on. You can also prevent the current user from using a particular Location, using the Order Reserv. Access field in their Person record. If the current user specifies a Location that they should not use, the message "You are not allowed to withdraw any items from this location." will appear when they try to save the Quotation. Please refer here for more details about this feature.
- If the 'Item Status' window is open, the quantities it shows will refer to the Location specified here. If you have not specified a Location, the quantities will refer to all Locations. This will be the case even if you have specified a Main Location in the Stock Settings setting.
- Branch
- Default taken from Local Machine setting, User Settings module
- If your company has several Branches (e.g. several shops), you can specify the Branch where each client machine is located in the Local Machine setting in the User Settings module. You should do this individually on each client machine. When you create a Quotation, the Branch where the client machine is located will be recorded here and usually cannot be changed.
- If you have entered a record in the Contact register for the Branch, Sales Tags/Objects in that Contact record will be copied to the Tags/Objects field on the 'Terms' card of the Quotation. Branch details such as the address in that Contact record will be printed on Quotation documentation if you have included the various Branch fields in your Form Template designs.
- If you are using Tax Templates instead of VAT Codes to determine the rate at which VAT or sales tax will be charged, a Tax Template Code representing the Branch may be copied to the T-Cd field in each row in the matrix. Please refer here for more details.
- If you would like it to be possible for some users to change the Branch in Quotations, assign them an Access Group in which you have granted Full access to the 'Change Branch Code on Quotation' Action. Separate similar Actions are available for Orders and Invoices.
- Opportunity
- In a Quotation that you created from an Opportunity, the Opportunity Number will be shown in this field. The Quotation and the Opportunity will also be connected through the Link Manager.
- Total Quantity
- This field shows the total number of Items on the Quotation and will be updated automatically each time you save the Quotation. If this figure becomes inaccurate for any reason, use the 'Recalculate Weight and Volume' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update it.
- Total Weight
- Default taken from
Items
- This field displays the total weight of the Items on the Quotation, calculated from the Quantity quoted and the Weight of each Item. It will be updated automatically each time you save the Quotation. If you change the Weight in any of the related Item records or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update this field.
- Total Volume
- Default taken from
Items
- This field displays the total volume of the Items on the Quotation, calculated from the Quantity quoted and the Volume of each Item. It will be updated automatically each time you save the Quotation. If you change the Volume in any of the related Item records or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update this field.
- Freight
- If you have used the Freight setting in the Sales Ledger to specify that an amount for Freight will be added automatically to each Quotation, that amount will be placed in this field.
- The freight charge can be calculated using one of two methods:
- The freight charge can be a fixed amount. This fixed amount will be the Base Price of the Item that you specify in the Freight setting, and it will be placed in this field when you enter a Customer Number.
- The freight charge can be a variable amount based on the total weight of the Items sold. This variable amount will be calculated using the formula that you specify in the Freight/Weight Calculation setting. This field will be updated each time you specify or change the Quantity in one of the Quotation rows.
In both cases, you can change the figure if necessary. The VAT Code and the Sales Account for the freight charge will be taken from the Item entered in the Freight setting (the VAT Code will be shown in the Freight V-Cd field to the right).
- If you are not using the Freight setting, you can enter an ad hoc freight amount in this field if applicable together with a Freight V-Cd.
- The Freight value and any VAT will not be included in the Quotation totals.
- Order No.
- If you have created an Order from the Quotation using the 'Order' function on the Create menu, the Order Number of that Order will be shown here. The Status of the Quotation will also be changed to Accepted automatically and the Probability will be set to 100%. The current date will be placed in the Decision Date field if that field was empty. If you have created more than one Order, the last Order Number will be shown. Quotations with an Order Number will not be shown in the Outstanding Quotations report.
- Planned Delivery
- Paste Special
Choose date
- The date when the Customer requires the Items on the Quotation to be delivered. Enter this date using the format specified in the Planned Delivery setting in the Sales Orders module. Available options are Free Text, Date, Week Number or Year and Week (four characters).
- You should use this field when you need to deliver on a particular fixed date. If you need to deliver a certain number of days after the Order Date (an unknown date when issuing the Quotation), use the Days to Delivery field (below).
- Days to Delivery
- You can use this field to schedule a Delivery from any Order that you create from the Quotation. If you leave the Planned Delivery field in a Quotation (above) blank and specify a number of days in this field, the Planned Delivery date in the Order will be calculated by adding that number of days to the Order Date.
- To use this feature, you must have specified in the Planned Delivery setting (in the Sales Orders module) that the Planned Delivery date field uses the Date format.
- Freight V-Cd
- Paste Special
VAT Codes setting, Nominal Ledger
- The VAT Code entered here will determine the rate at which VAT will be charged on any freight charge that you have added to the Quotation (using the Freight field to the left). It will also determine the Output VAT Account that will be credited with the VAT value from the eventual Invoice.
- The default will be taken from the Contact record for the Customer, from the Item specified in the Freight setting, from the Item Group to which that Item belongs, or from the Account Usage S/L setting. The correct VAT Code for the Zone of the Customer will be used.
- Disallow Invoicing more than Quoted
- Default taken from
Quotation Settings setting
- Selecting this option in a Quotation will have the following effects:
- In an Invoice that you have created from the Quotation, you will not be able to increase the quantity in any row to a figure that is greater than was quoted. You will be able to add rows to the Invoice.
- If you have already created an Invoice from the Quotation for the full quantity, you will be prevented from creating further Invoices.
- If you have already created an Invoice from the Quotation for a partial quantity, the remaining quantity will be used as the default figure in the next Invoice that you create.
If you do not select this option in a Quotation, there will be no restriction on the number of Invoices that you can create from the Quotation, and the full quoted quantity will be used as the default figure in each Invoice.
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The Quotation register in Standard ERP:
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