Entering a Quotation - Inv. Address Card
This page describes the fields on the 'Inv. Address' card of the Quotation record. Please follow the links below for descriptions of the other cards:
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- Invoice to Address
- Default taken from
Contact record for the Customer (Invoice Address)
- The Customer's address, will be brought in from the 'Contact' card of their record in the Contact register. You can change the Address in a particular Quotation, but if you need to make more permanent changes, you should do so in the Contact register.
- This field always shows the address of the Customer shown in the header, even if you have specified an Invoice To company on the 'Terms' card of the Contact record for the Customer.
- If you want to give a name to each of the individual address lines, use the 'Address' card of the User Defined Fields - Contacts setting in the CRM module. This can be useful if, for example, you want to indicate that the town or city is always to be typed into the third line of the address:
- Country
- Paste Special
Countries setting, System module
- Default taken from Contact record for the Customer (Country on 'Contact' card)
- The Country where the Invoice Address is located will be brought in from the 'Contact' card of the Customer's record in the Contact register.
- Account Op.
- Paste Special
Banks setting, Purchase Ledger
- Default taken from Contact record for the Customer (Account Operator)
- The Customer's Account Operator will be brought in from the 'Accounts' card of their record in the Contact register.
- Specifying an Account Operator in a Quotation allows information from the corresponding record in the Banks setting to be printed on Quotation documentation, providing you have included the relevant fields in your Form Template designs.
- Approval Status
- You can use the Approval Rules register in the Business Alerts module to configure an approval process that Quotations must pass through. For example, particular managers may need to check and approve every Quotation in which the TOTAL is greater than a certain value. If you are using such an approval process, this field will display the stage in the process that a particular Quotation has reached.
If a Quotation needs to pass through an approval process, the following functions will be disabled until the approval process has been completed:
In brief, the Approval Status of a Quotation can be any of the following:
- Not Required
- The Quotation does not need to pass through an approval process, so the functions listed above will be available immediately.
- Not Requested
- The Quotation does need to pass through an approval process, and you have not yet started that process. To start the process, save any changes and then choose 'Request Approval' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android).
- Pending
- The Quotation has been entered into the approval process, and is waiting to be approved or rejected. If you need to check the progress of the approval process, select Quotation Status' from the Operations or Tools menu.
- If the Status of the Quotation is Pending, you will usually not be able to modify it. If you need certain users to be able to modify Pending records, use Access Groups to grant them Full access to the 'Change Record Header when Approval Status is Pending' and/or 'Change Record Matrix when Approval Status is Pending' Actions.
- Approved
- The approval process has been completed and the Quotation has been approved. The functions listed above will be available.
- Rejected
- The approval process has been completed and the Quotation has been rejected.
Please refer here for full details.
- VAT Zone
- Default taken from
Contact record for the Customer
- These radio buttons show the Customer's Zone, brought in from the Contact register. The Zone can control the choice of Sales Account and VAT Code or Tax Template for each Item in the Quotation: you will have defined separate default Sales Accounts and VAT Codes or Tax Templates for each Zone on the 'Sales' card of the Account Usage S/L setting. You cannot change the Zone in a Quotation: you should make any necessary changes in the Contact register before entering Quotations.
- You can change the names of two of these options if they are not suitable. Using the VAT Zone Label setting in the Sales Ledger, you can replace the string "EU" with your own string (for example "SACU" in South Africa).
- You can use Access Groups to prevent users from selling to Customers in a particular Zone. Assign them an Access Group in which you have granted Full access to the 'Disallow Sales to Domestic Customers' Action (if you need to prevent selling to Customers in the Domestic Zone) or the 'Disallow Sales to Export Customers' Action (if you need to prevent selling to Customers in all other Zones) as necessary.
- Region
- Paste Special
Regions setting, Sales Ledger
- Default taken from Delivery Address or Contact record for the Customer
- The Region (e.g. the state, province or county) where the Delivery Address is to be found. In Argentina, if the Region is one where a Regional Perception Tax is charged on at least one of the Items on the Order, the amount of that tax will be shown in the TAX2 field in the footer of the 'Items' card.
- VAT Reg. No.
- Default taken from
Contact record for the Customer
- The Customer's VAT registration number. This will be copied to Orders and Invoices created from the Quotation.
- You can have a validation check carried out to ensure that the VAT Number entered here is in the correct format for the Customer's Country. If you want there to be such a validation check, define the correct formats in the VAT Number Masks setting in the System module. The validation check will take place when you save the Purchase Invoice, and a message will be shown if the VAT Number is in the wrong format. The check will be based on the Country specified in the Contact record for the Customer or, if that is blank, using the Country in the Company Info setting (i.e. your own Country). If that is also blank, no validation check will be made.
- Telephone, Fax
- Default taken from
Contact record for the Customer
- The Customer's telephone and fax numbers, as entered on the 'Contact' card of the Customer's record in the Contact register.
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The Quotation register in Standard ERP:
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