Use this subsystem to enter, correct, print and remove quotes in the system. You can also automatically convert a quote into a sale (work order).
You can access the following programs from the Quote Entry menu:
Quote Entry is used to enter and modify quotes. This program is similar to other entry programs in the Sales Orders module, but it is not part of the Sales Order Entry Suite.
Quote Print is used to print or reprint quotes. If you need to modify or correct a quote, return to the Quote Entry program.
Quote Removal is used to remove sold and expired quotes.
When you enter quotes, you enter a customer number, and the system assigns the quote date (usually the system date) and expiration date, both of which can be changed later if necessary. The entry screen provides fields in which you can enter name of the person who gave the quote and the person who is receiving the quote.
The system also allows you to create quotes for companies or individuals that are not existing customers. Before you convert these quotes to a sales order, you must create a temporary customer in Customer F/M.
Items entered on quotes are not committed in the warehouse, but the Quote Entry program lets you see the availability of those items.
Quote Entry also supports the FACTS multiple warehouse feature. If your company has several locations with their own inventory, this feature allows you to enter items from other warehouses if your default warehouse is out of stock.
The system also allows you to create quotes for companies or individuals that are not existing customers. Before you convert these quotes to sales orders, you must create a temporary customer in Customer F/M.
Quote status is also available to track Win/Loss information. Quotes status options are: Accepted/Declined/Partially Converted/Expired/Open. The date the quote was accepted or declined, and the reason declined also display on the Header screen. The Reason Declined field is validated against standard Lost Sale Reason Codes in FACTS.
As with the other Sales Order Entry programs, Quote Entry displays all pricing but allows you to override that pricing if necessary. If multiple units of measure for pricing or selling are available for an item, you can also change the unit of measure while entering a quote. Quotes may also include discounts, tax and freight.
Once you finish entering a quote, the program gives you several options: print the quote immediately, save it for batch printing or convert it to a sale (providing that the customer, or a least a temporary customer, is valid in the system).
At that time of entry the quote is assigned an order request date and order number in the Sales Orders Document File. If you use the Job Cost subsystem, the system enters a job number for the order at this time. Through Order Entry, you can open the document to review or change it.
Quotes can be printed or reprinted through the Quote Print program. If you need to modify or correct a quote, return to the Quote Entry program. Quote print parameters are determined in the SO Document Print Control F/M. These parameters include the depth of the quote, whether the form is preprinted, and the standard memo.
The system also prints any notes flagged during Quote Entry to print on the quote. Urgent document notes print before normal document notes. Memos print before any line notes, and line notes print in the order of entry with no special dispensation for urgent notes.
A quote may be corrected and reprinted as often as needed up until the time it is converted to an order. If the quote is not converted at the time of entry, it may be converted at a later date through the same ending routine at the end of the entry program (if the customer is valid).
When a quote is converted to a sale, it stays in the Quote File as a sold quote. They may be left on file so they can be printed through the Quote Listing. Since this file eventually fills up, make sure you run Quote Removal periodically to remove the quotes that you no longer need to keep on file. Sold and expired quotes may be removed by their type (expired, sold) and the expiration date (cutoff date).