Quote Entry Footer Field Descriptions

How To

The Quote Footer screen consists of the final fields prior to completion of the quote document. The ending routine is not accessible if no line-items have been entered. Ending routine information is displayed on the lower portion of the screen, and a new total (running total of all line-item extensions plus tax, plus freight, etc.). The new total is initially equal to the quote amount, but is recalculated and displayed whenever an adjustment is made (tax, freight, etc.,) in the ending routine. At the end of the ending routine the new total represents the total amount of the quote.

This window contains all the possible fields for Quote Entry footer processing. Use these fields to specify information for a quote footer.

1. Disc % or Disc % (Discount/Amount)

This field only appears if % or $ was entered at the Use Invoice Discounts flag in the SO Static Control Record. Specify the discount percent (maximum of 100) or dollar discount (maximum equals merchandise total) of the merchandise total for the document.

2. Freight $

Specify the freight amount (+/-9999.99). Press Enter to default to 0 or, if this ship via is UPS, to the freight calculated for the UPS zone.

UPS Ship Via Information

fields 3-5 display only if the ship via code for this quote is UPS

3. UPS Zone

If UPS was entered in the ship via field, specify the UPS zone here; otherwise, this field is not displayed. The entry must be a valid zone as set up in the UPS Zone F/M. Press Enter to default to the zone of the ship-to's zip code.

4. Com/Res

This field is skipped if the UPS zone is greater than 8. Specify whether this delivery is a C-commercial or R-residential UPS ground delivery. UPS charges different rates for commercial and residential deliveries. Press Enter to default to the default for the ship-to address.

5. Weight

If UPS was entered in the ship via field, specify the UPS zone here; otherwise, this field is skipped. Specify the weight of this package. Press Enter to default to the next highest whole pound from the weight entered in the IC Item F/M for this item.

6. Tax Code

This field is not available if the Charge Tax flag in the SO Static Control Record is set to N. Specify the tax code for this ship-to customer. The entry must be a valid tax code. Press Enter to default to the currently displayed value (initially the customer's ship-to tax code). Press F2 to search.

NOTE: If you back up to this prompt and do not press F1 - skip after changing the tax rate or the tax amount, the system recalculates the charges to reflect the tax code and the changes to the Tax Rate and Amount fields are lost.

7. Tax Rate

This field is only available if the Charge Tax flag in the SO Static Control Record is set to Y. Specify the tax rate for this ship-to customer.

8. Tax $ (Amount)

This field is only available if the Charge Tax flag in the SO Static Control Record is set to O. Specify tax amount.

The system displays the total amount for the quote that is taxable, quote subtotal, discount amount, freight, tax and document totals.

9. Memo

Specify the memo to print on the quote. Press Enter to default to the displayed value, initially the standard memo set up in the Document Print Control Record. If no memo is needed, you can press the space bar before pressing Enter. Press F4 to back up to the selection prompt.

10. Print Quote Now?

If the quote has been printed once, this field is skipped. Specify N or Y to indicate whether to print the quote immediately. If you specify N or if the quote has already been printed, you can print/reprint the quote through the Quote Print program.

$image\pinpurpl_shg.gif$ The system still prompts you to print quotes even if the customer fails the credit check and your system is set in AR Static Control to place the document to Hold status. The system uses the credit check to determine whether the quote will be converted into a sales order.

When you convert a quote to a sales order, you can export the quote document and line notes from the quote to the sales order. You also have the option to print the document and line notes on the pick ticket when you print the sales order and invoice generated from the converted quote. When you convert a quote to a sales order, you can also export the quote line notes from the quote to an associated purchase order or transfer and print the quote line notes on the associated purchase order or transfer.

11. Convert quote to a sale?

Specify N - do not convert and skip to the end of the ending routine, A - convert all line-items to a sale, or F - convert the flagged line-items to a sale. Press Enter to default to N. The system skips the next field and clears the screen.

$image\pinpurpl_shg.gif$ Notes
You can convert the entire quote to a pick ticket after all the line-items have been converted or each line-item can be converted to a sale itself, at any time before or after the quote is printed. The field, however, never appears while the customer number is NEW. This number must be changed to a valid customer number in the Customer File before a quote may be converted to an order.

When you convert a quote that contains inactive items, the system commits the amount available and reduces the ordered quantity to the committed amount (if needed) and gives you the option to post the reduction to lost sales.

When you convert a quote to a sale when using source document pricing, all prices come in as user override prices. The system sets the price’s commission % to "No Priority" and calculates the default commission. Refer to the Calculating Commissions topic for processing details.

If the Lost Sales is selected on the Use Features tab of SO Static Control F/M (SOF980), you have the opportunity to post to lost sales if the item is inactive and the quantity is greater than the available amount.

Select from the following options to indicate how to record and process the lost sale:
N-No to indicate that you do not want to record the lost sale, R-Review to display the Lost Sales Entry (SOC420) screen and modify the lost date, update usage, quantity, price, cost, reason, and/or notes, Y-Yes to record the lost sale using the default lost sale reason code entered SO static Control F/M, the quote date as the lost sale date and usage defaulting to “no update”.
Click OK.

12. Enter Requested Date

This prompt is only displayed if A or F was entered at Convert Quote to a Sale? Specify the date the merchandise is requested to arrive. Press Enter to default to the current date that displays ASAP (as soon as possible).

13. Enter Job Number

This prompt only appears if the quote is being converted to a sale, the Use Job Cost flag in the SO Static Control Record is set to Y, all lines are shipping from the initiating warehouse and the order is not a direct shipment. If you are using job cost, specify a valid job number and cost code. The job number must be for the selected customer (must be active and not on hold) and warehouse. If you specify a job number, all the line-items on the order are posted against the job in the Daily Sales Register (once the work order is confirmed). Press Enter to initially default to NONE. Once the job number is entered and line-items are entered, the job number may not be changed. Press F2 to search of job numbers.

14. Freight Method

The Document Freight Method (Q/C) for this customer– this value defaults from AR Customer Maintenance and is modifiable based on the Allow Method Change check box on the Invoicing tab of AR Customer Maintenance. Based on the setting, you can select from: Quoted Freight or Calculated Freight.

15. Quoted Freight

The freight amount from the quote header; you can modify this value.

Note: If the freight method is "Calculated the Quoted Freight field will be blank and disabled. If the Sales Order Static Control F/M setting for default freight in Order Entry is set to "No" (unselected) then the freight in the Sales Orders From Warehouse record will be set to zero. If it is "Yes (selected)", then the freight will be calculated as it currently does and stored in the Sales Orders From Warehouse record.

After you complete this entry, the order number is then displayed. Press Enter to continue to clear the screen.

16. Create a suggested PO for the temporary or back ordered units?

This prompt is only displayed if there are temporary items or back ordered quantities (including BOM components) on the quote if converting it to a sale. This field is not displayed if the customer is not allowed back orders as set in the AR Customer F/M, if the IC Static Control F/M is set to allow over-commitments or negative on-hand quantities, if this is a direct shipment, or a suggested PO or a transfer has been done for this line-item.

You can perform the following functions:

Y Create a suggested PO for this line-item.

N Do not create a suggested PO for this line-item.

This concludes the ending routine of the Quote Entry Program. Upon completion of the update, the screen is cleared of field information, and the program returns to the quote number field (#1) so you can specify additional quotes or click Done to exit.

Quote Entry Footer Field Descriptions

See Also