Quote Entry Line Item Information

How To

The line-item portion of the program allows the entry of up to 999 line-item and message lines to complete the quote. Line numbers are assigned automatically beginning with 001 and increments by one for each individual line-item up to 999. In the rare case where 999 line-items have been entered on a single quote, the program proceeds to the selection prompt and refuses further entries.

Input Descriptions

This window contains all the possible fields for Quote Entry items processing. Use the following field descriptions to enter information for a quote line item.

1. Item Number

Enter the item number. After you enter an item, the program displays the item class, package size, item weight and its unit of measure, available quantity, on hand quantity, on-order quantity, and bin location.

The following options are available from the item number prompt.

Memo - Select M to enter a memo line. If the order is a multiple warehouse or combined warehouse/direct order, a memo line will have special attributes.

Search - Enter F2 or select $image\find_shg.gif$ to perform an item search. You can search by item number, interchange or catalog number.

End entries - Press F3 or select $image\stopsm.gif$ to end line-item entries and proceed to the ending routine.

From the Options menu, you can access the following:

Lost Entry Sales—Allows you to track lost sales on items. Enter the item number, description, the quantity, UM, price and the reason code.

Item Search—Allows you to search for items by item number, item interchange, item class or UPC number. You can press the Alt Look button on the Item Search to display warehouse quantities, item catalog search, service item search, or standard part number search.
You can also access the Item Search by pressing F2. This option is only available when you are entering an item number.
Import Items—Allows you import items from existing documents (quotes, orders or past invoices) This feature allows you to easily duplicate on one document (a quote, order or invoice) the line items on another document (quote, order or past invoice). Policy flags set in the Document Import Control F/M (SOF972) indicate whether or not you can duplicate lines from a document for a different customer and how the pricing gets updated when the import occurs. The system allows you to select the document type, reference number and default pricing option (if applicable) and then displays the Import Item Selection dialog box, so you can select the items to import to the new document.

Customer Item Search—Allows you to search for items according to customer references. This option is only available when you are entering an item number.

Catalog Item Search—Allows you to search for a catalog item by alpha lookup or catalog item number. This option is only available when you are entering an item number.

Past Sales Search—Allows you to lookup all items sold to this customer in the past. When you select an item from this search, the system sets quantity ordered to what the customer ordered in the past sale. This option is available at the item prompt and only if the Use Past Sales flag is selected in SO Static Control.

Equipment Search—Allows you to look up equipment codes on file in the Service & Repair module. This option is only available when you are entering an item number and if the Service & Repair module is activated.

Item Interchanges—Allows you to look up alternate references listed for each item number.

Quick Item Add—Allows you to add an item to the system on the fly. The item can be accessed later from Item F/M.

2. Ship Direct

Select the Ship Direct check box or press F3 to indicate, that this item is shipped directly to the customer ship-to address.

3. Whse

The system displays the default warehouse for the item. You can modify this value or select the $image\find.gif$ icon to search for a different warehouse.

Inputs For Temporary and Catalog Item Entry

Fields #4 - #9 only appear if you enter a temporary item or a catalog item.

4. Temporary item?

In FACTS, a temporary item is an item that you may sell but you don’t keep in the master item file because you may not keep it in inventory. If you enter an item number that is not on record in the system, the program asks if you want to create a temporary item. Press Enter (CR) to enter No and back up to the item number field. Enter YES to create a temporary item. Press F1 to perform a Quick Item Add. This program enables you to quickly enter the item into the system. The item record can be accessed later in Item F/M.

5. Use Catalog Item?

This prompt only appears if a catalog item number was entered at item number field (it does not appear if catalog items were searched at the item number field). Enter Y or N to indicate whether to pull default information for the catalog item number from the Item Catalog File. If you enter Y, the system displays default information from the Item Catalog File for the catalog item. If you enter N, the system uses the standard defaults. Press Enter (CR) to default to Y. You can select the Quick Add button to quickly enter an item in the Quick Item Add program (ICF020).

6. Vendor

Enter the vendor for the temporary or catalog item. If the quote type is a direct shipment, the field is skipped and the vendor is set to the direct shipment vendor that was entered at field #2. If the quote type is warehouse or both warehouse and direct, enter the valid vendor from whom this item was purchased. Entering a vendor displays the vendor name. Press Enter (CR) to default to the vendor of the last item entered (if any) or the primary vendor for catalog items. Press F2 to search.

7. Item Class

For the temporary or catalog item, enter a valid item class. For a catalog item, press Enter (CR) to default to the item class on file for the item. Press F2 to search.

8. UM

For a temporary or catalog item, enter a valid unit of measure (UM). For a temporary item, press Enter (CR) to default to EA. For a catalog item, press Enter (CR) to default to the pricing UM on file for the item. For a standard part number, the system uses the unit of measure (UM) from the Standard Part Number record as the default selling UM instead of the default selling UM in the Item F/M record. If you select not to use the standard part number UM or the standard part number UM is blank or not a valid selling UM for the item, then the system uses the standard default UM for the item.

9. Weight

For the temporary or catalog item, enter the per unit weight of the temporary item (0-9999.999). For a temporary item, press Enter (CR) to default to 0. For a catalog item, press Enter (CR) to default to the weight on file for the item.

8. Commission %

This field is enabled if the Commission Flag is set to X-calculate and the Commission Basis flag in SM Company Control F/M has I (item) as the first priority, and if the Change by Line Comm % flag in SO Static Control F/M is set to N. Enter the commission percentage for the temporary item (0-99.99). Press Enter (CR) to default to 0. Press F1 to set this field to Use Default when the user override flag is set. Refer to the Calculating Commissions topic for commission processing details.

9. Description

This field is initially skipped except if the item is a temporary item, catalog item or a memo. Enter the item description or message (up to 30 characters). For a temporary item, press Enter (CR) to default to TEMPORARY. For a catalog item, press Enter (CR) to default to the item description 1 on file for that item.

Enter the item description 2. Press Enter (CR) to default to item description 2 on file or blank if the item is temporary.

10. GL Posting Table

This field is only available if the Change by Ln GL Table flag in the SO Static Control Record is set to Y or B. If B is entered at Change by Ln GL Table, press F4 to backup to this field. Enter the GL posting table to use in the Daily Sales Register in posting this line-item to GL. Press Enter (CR) or to default to the GL posting table assigned to the item in the Item File. Press F2 to search.

Inputs for Regular Item Entry

After the description is entered, information is displayed including shipping warehouse, ship via, class, weight, location, and available, on-hand and on-order amounts.

$image\pinpurpl_shg.gif$ When you enter an item number, the system displays the Gross Margin for the item in the GM% field. If you modify the pricing and unit cost for the item, the system updates this value.

10. Quantity

Enter the quantity to quote or select a display code. If this item is a temporary item, enter the quantity to quote or select D to make this a direct shipment. If this is a BOM finished item that can be assembled in SO, you may be able to enter component items. If the item has multiple selling units of measure press F2 to change the unit of measure. Press F3 to change the shipping warehouse if you are using multiple warehouses.

If the entered amount is greater than what is available, an error message displays. Press Enter (CR) to accept anyway, F2 to search other warehouses, or F4 to backup.

11. Cost

This field is available if the Change by Ln Cost flag in the SO Static Control Record is set to Y or B. If the Change by Ln Cost flag is set to B, you can press F4 to back up to this field. This field is also available if the item is temporary. Enter the cost per displayed costing unit of measure.

12. Price

Enter the price per displayed pricing unit of measure. Enter L and a level number for a price level if applicable. Press F2 or the $image\chum2_shg.gif$ icon to change the unit of measure for pricing if more than one is set up for this item. Press F3 or $image\price_shg.gif$ to search for another price. This field defaults to the pricing default UM for this item.

The T column in the browser refers to the price type for the item.

The values in this column represent the following price types:
List Price: T,
Level Price: L#,
Qty Break Price: Q#,
Standard Price: S,
Contract Price: C,
User Override Price: U,

where # gets replaced by the level number or the quantity break level number.

At this point, headings for the line-item fields used are displayed, and if the Display g.M.% flag in the Sales Orders Static Control Record is set to Q or A, the gross margin percentage is updated. If the calculated gross margin percentage is below the minimum or above the maximum, a message is displayed.

13. Line Discount/Amount

This field is only available if the Use Line Discount flag in the SO Static Control Record is set to % or $. Enter the discount amount or percent for this line.

14. Commission %

This field is only available if the Change by Ln Comm% flag in the SO Static Control Record is set to Y or B. Enter the commission percentage for the item (0-99.99). Press Enter (CR) to default to 0. Press F1 to set this field to Use Default when the user override flag is set. Refer to the Calculating Commissions topic for processing details about commission percentages.

15. Taxable

This field is only available if the Change by Ln Taxable flag in the SO Static Control Record is set to Y or B. If B is entered at Change by Ln Taxable, press F4 to backup to this field. Enter Y or N to indicate whether to charge tax for this line.

16. GL Posting Table

This field is only available if the Change by Ln GL Table flag in the SO Static Control Record is set to Y or B. If B is entered at Change by Ln GL Table, press F4 to backup to this field. Enter the GL posting table to use in the Daily Sales Register in posting this line-item to GL. Press Enter (CR) to default to the GL posting table assigned to the item in the Item File. Press F2 to search.

17. Change UM: S-Selling Um To Pricing Um, P - Pricing Um To Selling Um

This field only displays if the selling units of measure do not match the pricing units of measure for this item. Enter S to change the selling unit of measure to match the pricing unit of measure. Enter P to change the pricing unit of measure to match the selling unit of measure.

18. Extension

The line-item extension is calculated (price less any discounts multiplied by the quantity ordered multiplied by the conversion factor) and displayed. If the extension is greater than $999,999.99 the message EXTENSION TOO LARGE is displayed and the field is not accepted. If the user has a line-item with sales up to one million dollars, enter the item on more than one line.

19. Press F3 (End Entries) to complete an entry in the line-item portion of the Quote Entry program.

Select the $image\stopsm_shg.gif$ icon to stop entering line items.

$image\pinpurpl_shg.gif$ If the item is designated as having companion items, the system displays the Companion Item Selection (SOE151) screen. Refer to the Companion Item Selection (SOE151) topic for details.

The system updates and displays the running total. The line number is incremented by one, displayed, and the program returns to the item field for the next line-item entry.

You have the following options:

Highlight a line item and select the Chg Flag button to change the status of the line to convert it to a sale (or back to a quote if it has been converted to a sale) at any time before or after the quote is printed. When you select the Chg Flag button, the Conv Stat column display toggles between Yes and No for the selected line item.

Select the Header button to access the Header Detail for Documents screen, which is used to view and/or modify warehouse, shipping information, quote and expiration dates, and salesperson, freight, terms and ship via codes.

Highlight a line item and select the Line Detail button to access the Line Detail for Documents screen, which is used to view and/or modify item descriptions, quantity and shipping information, costing, and PO information.

Select the $image\notecuston_shg.gif$ icon to access Note Entry (SME710) for the customer specified in the program.

Select the $image\noteitemon_shg.gif$ icon to access Note Entry (SME710) for the item highlighted in line item browser.

Select the $image\noteheaderon_shg.gif$ icon to access Note Entry (SME710) for the quote header record specified in the program.

Select the $image\notelineon_shg.gif$ icon to access Note Entry (SME710) for the quote line records in the line item browser.

Select the $image\edit_shg.gif$ icon to make changes for the highlighted line item.

Select the $image\plus_shg.gif$ icon to add a quote line.

Select the $image\Delete_shg.gif$ icon to delete the highlighted quote line.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser.

Press the $image\save_shg.gif$ icon to save your changes (when editing a line).

Quote Entry Line Item Information

Input Descriptions

See Also