How to enter or change quotes information

1. Open the Order Entry program. You can access this program by selecting Sales Orders-->Quotes-->QuoteEntry.

Complete steps 2-10 to enter Quote header information

In the Doc/Cust field, you can:

Enter the quote # to assign to this document or the customer for the quote. You can also press Enter to automatically assign the quote number when you complete your header information.

$image\pinpurpl.gif$ Tip: The system automatically creates a document number once you complete the header. At that point, the document number appears in the title bar along with the customer’s name. You can also assign a document number manually if you prefer. You can select the $image\add.gif$ to access the Add New Document dialog box, where you can manually enter the new quote number.

To use automatic quote numbers, select File-->New Document Number to access the Assign Quote Number dialog box and click the Assign Next Doc icon. The system assigns the next available number. When you complete your header information, the system displays the assigned quote number at the top of the screen.

When you complete your header information, the system displays the assigned quote number at the top of the screen.

To Search:

Press F2 or select the $image\find_shg.gif$ icon to perform a document search by customer. You can also search by quote number and warehouse. To search for quotes, select the $image\opendoc_shg.gif$ icon. When searching, you can press F1 to set your search filters.

3. You can also enter the customer for the quote.

You can select the $image\add.gif$ button or press F1 to access the Quick Customer Add dialog box, which is used to add customers on-the-fly. Enter the customer number for this quote. Entering NEW as the customer number allows you to enter a customer who is not yet in the Customer File. This allows you to send quotes to potential customers without continually expanding the Customer File (if the quote is not converted to a sale). However, quotes with NEW customer numbers cannot be converted to a sale. You must assign the new customer a valid customer number and assign it to the quote before it may be converted. Press F1 to add a new customer to the system to assign to a quote. This option is only available for use if the Customer Creation flag in the SO Static Control Record is set to Y. When used, the system calls the Customer F/M screen and allows you to add a new customer. If you press F1 from the Customer F/M, you can assign the next available customer number automatically to the customer being created.

Press F2 or the $image\find_shg.gif$ icon to perform a customer search

Entering a valid customer number displays the customer's price level, address, balance, credit limit, date of last sale, phone number, contact 1, and message if on file. A credit check is performed if the number of Credit Check Days on the Accounting tab of Customer F/M is less than 999.

4. In the Ship-to field, modify the ship-to code (this code displays from the customer’s default information) where the order should be shipped. The system displays the full ship-to address. You can press F4 to back up and enter the ship-to number for the selected customer. Press F2 or the $image\find_shg.gif$ icon to a search.

If a customer requests to have an order shipped to an address other than its usual shipping address, select F3 or the $image\temp.gif$ icon to use the Temporary Ship-to feature to enter a temporary address that is not to be kept on file permanently.

The system displays the message: Do You Wish To Add As New Permanent Ship-To? if a ship-to number that is not on file was added in the previous field. Enter N or Y to add the ship-to number permanently to the AR Ship-To File. Press Enter (CR) to default to N. If you enter Y, the Ship-To Address Window appears so you can add ship-to information.

In the Warehouse/Init Warehouse field (for multiple warehouses on an order, this field displays as Init Warehouse), the system displays the warehouse assigned to this terminal

You can enter the warehouse code from which the items are to be depleted. Press Enter (CR) to accept the default warehouse. Press F2 to search. The entry must be a valid warehouse.

At this point, you can (via the View menu) display Aging information, such as the customer's credit limit and outstanding balance for the last number of periods (set in the Accounts Receivable Aging Control Record). You can also access customer notes.
In the Purchase Order field, enter the purchase order number, if applicable (up to 12 characters). Press Enter (CR) to default to blanks. Press F2 to perform an item price search.
In the Quote Date field, the system displays the current date as the default; you can modify this field.
In the Expiration Date field, the system displays NONE as the default. You can enter the date this quote expires or press Enter (CR) to default to the value already displayed. You can select F1 or the $image\none_shg.gif$ to change a date in this field to None.
The system displays a dialog box of additional fields.

$image\pinpurpl.gif$ Tip: When you press Enter or Tab, the additional fields that appear, such as Ship Via Code, an inside salesperson code, etc., depend on the settings selected in SO Entry Options F/M. This procedure details all possible entries. Most of these entries already display default information.

You can enter or modify the following information:

Ship Via--- Enter the ship via or carrier (up to 15 characters) for the initiating warehouse. This code is maintained in the Ship Via F/M. Press Enter (CR) to default to the value already displayed (initially the ship via assigned to the ship-to number). If using multiple warehouses on an order, the value at this field may change. Press F2 to search. If a rate shop is highlighted in the search, press F1 to view the carriers that comprise the rate shop.

Freight code---Indicate how the customer will pay for freight if this quote becomes an order. The options are P-Prepaid, C-Collect freight, B-Bill later, or A Prepay/Add. The program defaults to the freight code selected in the customer’s file.

Date Accepted—Enter the date the quote was accepted.

-OR-

Date Declined—Enter the date the quote was declined.

Reason Declined—Enter the standard Facts lost sale reason code and set up in sales order file maintenances. When you enter a declined date the system prompts you for the SO lost sales reason code.

10. Select the OK button.

$image\pinpurpl.gif$ TIP: Once the header is complete, the program automatically goes into Add mode, which means the cursor jumps to the Item Number prompt in the line entry section where you can begin entering line-item information. Use the line entry section to enter the item numbers, the quantities ordered, committed and/or backordered; the price; and the extension (prices multiplied by the quantity ordered). More prompts may appear depending on the settings in SO Entry Options F/M.

Complete Steps 12-17 to enter line items on a quote

11. In the Item field, enter the item number for the quote line. You can select the $image\find.gif$ icon or F2 to search for items. For Catalog or temporary items numbers refer to the Fields For Temporary and Catalog Item Entry section.

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 also 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.

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 select:
Quick Item Add if you need to quickly enter an item in the Quick Item Add program (ICF020).

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.

Interchange –to display items and their corresponding interchange.

Catalog—to search catalog items.

Lost Sales Entry--to enter a lost sales entry.

Past Sales –This option displays the past sales of all items for this customer. Enter the beginning item number to list if the Use Past Sales flag in the SO Static Control Record is set to Y.

Customer Item Search --to search customer/item numbers.

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

13. In the Whse field, 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.

14. In the Quantity field, enter the quantity to quote or select a display code. If this item is a temporary item, enter the quantity to quote. 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 you can select the $image\chum2.gif$ icon or press F2 to change the unit of measure on the ordered quantity. Press F3 to change the shipping warehouse if you are using multiple warehouses.

$image\pinpurpl.gif$ TIP: If the quantity entered exceeds the available inventory in the selected warehouse, the program gives you the option to accept the quantity anyway or press F2 to search other warehouses. The Search Warehouses window displays the warehouses that have the item, along with the available, on hand, committed, on order, backordered and surplus quantities for the unit of measure selected. Select a warehouse. This creates a suggested warehouse transfer. Make sure you backorder the item.

15. The Cost 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. enter a backordered quantity if the quantity ordered is greater than the available quantity in the selected warehouse.

16. In the Price field, enter the price per displayed pricing unit of measure. Enter L and a level number for a price level if applicable. Press F2 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 select 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.

17. The field described below are available only if the flag indicated was selected in SO Static Control or an error condition occurs.

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 also displayed. If the calculated gross margin percentage is below the minimum or above the maximum, a message is displayed.

$image\pinpurpl_shg.gif$ 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.

18. 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.

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:

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.

Select the Done button to access the Footer for Document dialog box

Complete steps 19-21 to enter footer information for a quote

19. The system displays Footer for Document dialog box; complete the following fields:

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

Freight $--Enter the freight amount (+/-9999.99). Press Enter (CR) to default to 0 or, if this ship via is UPS, to the freight calculated for the UPS zone. If Clippership is in use and you entered a non-UPS Ground ship-via code, FACTS can get a freight estimate from Clippership (see the Clippership discussion in the FACTS/Clippership integration topic.

If the Ship Via code is UPS, refer to the UPS Ship Via Information topic for additional fields.

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

NOTE: If the user backs up to this prompt and does 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.

Tax $ (Amount)-- This field is only available if the Charge Tax flag in the SO Static Control Record is set to O. Enter tax amount.

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

Memo-- Enter the memo to print on the quote. Press Enter (CR) 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 (CR). Press F4 or the Backup button to return to the selection prompt.

Select the OK button to accept your entries.

20. The system displays the message: Print Quote Now?

If the quote has been printed once, this field is skipped. Select this checkbox to indicate to print the quote immediately. If do not select the checkbox or if the quote has already been printed, you can print/reprint the quote through the Quote Print program. Select the OK button. You can select the Backup button to return to the previous footer screen.

$image\pinpurpl_shg.gif$ 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.

21. The system displays the message: Convert quote to a sale?

Enter 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 (CR) to default to N.

To convert a quote to sale complete step 22

22. (Optional) If you selected A or F for the Convert quote to a sale? option, complete the following:

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

$image\pinpurpl_shg.gif$ When you convert a quote into a sales order, the system recalculates the cost of each item to the current cost. For items that contain a user-overidden cost, the system recalculates the cost based on a setting on the Quotes tab of the SO Static Control F/M. The setting allows you to indicate whether you want the system to recalculate a user-entered item cost when the quote is imported to a new quote or converted to a sales order.

$image\pinpurpl_shg.gif$ When you convert a quote that contains inactive items where the ordered quantity is greater than the available quantity, you cannot backorder the inactive item. The system reduces the ordered quantity to the available amount and posts the reduction to lost sales.

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, enter 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 enter 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 (CR) 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.

Enter 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 checkbox on the Invoicing tab of AR Customer Maintenance. Based on the setting, you can select from: Quoted Freight or Calculated Freight.

Enter 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 (CR) to continue to clear the screen.

Create a suggested PO for the temporary or backordered units?-- This prompt is only displayed if there are temporary items or backordered quantities (including BOM components) on the quote if converting it to a sale. This field is not displayed if the customer is not allowed backorders 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 select from the following options:

Y Create a suggested PO for this line-item.

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

Note: When an Order Entry program automatically creates purchase order such as for a direct ship sales order, FACTS determines if Vendor and Item notes should import into the PO, based on the export options setup on the note, and the Notes pop up functionality is disabled. If a note is set to export or required, then FACTS automatically imports the note onto the PO.

23. The system returns you to the Doc/Cust field, where you can enter another quote or select the Done to exit the program.