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The Similarity between Invoices and Quotations
Creating a Quotation is very much the same as creating Invoices.
The only real differences are:
- A quotation does not affect stock until it is converted to an invoice
- A quotation does not affect the customer's account until converted to an invoice
Everything else is the same as creating and working with an invoice. So to learn how to create a Quotation, learn how to create and work with invoices.
In this tutorial we will be pointing out the specific functions of quotations.
Navigating Quotations
Just like Invoicing, there are two methods of looking at Quotations:
- via the Database
- via the Debtors menu
If your familiar with Invoicing you will understand what the Quotation buttons are.
QUOTE + P = Show Quote with Profit line
QUOTES = Show Quote with NO Profit line
To see all Quotes, go to the Debtors Menu
In the Debtors menu there are 2 options:
- All Quotes shows all quotes starting at the latest one.
- List Quotes shows a list of Open Quotes only
Quick Review of Quotations
This image has been posted here to act as a memory jog.
Please review the tags and recall the functions.
Specific Details
Close Quote = If a quote is not accepted, close it so that it is not going to appear on review lists.
Open Quote = Click on the 'Close Quote' button to reopen a quote
Diary = Access the diary
Call Back Date
The call back date is set when reviewing the quotation list. See next
Reviewing Quotations
Apart from being able to find a quotation for a specific contact by using the 'list' and 'search' functions, you can also display quotations in a list which is accessed through the Debtors Management Menu.
Click on the Quote and you will be taken to the quote.
When you select 'Menu', you will be asked for the next call back date.
Printing & Emailing
When you select 'Print' you can also create a PDF and email the quote.
Note: Always add the contact's email address to the database.
Converting
When a customer accepts a Quotation, you can convert it to an Invoice.
During the conversion process you have several options.
During conversion, quantities of stock controlled items are adjusted.
Closed and Open
Its important to review Quotations often. By using the List Quotations screen you can quickly see open quotations and dates you planned to follow them up.
Make sure to Close Quotations that are no longer active. During conversion SoEasy will automatically close quotations.
Duplicating
To duplicate a Quotation, select the menu option:
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