Parent Previous Next

You may need to produce a quote for your debtors (customers / clients). When the quote is accepted, you may confirm the quote (convert the Quote to an Invoice).

The following stock item types can be selected to process Quotes:

Default (trading stock items)  


Sales (No stock)

Financial entry

Option item

Option item (No stock)

BOM (Bill of Materials)  

BOM (Bill of Materials) - Production  

Linked item

Quotes cannot be updated (posted) to the ledger and it generates no transactions. But, once the Quote has been converted to an Invoice, the Invoice can be edited (if necessary) and updated (posted) to the ledger.

Options to create / edit Quotes:

1.New - On the “Quotes” screen, click the New button. Select a debtor (customer / client) account on the Debtor accounts screen.

2.Edit - On the “Quotes” screen, click the Edit button.

3.Copy -  "Documents Copy document" or "Documents Copy to Quotes" option on context menu (right-click).

The sections and fields of the Quote screen, is as follows:

1.Document header:

a)Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Action ribbon. All documents matching the reference will be listed.

b)Salesperson - Select a Salesperson. This field is to show who handled the Quote. The salespersons are used for reports and to filter and search documents.

c)Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents.

d)Date - By default, the system date will be displayed. You may enter or select any other date.

e)Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected debtor (customer / client) account.  

f)Postal address - The postal address as entered for the debtor (customer / client).

g)Delivery address - The delivery address as entered for the debtor (customer / client) on the Delivery address tab.

h)Message - The message, as entered in the Documents setup - Quotes tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file.

Message line 3 - Reference document numbers converted or copied document(s).

i)Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the debtor (customer / client).

j)Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.

k)Status - Open, Confirmed and Posted.

2.Document lines:

a)Item no. - Select a stock item.

Options to select stock items:

Stock item lookup - Use the down arrow key to launch the Stock lookup.

+ Open Fast add

Enter the stock code, bar code or serial number in the document footer.

If the Financial entry stock item type is selected, the Accounts lookup screen will be displayed. The description of the selected account will be displayed. You may overtype this.

If Abbreviation definitions were set in the Action → Batch entry menu (F9:Process), you may enter a character (or more) to auto-complete a description in the document line.

b)Remark - You may also click on the + (before stock item code) to add a remark (additional information) for a stock item. This remark will be printed before the comment (if added) on document layout files.

c)Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.

d)Order - The default quantity is 1. You may overtype the quantities.

e)Ship - The default quantity is 1. You may overtype the quantities.

f)Unit price - If cost prices have been entered in in the Cost price field for the selected stock item, the cost price will be displayed. Cost prices exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active.

g)Discount - You may enter the discount percentage for the item.

h)Amount exclusive - This will is the quantities in the Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price.

You may use the F11: Copy feature to copy the document transactions / comments from an existing document.

3.Document footer:

a)Fast add item (code / barcode / serial) - Enter the stock code, barcode or serial number. Press enter to add the item to the document lines.

b)Current balance - The balance of all posted and unposted documents for the debtor (customer / client).

c)Available - The available balance is calculated as the Credit limit minus the Current balance. When processing documents, and the credit limit is exceeded, a warning message will be displayed.

d)Credit limit - The credit limit as entered for the debtor (customer / client) on the Accounting information tab.

e)Std disc% - Standard discount percentage is only applicable to debtor (customer / client) accounts. The discount percentage as entered for the debtor (customer / client) in the Customer discount field on the Accounting information tab.

4.Click on the OK button.

By default, a confirmation message “Do you wish to print this quote?” will be displayed.

You may turn this feature off by selecting the "No print confirmation" option on Stock information (Setup ribbon).

5.Click on the Yes button to print the Quote.  


An example of the printed Quote, is as follows:

This example is based on the Quote (10 code). You may also select the following available order layout files:

- Quote (15 code)

- Quote (no codes)

- Quote A4 (10 code)

- Quote A4 (15 code)

- Quote A4 (no codes)

- Quote A4 Plain (10 code)

- Quote A4 Plain (15 code)

- Quote A4 Plain (no codes)

Confirming / Converting a Quote to an Invoice

Quote(s) needs to be checked and converted into Invoice(s).

To convert an order to a purchase document:

You may also convert Quotes to Invoices the Input → Confirm menu (Action ribbon).

1.Access the “Quotes” in the “Documents” field; if “Quotes” is not selected.

2.Select the Quote(s) to convert and right-click.

3.On the context menu, select the Confirm quotes and orders option. A confirmation screen “Do you wish to continue?” will be displayed.

4.Click on the Yes button to proceed. Another confirmation screen “Do you wish to delete this quotes?” will be displayed.

5.Click on the No button not to delete the Quote.

If you click on the Yes button, the Quote will be deleted from the Quotes list of the Document entry screen.

Should you click on the No button the order will still be available on the Quotes list of the Document entry screen. You may then Copy the Quote, change the account, edit the account, etc. before converting it to a purchase document.  

You may delete Quotes in Edit → Delete → Documents (Action ribbon).

Created with the Personal Edition of HelpNDoc: Qt Help documentation made easy