Sales Quotation and Sales Order and Sales Invoice

Sales Quotation

Quotation is printed information about the product in which price, quantity, terms and conditions to sell are mentioned.

 In order to send the quotation to the customer, Click on Task Menu è Quotes/Sales Orders è Quotes

è After completing the 1^st step a new window will open as shown below. This is quote interface.

è First of all we need to select the customer ID whom the quotation would make. Click on the Look Up button and select the customer ID. If the Customer ID is not in the list then you have to make the customer ID first and then select it.

Here you need to mention:

è Quantity

Here you will mention the quantity of the product.

è Item

Here you need to select the item that are shown in the list if the item name is not available in the list then you first have to make the inventory ID by giving it the code.

è Unit Price

A unit price is a figure, which you are going to offer the customer.

è Terms

While looking in the figure you can see (2% 10, Net 30 days) that means if the customer will pay you the amount of credit in 10 days then 2% discount will be allowed to him. And the net credit limit is 30 days.

è Customer PO

Customer purchase order is compulsory to mention.

I have put some figures in the given below picture to understand how it works.

è Here you need to select the date on which quotation is going to made. “Good thru” date represents the limited time offer till you mentioned. And the end you need to enter “Quote No”.

è After filling the data you need to click the save button as it is necessary.

                                           Sales Order

After sending the Quotation to the specific customer, if he accepts the quotation we then record the sales order. By recording the transaction, we reduce the inventory in the stock and charge the customer a selling price.

For this first go to Task and move your cursor on Quotes/Sales Orders, sub menu will open, select Sales Order by clicking on it as shown below.

è This is how sales order window look like.

è First we need to select the customer by clicking on look button of Customer ID. A drop down menu will open, select the customer to whom against we are going to record the Sales Order. If the customer ID is not in the list then you have to make customer ID first then follow this procedure.

è Sales Order date is very compulsory. So we need to select the date in priority on which the transaction is going to record. Shipping date is the date on which the good will delivers to the customer. After this we enter a Sales Order Number.

è Here we need to mention the Quantity of the sold item. After that we will select the Item (product) which is going to sell. Unit price is at which we sold the product to the customer.

è After fulfilling the data we click on the save button.

Sales Invoicing

After recording the sales Order the next step is to issue the Invoice against the sales to the customer. Go to Task and select the “Sales/Invoicing” as shown below.

è This is the window displaying after the first step.

è First of all you need to select the customer ID to whom you want to issue the invoice. In the customer ID, click on the look up button and select the customer as we have selected in the picture below. When you select the customer, if the sales order is already created against the selected customer the tab in the middle will shift to the left side.

è Here in the picture, you need to select the sales order number as we have selected here “0048” on which we already created the sales order. Now it is time to issue the invoice to that customer.

è In the given below picture, you need to enter the shipped quantity and also mention the unit price that needs to charged to that customer. Date and Invoice number should be mentined.

è At the end, fill the data and save it and make sure you have covered all the things that are necessary.