Sales Quotes
This feature allows quotes to be created for Customers. After creation these quotes can be converted into Sales Orders or Sales Invoices.
How to view a Sales Quote
Viewing a Sales Quote
Select Sales / Quotes from the Main section of the pulse menu -
Note
This is an example screen shot of the pulse menu.
Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.
or from the Main Menu select Sales then Quotes -
or enter Sales Quotes in the Quick Launch Side Menu.
This will then show the Sales Quotes on the system where normal customisation of Sets can be used. Also, depending on User roles, the My/All option will be showing.
Doc#: The code given to the document.
Customer: The Customer that the quote is for.
Description: This will describe the quote.
Quote type: Document type.
Invoice date: The day the quote was invoiced.
Quote expiry: The date that the quote will expire.
Gross: Gross amount of the quote.
Tip
To modify the columns displayed, select
on the top right of the page, then tick/untick the information you want to hide or display.
How to create a Sales Quote
Create a new Sales Quote
Select Sales Quotes from one of the options as shown above in Viewing a Sales Quote.
Select either New or New (from template) - from the drop-down menu.
Select the document required and select Create or select the pre-existing template and then select Apply.
Enter data in the following as required -
Customer: select from drop-down options.
Quote date: This will be auto filled but this can be changed.
Note
This date will default to the current date unless the Don't default current date option is ticked in Others tab within the Document type. In this case, when a user creates a new document this date is left blank.
Quote expiry: Complete this field if the quote expires after a particular date.
Description: This will be used to identify the sales quote in the quote's finder.
Quote type: This will be auto filled with the Document type selected in step 3.
Department: Select from dropdown options.
Legal Entity: Select from dropdown options.
Their ref: This reference will be used to identify the quote.
Note
If a
icon shows on the Customer field, this indicates the data entry control connection.
A similar
icon appears in the posting attributes section.
Add Lines and posting attributes.
Lines
Product: This is the product being quoted.
Account: If a product is being used, this will be auto-completed and read only otherwise select an account from available list.
Description: Depending on the Force change setting in Chart of Accounts - using 10344: Materials as an example.
If the Force change is not ticked, then the Description field will be auto filled ...
... however it can be edited.
If the Force change is ticked, then the Description field will be blank, and you will be forced to enter a description.
Project: You can link the quote to a project.
Unit: This is the unit to measure the of product.
Qty: This is the quantity of the product you are quoting.
Unit price: This is the price per unit of the product you are quoting.
Posting attributes
The posting attributes are derived from the chart of account rules related to the account code. Common attributes include cost centre and department but can also include custom attributes.
Note
Deferred Income
This item will appear depending on the settings for the Invoice type selected - see Deferred income guide for further information.
Also, this item may or may not be ticked, depending on the Customer's Ignore deferred income setting - see the Defaults section on the Customer tab in the Customers guide for further information.
If there is a requirement create a quote to a Customer and have the goods delivered where the tax authority treatment is different, then set the Customer up as a Multi Tax Authority Customer.
Select either Submit once happy with details or Create as draft to be able to edit further before submitting.
Note
Returning to this document via the Edit option will notify other users viewing the same document that it is being edited.
Once the quote has been submitted it will be ready to be converted into an order or to be invoiced.
Tip
If you are going to be creating the same quote on a regular basis Copy to template.
then fill out the How to convert a Sales Quote into a Sales Invoice
Convert a Sales Quote into a Sales Invoice
Sales quotes can be processed into invoices as per business process.
Select Sales Quotes from one of the options as shown above in Viewing a Sales Quote.
Select the Sales quote that you would like to invoice.
Press Invoice (If the invoice button is not available, it needs to be configured on the document type under the Matching Tab).
Note
These dropdown options will be the options selected in Matching tab in Document types.
For further Matching instructions go to Document Matching.
- Press Submit.
How to convert a Sales Quote into a Sales Order
Convert a Sales Quote into a Sales Order
Sales quotes can be processed into Sales orders as per business process.
To do so, select the quote that you would like to turn into a sales order.
Press Order - if other Matching documents have been setup, then this (and other options) may have to be selected using the
icon.
Tip
You can also Proforma order which gives the customer the necessary information and price before the quote is processed into a sales order.
Press Submit.
How to print or email a Sales Quote
Print or email a Sales Quote
Select Sales Quotes from one of the options as shown above in Viewing a Sales Quote.
Select Sales quote that you are going to Print or Email to the Customer. Then select either Print or Email.
Note
If the Print or Email buttons are not available, they will need to be configured on the document type.
On Print option, select document type and printer, then send to printer. There is also an option to preview the document.
On Email option, select document type, then send email. There is also an option to preview the document.
Note
Upon successful Print or Email, a PDF of the quotation will be attached to the Customer record.
Updated April 2025