A quotation is also often known as a quote. It is a document that a supplier will submit to a potential client that lists the proposed prices for the supplier's goods or services. The quotation is normally created based on certain conditions stipulated by the client.
To access Quotation from the main menu go to:
Main Menu > Sales > Quotation
A Quotation contains :
The recipient of the Quotation
The Items and quantities you are offering..
Other charges (like shipping, insurance) if applicable.
The validity of quotation.
The time of delivery(date promised).
Before creating and using a Quotation, it is advised that you create the following first:
Customer(this can be done from the quotation screen at the time of quotation)
Item(items to be entered into the quotation need to be already created in posibolt)
How To Create A Quotation
In The Main menu, Navigate to SALES
Click on QUOTATION
Customer field - Type in name of existing customer or click on the “create new customer button”. Fill in details of the customer if new and click on the tick
Add items to the cart by BARCODE , NAME or DESCRIPTION
Add additional charges to the cart e.g (shipping , delivery) by clicking on MORE and then clicking on SERVICE CHARGE. You can select the specific charges from the drop down and enter charge amount(IF APPLICABLE)
A discount can also be given by clicking on the DISCOUNT button and editing the price to the discounted price via PERCENTAGE , LINE ITEM DISCOUNT or TOTAL DISCOUNT
Select sales rep from the drop down( IF APPLICABLE) if not , it will default to the logged in user
Select a date promised(indicated a delivery date)
Validity- Enter amount of days/weeks or months for the validity of this quotation
Clicking on CHECKOUT processes and finalises the Quotation, however clicking on SAVE allows you to save the quotation (not finalised) , This can be brought back by clicking on INVOKE ORDER and finding your save quotation from the drop down.
IMAGE OF THE QUOTATION SCREEN
All Quotations Post to A Report
To access this report from the main menu go to:
Main Menu > Sales > Quotation Report
How to view quotations in the report
In the Main Menu , Navigate to SALES
Click on QUOTATION REPORT
Search summary by ORDERS(DOCUMENT/QUOTATION) or by PRODUCT
Search by DATE QUOTED,DATE PROMISED,QUOTATION NUMBER or ORDER NO.
Filter by- Selecting a date range or specific period of time or day
Search by PRODUCT or CUSTOMER( nothing needs to be selected here unless you looking for a specific quotation for a specific product or customer )
Search by a specific organisation(this is if there are multiple branches/stores and you wish to view for a specific organisation/branch or store). This field is set on the logged in organisation by default. By selecting the * means all organisations.
Click on Search
How to convert a quotation to a sales order
This is done from the QUOTATION REPORT
Firstly , Run the report using the steps mentioned above.
Remember that a quotation can only be converted to a sales order if you are logged in to the organisation the quotation was created in.
At the end of the quotation displayed in the report, there will be a CREATE ORDER button in the ORDER NO column
Click on the CREATE ORDER button
This will redirect you to the sales screen bringing up the items and price as well as customer information that was in the quotation.
Editing of items and price can be done here.
Select the desired payment method and checkout.