Enter Quotation Header

Explanation

The sales quotation function is a pre-step to a customer order. It allows you to enter and handle requests from existing and prospective customers.

Like the customer order, the sales quotation is built in two levels: an order header and one or several quotation lines. The first step in a new entry is to enter the sales quotation header. The quotation number is automatically assigned by the system when saving the header. However, you can manually enter a quotation number before saving the header. The system uses your coordinator group ID and the quotation number introduction specified in the Basic Data for Inventory and Distribution/Coordinator Groups tab to produce the quotation number. When the header has been entered with valid data and saved, it assumes Planned status.

When you enter a sales quotation for a prospective customer, it is possible to enter only basic customer information. This prospect will later be entered as a real customer if the quotation, or any of its lines, is won and converted into a customer order. At a later stage when the customer order is created, the new customer and additional information are entered in the Quick Customer Registration dialog box.

You can view, define, and update delivery information for the sales quotation header in the Delivery Information tab.

It is possible to change the customer on the sales quotation header as long as there are no lines in the Won or Lost statuses.

Prerequisites

• The user should be connected to a coordinator in the Sites per User window.
• The customer should have a record in the Customer window, unless it is a prospective customer.
• The supply chain parameters should be defined for the supply chain relation. For external customers, this can be done in the Site to Customer Supply Chain Parameters window, and for internal customers this can be done in the Site to Site Supply Chain Parameters window.

System Effects

This activity has the following system effects.

• A sales quotation header is created. When the sales quotation header is saved, the quotation number appears automatically (if not entered manually). The sales quotation header receives status Planned.
• When you enter a sales quotation header, the default site and coordinator (if defined), are retrieved from your user. When you have an existing customer, the customer name, language code, currency, delivery address, document address, etc., are retrieved from the customer record. Delivery information is primarily retrieved from any customer agreement, secondarily from the supply chain relations, and finally from the customer record.
• It is possible to cancel a quotation order header as soon as it has been entered. Any existing quotation order lines will be canceled at the same time.
• If the customer is Jinsui enabled, the Jinsui Invoice check box on the Sales Quotation/Misc Quotation Info tab will become automatically selected upon saving the sales quotation header record. This means that when you enter sales quotation lines, the Gross Total value of a given line cannot exceed the maximum amount for Jinsui invoices (specified on the Company/Invoice/Jinsui Invoice Information tab)

Window

Sales Quotation

Related Window Descriptions

Sales Quotation
Sales Quotation/Customer Address
Sales Quotation/Misc Quotation Info

Procedure

To enter a quotation header for a previously registered customer:

1. Select New.
2. Indicate the customer type in the Customer Type list box, in this case Normal.
3. Either enter the short name/number of the customer or indicate the customer by using the List of Values.
4. If the coordinator for this sales quotation is connected to your user, the coordinator ID appears automatically. You can enter or change the coordinator, either by entering the short code or by using the List of Values.
5. Optionally, you can also perform the following steps:

• Enter a quotation number.
• Enter the number of the customer's request for sales quotation.
• Change the currency code retrieved from the customer record.
  Note: If you want to create Jinsui Invoices for a Jinsui-enabled customer, the currency should be same as the accounting currency of the company.
• Change the site, assuming that you are registered at several sites on the Sites per User window.

6. Save when completed.

To enter a quotation header for a prospective customer who is not yet registered:

1. Select New.
2. Indicate the customer type in the Customer Type list box, in this case Prospect.
3. Enter the prospect customer's name in the Customer Name field. Optionally, you can enter address information for the prospect in the Sales Quotation/Customer Address tab window.
4. Enter the currency code for the currency the customer is using, or indicate it by using the List of Values.
5. If the coordinator for this sales quotation is connected to your user, the coordinator ID appears automatically. You can enter or change the coordinator, either by entering the short code or by using the List of Values.
6. Enter a language code in the General tab, either by entering the short code or by using the List of Values.
7. Optionally, you can also perform the following steps:

• Enter a quotation number.
• Enter the number of the customer's request for sales quotation.
• Change the site, assuming that you are registered at several sites on the Sites per User window.

8. Save when completed.