Quotes
Quotes are added on the bookings screen. To access the BOOKINGS screen: Go to the SALES menu → BOOKINGS screen
Quotes Summary:
Quotes are added on the bookings screen, similar to how bookings are added.
Quotes are bookings with the status of Quote.
Quantities of products & services on quotes do not affect the available quantities of your inventory. These values will only be affected if the quote gets converted into a booking.
PRE-REQUISITE: Before you can add a quote, you must first ensure that you have entered your Customer information.
Click Add Booking.
The booking dialog will open where you can enter all the information about the Quote/Booking.
Fields appearing in Pink are Mandatory, and must be entered.
Date Booked: Select the date that the product was booked.
Customer: Select a customer from the list.
Quote Only: Check this box to set the booking to a quote. The following option is available if this is selected.
Quote Expiry Date: Check this box to set an expiry date on the quote. This date will appear on the quote details screen and the quote PDF.
Contact Name: Search through your list of customers by first and last name.
Pre-Payment Deadline: If the booking must be pre-paid by a certain date, select this action to set a date. Note: this date will be shown on your customer's sales/booking confirmation document.
Consignee: Enter a consignee for the quote/booking, if different from the customer.
Comments: Add a comment for the quote/booking. Note that the booking comments will be displayed on your customer's sales/booking confirmation document.
Override Conditions of Sale Comments: Overrides any Condition of Sale Comments. This will override your default conditions of sale comments that appear on your customer invoice. If you want to use the default conditions of sale comments, then leave this field blank.
Sales Person: Select the sales person for this quote/booking from the drop-down list of all users in your company's account.
To save the Quote, click Click Save.
Products and Services can be added to the Quote, click Product Line Items, Service Line Items or Retail Product Line Items tab and click the + button below.
Enter the details for the products/services, click Save. You can enter as many products and services to the quote as needed.
To download the quote in PDF format, click More Actions and select Quote.
You can also email the quote directly to the customer, click More Actions and select Email.
Note: In order to email the quote, the customer account must be configured with an email address.
Converting a quote to a booking
PRE-REQUISITE: Before you can convert a quote to a booking there must be at least one product, service or retail product line item on the quote.
On the booking details screen, click More Actions and select Convert.
A pop up will appear to confirm you want to convert a booking.
Click Yes to convert the quote to a booking.
The quote is now a fully functional booking. Inventory booked and available quantities are adjusted according to the booked amounts and you can now perform pickups and generate invoices for the booking.
