ALTUM

The form of purchase quote

A purchase quote can be issued for an item of both merchandise type, service type and set type. The form of a purchase quote  is composed of several tabs, but in order to issue a document, it is necessary to enter the data only in tab General and to add an item.

A new purchase offer is generated by clicking [Add]in the List button group.

Tab General

This tab contains basic data which must be provided in order to issue a quote. In case of simple documents which do not require e.g. Any special settlements regarding payment or verification of the vendor’s data, filling in the following fields on this tab is entirely sufficient to define a quote.

Figure 162 Tab General on the form of purchase quote.

The tab is composed of two parts:

1.     The header in which the following information is specified: quote number, reference number, vendor name, secondary vendor name, transaction type, VAT rate, payment form, due date, center, document status, confirmation status, date of issue, expected and expiration dates, subtotal and total values

2.     List of items in which the basic information about the included items is provided: item number, code, name, quantity, unit of measure, regular price, discount, discounted price, subtotal value and VAT rate

Header

The header contains general information about the document:

Number – information displayed in this field depends on the selected type of document (that is on the selected scheme of the numerator – see: Configuration -> Numerators). Depending on the numeration scheme, the number is composed of three to eight sections arranged in the order specified by the user.  If the defined numeration scheme contains the Warehouse section (a company has several warehouses), clicking on the arrow next to this section displays a list of all warehouses allowing the selection of the appropriate one. A warehouse can be selected by indicating it on the list (by hovering the left mouse button over it) and then clicking the left mouse button. The symbol (entered when adding the warehouse – see: Configuration -> Numerators) of the selected warehouse will appear in the number.

Reference Number

Vendor/Secondary Vendor – fields for providing data of the entity a document was received from. The entity code will be displayed on the document. There are two different types of business entities:

Vendor – supplier of a merchandise

Secondary Vendor – seller of a merchandise

Such distinction is reasonable when the merchandise is delivered by a company that is not the forwarder of the goods, both when the vendor and the secondary vendor is the same entity but they have different addresses. 

The vendor and the secondary vendor are selected from the “tree” of from the list of customers/vendors dropped-down with the button  or . After selecting the entity, the entity’s code will appear in the header of the offer.  Other data of the entity can be previewed or completed in the Vendors tab where it is possible to fill in the missing fields or edit already provided information. The modified data will be updated in the Vendors directory.

Transaction Type – field for determining the type of transaction the document refers to

VAT Rates – field for selecting VAT rate

Payment Form – payment form assigned to the selected vendor. It is retrieved from the vendor form, from the tab Trade

Due Date – number of days within which the vendor must pay for the quote. This date is retrieved from the form of the selected vendor. After selecting the vendor, the due date is calculated along with retrieving the number of days

Center – name of the center in which the user currently works

Document Status – determines the current status of an opened document. The document may have one of the following statuses:

 Initiated – document is being issued and it is not saved in the database yet

             Unconfirmed– document is saved as unconfirmed and can be edited

Confirmed – a document is approved and cannot be modified

Canceled – a document is canceled and is not editable

Confirmation – determines our response to the received quote. The quote receives an additional status from among two available ones:

            Accepted – when the quote has been accepted by us

            Rejected – when the quote has been rejected by us.  If case of selecting the option: Rejected, an additional field for specifying the reason of rejecting the offer appears below the Confirmation field

Reason for Rejection – specifies the reason for rejecting the quote by us

Date of Issue – date when the document was issued. By default, the system date (current date) is suggested. A purchase quote can also be generated with a date earlier than the current date

Expected Date – specifies a particular date or the defined date of processing the quote as a number of days calculated from the day of placing an order. If the field Undefined is checked, the expected date will not be specified

The expected date can be selected from the built-in calendar. If you choose the option: Number of days from the date of order, instead of the calendar, another field will appear allowing you to define the number of days during which the offer will be processed.

Expiration Date – specifies particular date of validity of the quote. If the field Undefined is checked, the expiration date will not be specified.

Subtotal – presents total net value of the quote in the document currency

Total – presents total gross value of the quote in the document currency

List of items

One purchase quote can be issued for several different items. In this part of the tab, there is a list of all items for which the document has been issued:

No. – ordinal number of items; if one of the document items is removed, the other items are automatically renumbered

Code – code of the selected item

Quantity – quantity of the item that must be sold

UOM – unit of measure in which the item is sold (it does not need to be the basic unit of measure)

Price – price of one piece of item after discounts

Discount – discount that has been granted for the item (it does not include the user discount, customer discount, and the discount on payment form)

Subtotal Value – value of given item (quantity * discounted price)

Regular Price – price of one piece of item before discounts

VAT Rate – rate assigned to the item

Tab Vendors

This tab contains vendor’s and secondary vendor’s address information. Information in this tab is filled in automatically upon the selection of entity in the General tab. All data provided in this tab can be changed or completed if missing. Changes made in this tab are updated on vendor forms. The system does not allow saving a document without complete address data of the selected entity.

Figure 163 Tab Vendors on the form of purchase quote.

In tab Vendors, there are also two subtabs available. In the subtab Contacts it is possible to select a contact person representing the vendor’s company. Details provided in this tab facilitate contacting that person. Contact persons are added in the system on the vendor form in tab Contacts. Details regarding the addition of contacts can be found in the document describing the customer form.

Figure 164 Tab Contacts on the form of purchase quote.

Tab Currencies

In this tab, the user specifies the currency in which a quote will be issued. The quote can be issued in a different currency than the system currency. The currency must be selected before adding the first item. After adding the item, the system blocks the change of the document currency.  In such case, to be able to change the currency, you need to delete the item. After opening the form, the system currency appears automatically, but this currency can be changed.

Then you need to specify the type of exchange rate from which the currency exchange rate will be retrieved. Default type of exchange rate, set by the user in the configuration, is suggested automatically, but it can be changed by expanding the list of defined exchange rate types (see: Configuration -> Exchange Rates) with the downwards arrow and selecting a different one. If the exchange rate for given currency and the dates have been defined for selected type of exchange rate, then this exchange rate will be automatically retrieved.  In case of the manual type of exchange rate, the exchange rate must be specified individually by entering its value on the keyboard or with the use of the upwards/downwards arrows . In case of the exchange rate type for which the exchange rate was not defined on given day, the following message is displayed: “A different date of exchange rate has been retrieved.” It means that the exchange rate has been retrieved from the last day it was defined for. If the exchange rate has not been defined for given type of exchange rate, the following message is displayed: “The exchange rates for the specified currencies could not be found.” and the type of exchange rate is automatically changed into manual.

The system also allows the specification of the date from which the exchange rate must be retrieved. By default, the option: Any Date is selected, but this option can be changed. A different date can be selected from the predefined drop-down list.

Figure 165 Predefined list of date types.

Any Date – date which can be entered on the keyboard or selected from the built-in calendar which is available in the Date field. The exchange rate will be retrieved for the selected date if such rate exists.

Date of Issue – date of issuing an offer. The date is retrieved automatically from the document header and the field Date becomes inactive.

In configuration, in the document types registry, it is possible to determine the day from which the exchange rate should be retrieved and the date from the document header against which it should be retrieved. Thus, if the retrieval of the exchange rate must depend, according to the settings specified on the form of the document type, on the date of issue and the number of days is set to e.g. 3, then the exchange rate will be retrieved from the third day prior to the date of issue.

Figure 166 Defining of exchange rate retrieving settings in the document types registry.

The Currencies tab is non-editable. It contains information about currencies assigned to a document together with their exchange rates from a given day. Number of positions on the list differs depending on the number of currencies used while issuing the document. In case of different currencies of document and element, on the list it’s always marked which currency is a currency of document.

Figure 167 Tab Currencies on the form of purchase quote.

Tab Amounts

Data in this tab is completed automatically upon saving a document.  The tab is composed of two panels: In the VAT Elements panel, it is possible to specify the following data:

VAT Direction – specifies the method for calculating VAT which can be counted on subtotal price or total price. By default, the value of this field is set to  On Subtotal. Depending on the value set, the sales prices of document item will be presented and edited as subtotal and total prices.

On Subtotal – first the subtotal value of an offer will be calculated in particular rates, and then VAT as % from this amount and the total value as the sum of subtotal value and VAT.

On Total – first total value of an offer will be calculated in particular rates, and then VAT and the subtotal amount as the difference between total value and VAT.

VAT Aggregation – determines the values from which VAT must be charged. There are two methods for aggregating VAT:

      Total of VAT items – VAT is charged for each of the document items separately and then it is summed up

      VAT on values total – VAT is charged on the value (total) of the entire document

VAT table

The VAT table presents the summary of the entire offer in the system currency.  One offer may contain items with different VAT rates. In such case, all values are summed up in the VAT table at VAT rates.

If a document is issued in a foreign currency, then apart from the value in the system currency, the VAT table contains also the value in the foreign currency after converting it according to the appropriate exchange rate. 

The second part of the Amounts tab presents a list of payments combined with given offer.

When issuing a purchase offer, the system suggests one payment for the offer on the basis of information provided in the General tab (offer total and subtotal values) and that defined in the system configuration (payment forms).

The payment can be also added by the user and then the user may specify the payment parameters. All changes can be made on the list of payments only while issuing an offer and editing an unconfirmed offer.

If payments are to be made for the offer in several installments (e.g.: part of the amount is paid in cash when issuing the document and the rest will be paid by bank transfer in 7 days), then the user needs to divide the payment while issuing the document. The number of items presented on the list of payments should equal to the number of installments provided for the repayment of debt.  Dates, payment forms and amounts must correspond to the particular installments. More information about how to divide and combine payments can be found in the Finances manual, in chapter Payment plan.

The list can be modified using the standard buttons (see the manual: Getting started with Comarch ALTUM -> Buttons) from the Payments buttons group in the menu. Below are several activities characteristic for maintaining payments:

Figure 168 Buttons for maintaining payments available from the level of purchase quote.

Edit – previews and allows the modification of the document payment

Combine – combines several payments into one

Divide – devides one payment into several payments; this mainly applies to situation when the payment is to be made in several installments or in different forms of payment

Refresh – updates the payment details

There is following information about payment displayed on the list:

Entity – name of the payer

Receivable – value of receivable

Payable – value of payable

Amount Remaining – remaining amount to be completed

Payment Form – form in which payment must be effected

Due Date – date of payment

Currency – symbol of a currency in which payment was generated. Automatically, if user doesn’t change it, it’s  consistent with currency of document. It’s important to remember that document can be issued in different currency and payment in different

Figure 169 Tab Amounts on the form of purchase quote.

Tab Associated Documents

This tab, just like the Currencies tab is not editable by the user. It contains information about all documents associated with given quote, e.g.: orders or sales quotes generated from a purchase quote. That information is automatically updated accordingly to the carried out transactions.

Figure 170 Tab Associated Documents on the form of purchase quote.

Tab Description

This tab is used for providing of additional information regarding a given sales quote.

Figure 171 Tab Description on the form of purchase quote.

Tab Attributes

Details about how to assign an attribute values to an object can be found in the manual Comarch ALTUM Configuration, in chapter Assigning attribute value to an object instance.

Figure 172 Tab Attributes on the form of purchase quote.

Adding an item to a purchase quote

A purchase quote can be issued only for a registered item, i.e. for an item which data is saved in Items directory. The system does not allow the generation of a document with one-time item, without registering its data in the database.

A purchase quote can be issued both for an item and a service which, additionally, must be active, i.e. which participates in trade turnover.

Items are added to a purchase quote in tab General.

The list is maintained with the standard buttons from the Items button group (for more information see the manual Getting started with Comarch ALTUM -> Buttons).

Figure 173 Item button group on the form of purchase quote.

Stauses of purchase quote

After the confirmation of a purchase quote, it is possible to record our “reaction” to the received offer. The response is recorded by selecting one of the confirmation options: Accepted, Rejected. In case of selecting the option: Rejected, it is possible to indicate the reason for rejection of the quote from the list of possible reasons defined in the generic directories (for more information see the manual:  Configuration -> General -> Generic Directories).

Rules for converting purchase quote to purchase order

It is possible to generate any number of orders from a confirmed purchase quote which expiration date has not yet elapsed and which has not been rejected. When generating a purchase order, the basic data is copied from the quote, especially the price and the value of the item in the document currency.  These rules are the following:        

1.   the discounted price, specified on the quote, and the value of the entire offer expressed in the offer currency are not changed while converting the offer into a purchase order

2.   the payments on the order are determined on the basis of the payment of the offer from which the order was generated

3.   along with the payment, the terms transaction is also copied

4.   if the quote expected date has been specified as Date, then the specified date is copied. If the selected date has already passed, the date on the generated document will be set to the current date.

5.   If case of selecting the option: Number of days from the date of order, the expected date is copied according to the formula:  Current date + number of days defined on the offer

6.   When generating payment of the order on the basis of the payment of the quote, the proposed terms conditions remain the same.

7.   If the planned payment date has been specified for the payment of the quote, but that date has already expired, then the conditions of the terms are not copied (we are not able to pay before that date) 

Generating of purchase order from many purchase quotes

When generating a purchase order from the selected purchase quotes, the system will generate as many orders as there are different vendors specified on these quotes. An additional condition for “grouping” of such quotes is also a target vendor, currency, type of transaction, etc.

The system does not aggregate items on a generated purchase order, but it aggregates payments. Thus, if the order is generated from e.g. two offers which payments are defined in the same currency, then the order will have only one payment. 

Generating of sales quote from one or many purchase quotes

A sales quote can be generated from one or many confirmed purchase quotes. A sales quote can be generated for one or several customers. When generating a sales quote, the prices are set on the basis of one of the following two options:

      Customer price lists – if selected, the price is retrieved from the appropriate price lists for the selected customer

      Mark-up on purchase price – if selected, the price is fixed on the basis of the percentage margin on purchase price from purchase quote

Figure 174 Price calculation options on sales quote while generating a quote from PQ.

The option of calculating sales quote price on the basis of the fixed price is, in this case, inactive.

The price fixed according to the customers’ price list is subject to currently applicable discounts.

The generated sales quote contains also the information about the number of purchase quote on the basis of which the regular price is set. When generating sales quote from many purchase quotes, the system does not aggregate the items.

Rules for converting purchase quote to sales quote:

1.     When generating a sales quote, the prices are fixed on the basis of the current price lists, promotions

2.     the price/value from the purchase quote is the the base price (purchase value) on which margin will be charged

3.     sales quote can be generated only from a confirmed purchase quote

4.     sales quote can be generated from a purchase quote only if the purchase offer is neither rejected or canceled

5.     sales quote cannot be generated from a purchase quote which validity date has already expired

Generating of sales quotes for a particular item of the purchase quote

In Comarch ALTUM it is possible to generate one or several sales quotes for one item of purchase quote. After selecting the item from the list of purchase quote items, the user may choose whether a sales quote must be generated for one customer or for many customers. Regardless of the selected option, when generating a sales quote, a window, in which the method of calculating the price on the quote is selected, will open. The price is calculated on the basis of: 

      the customer price lists – if selected, the price is retrieved from the appropriate price lists of the selected customer

      mark-up on purchase price – if selected, the price is fixed on the basis of the percentage mark-up on purchase price from purchase quote

      the fixed price – if selected, the price is fixed by specifying it directly in the opened window in the proper currency

Figure 175 Price calculation options on sales quote while generating a quote from PQ item.

After selecting the price calculation option, in case of generating a sales quote for one customer, the customer is added to the quote automatically.

In case of generating a quote for many customers, the customers are selected from the list of customers using the multi select function. The generated sales quotes are registered on the list of quotes as unconfirmed so that it is possible to modify the documents.

Rules for generating sales quotes from purchase quotes:

1.     A sales quote can be generated only from a confirmed purchase quote

2.     A sales quote can be generated from a purchase quote only if it is neither rejected nor canceled

3.     A sales quote cannot be generated from a purchase quote which expiration date has elapsed.