ALTUM

The form of sales quote

A sales quote can be issued for an item of both merchandise type, service type and set type. The form of sales quote is composed of several tabs, but only the General tab needs to be filled in and an item needs to be added in order to issue the document.

A new sales quote 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. special settlements regarding payment or verification of the customer’s data, filling in the following fields on this tab is entirely sufficient to define the quote.

The tab is composed of two parts:

1. The header in which the following information is specified: document number, customer, secondary customer, type of transaction, VAT rate, payment form, due date, center, document status, confirmation status, date of issue, expected date, expiration date, subtotal and total values.
2. The list of items providing the basic information about the selected items, such as: item code, name, quantity, unit of measure, regular price, price, discount, 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 numerator scheme – 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.

Customer/Secondary Customer – fields for entering the data of an entity to whom the document must be issued. The entity code will be displayed on the document form. There are two different types of business entities:

Customer – entity purchasing an item

Secondary Customer – entity receiving the purchased item, that is the addressee of the delivery

Such distinction is reasonable in situation when the purchased item is sent to a different address than the that of the customer’s, both when the customer and the secondary customer are the same person and when they are two different entities.

The customer and the secondary customer are selected from the tree of from the list of entities which is available under the button   or . After selecting the entity, his code will appear in the header of the offer. Other data of the entity can be previewed or completed in the Customers tab where it is possible to fill in the missing fields or edit already provided information. The modified data will be updated in the Customers 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 customer. It is retrieved from the customer form, from the tab Trade

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

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

Document Status – determines the current status of the 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 – confirmed document cannot be modified

Canceled – canceled document is not editable

Confirmation – determines the customer’s response to the quote that was sent to him. In this case, the quote receives an additional status from among two available options:

            Accepted – when the quote has been accepted by the customer

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

Reason for Rejection – specifies the reason for rejecting the quote by the customer. The reasons of rejection can be defined in the generic directories

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

Expected Date – date of processing the order. It is possible to determine a particular expected date or the number of days from the date of order

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 quote will be processed.

Expiration Date – specifies a particular date by which the quote is effective. The date can be selected from the built-in calendar. If the field Undefined is checked, the expiration date will not be specified

Subtotal – subtotal value of the quote in the document currency. This field only provide information and it is not editable

Total – total value of the quote in the document currency. This field only provide information and it is not editable

List of items

One sales offer 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

Name – name of the selected item

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

Quantity – quantity of the item that must be sold

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)

VAT Rate – rate assigned to the item

Regular Price – price of one piece of item before discounts

The list of items works in edit in place mode which means that the data such as item quantity, units of measure and the amount of user discount can be changed directly on the list. Each change of one of these values recalculates the other values of the item.

Tab Customers

This tab contains the customer’s and secondary customer’s address information. The information is filled in automatically after the selection of an entity in the General tab. All the provided data can be changed or completed if it is missing. This change updates the data saved in the customer forms. The system does not allow saving a document without complete address data of the selected entity.

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

Figure 74 Tab Contacts on the form of sales quote.

Tab Currencies

In this tab, the currencies in which a quote must be issued are specified. The quote can be issued in a currency different from the system currency.

Tab Currencies is composed of two panels. In the currency panel, it is possible to specify the currency exchange rate. The seconda panel presents the list of currencies and their exchange rates which were used on a document.

The currency and its exchange rate can be determined at any moment until the document is confirmed (before or after adding an item to the quote). After initiating a document, the default currency of the document is the system currency.

To change the document currency, it is necessary to select a foreign currency and then the type of exchange rate. The default type of exchange rate , defined in tab Configuration -> Exchange Rates, is suggested automatically. The type can be changed by selecting a different one from the list of defined exchange rate types that is dropped down with the downward arrow available next to type name field. If exchange rate of given currency is defined for the selected exchange rate type on given date, that exchange rate will be automatically retrieved. The value of exchange rate can be also specified manually by entering it on the keyboard or using the arrows . If  the exchange rate is not defined for the selected exchange rate type on a given day, the user will receive the following message: “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 there is not exchange rate defined for given type of exchange rate at all, the user will receive the following message: “There is no quotation of the exchange rate for the  currency [currency symbol] on [date].”. If this is the case, the type of exchange rate is changed into manual.

Moreover, it is possible to specify also a date from which the exchange rate must be retrieved. By default, any date is selected, but it can, of course, be changed. The date is selected from the list that is dropped down by clicking the left mouse button on the downward arrow next to date type name

Figure 75 List of date types.

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

Date of Issue – quote date of issue. The date is automatically retrieved from the document header

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 76 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 77 Tab Currencies on the form of sales quote.

Tab Discounts

This tab, just like the Currencies tab is not editable. It contains information which results from the document. It presents the discounts which were granted when issuing the quote.

Figure 78 Tab Discounts on the form of sales quote.

This tab contains a list of items the offer was issued for, including the information about their regular prices, discounts and discounted prices calculated after discounts.  For each item of the list, a list of granted item discounts is attached. This list contains information about the type of discount which was calculated for the given item and the amount of the granted  discount.

This tab contains information about all calculated discounts, both item discounts on particular items and general discounts such as e.g.: customer discount.

In this tab, the total discount is also calculated, including regular value and discounted value of all items on the offer. Total discount is calculated according to the following formula:

D = 1 -

where:

D – discount value

Discounted value – value of all document items after discount 

Regular value – value of all document items before discount

Information provided on the list of items in the Discounts tab is the following:

No. – ordinal number used for numbering of particular items on the list

Code – item symbol

Quantity – quantity of the item the document was issued for

Unit – symbol of the item’s unit of measure

Regular Price – price of one piece of item without discounts

Discount – discount allowed after calculating item discounts

Discounted Price – price of one piece of item after discounts

Value – value of all pieces of given item after discounts

VAT Rate – rate that is calculated when selling a given item

Tab Amounts

Figure 79 Tab Amounts on the form of sales quote.

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 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

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 sales 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 the customer wants to pay for an 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, chapter Buttons) from the Payments buttons group in the menu. Below are several activities characteristic for maintaining payments:

Figure 80 Buttons for maintaining payments on the form of sales quote.

Edit – previews the document payment and allows for their modification

Combine – used for connecting several payments into one payment

Divide – used for dividing one payment into several, mostly applies to situation when one payment will be paid with several installments

Refresh – updates the form of the payment

Below is the following payment details 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

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.

Due Date – date of payment

Tab Associated Documents

This tab, just like the Currencies tab or the Discounts tab, is not editable. It contains information about all documents associated with given offer, e.g.:  orders generated from the quote.

Figure 81 Tab Associated Documents on the form of sales quote.

Tab Description

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

Figure 82 Tab Description on the form of sales quote.