General

General Form

Tag:#General Form

The interface you are seeing consist of 3 parts. In this section, we focus on only the header section.

The Header:

• The header section of the quotation form includes essential fields for creating a comprehensive business transaction document. Some fields, such as Date and Reference, are automatically populated with pre-set values or data available in the system. This automation saves users significant effort by eliminating the need to source the required information for each sales transaction. Note: It is important to ensure that the Reference number is unique and not duplicated, as this helps maintain data integrity and avoids any potential confusion or conflicts within the system.

The Body:

• The body section of the form is where the detail product items are entered. Users can select products from the pull-down menu or by entering the first few letters of the item code. The product details, such as description and unit of measurement, will be automatically populated based on the stock master records. The unit price will also be populated based on the price book records. Users then enter the desired quantity and add the line items. If tax is applicable, the system will automatically calculate the tax based on the value and the tax group records of the customers/suppliers. The total sales/purchase value, shipping cost, and tax will also be automatically computed.

The Footer:

• The footer of the form contains generic transaction information, such as delivery address, due date, contact, comment, bank information, and shipping company. The footer will display the corresponding information depending on the transaction type.
• There are three functions in the footer: F6 - Customers, F7 - Branches, and F8 - Items. These functions can be used to trigger a pop-up window to create a new record or select a modified record.

---

General Notes

Tag:#General Notes

Enter Item Codes

Tag:#Enter Item Codes

• When inputting item codes, it is important to follow a specific procedure to ensure smooth and efficient data entry. Please utilize the Tab key on your keyboard to navigate to the next field, allowing the system adequate time to retrieve the corresponding item information. For larger datasets, this retrieval process may take between 2 to 5 seconds to complete. It is imperative not to rush and attempt to switch to other fields or input additional data before the item codes have been fully loaded. While the system is capable of processing and transferring data swiftly, your web browser may face challenges handling the volume of data being downloaded. By patiently allowing the system to complete its retrieval process before proceeding, you can ensure accurate and reliable data entry, preventing potential issues associated with premature data input. This simple practice contributes to a seamless and efficient user experience.

Go to Top

---

Type of Adjustment

Tag:#Type of Adjustment

• When users need to perform a Reduce Adjustment that involves items with Batch Numbers, it's essential to access the dedicated "Qty Adjustments - Reduce" option available on the left-hand menu. This specific feature is designed to handle adjustments for items associated with Batch Numbers and expiration dates (exp1/exp2 items). It's important to note that the standard "Qty Adjustments" function is exclusively intended for items without Batch Numbers. Therefore, any adjustments made using this function will solely affect items that do not have a Batch Number assigned. By directing users to the appropriate tool for their specific needs, we ensure precise and efficient management of quantity adjustments, whether they involve items with Batch Numbers or not. This approach helps maintain data accuracy and process integrity.

Go to Top

---

Unit Cost In Qty Adjustment

Tag:#Unit Cost In Qty Adjustment

• Upon selecting a product, the unit cost field will be automatically populated. Any modification made to the unit cost will have a direct impact on the product's overall weighted average cost when the adjustment is confirmed. Therefore, if there is no change required in the cost, it is advisable to leave the unit cost unchanged. By keeping the cost unchanged when it remains consistent, you ensure the accuracy of cost calculations and maintain the integrity of the product's financial records. This practice helps streamline the quantity adjustment process while ensuring precise cost tracking for your products. Please Click Here to read more regarding the Product Standard Cost.
  

Go to Top

---