Sales Management
Generic Sale Flow
Note that each of the boxes has a suffixed box number. This is the reference of the notes or links that related to that box.
- 2 - Sales Quotation
- 3 - Add and Edit Items
- 3 - Add and Edit Customer Records
- 5 - Sales Order Entry
- 6 - Direct Delivery
- 7 - Direct Invoice
- 8 - Delivery Against Sales Orders
- 9 - Invoice Against Sales Delivery
- 10 - Customer Payment
- 11, 12 - Credit Note
Other Links
- 3 - Price Book Flow Chart
- FAQ: More Information About Sales (Handle deposit, advance payments, recurring invoices, credit notes...etc)
Quotation
In a sales process, a "quotation" refers to a document or formal proposal provided by a seller to a potential buyer. It outlines the terms, conditions, and pricing of the products or services being offered. A quotation serves as a preliminary agreement between the seller and the buyer, detailing the specific items, quantities, prices, and any other relevant information related to the transaction.
The purpose of a quotation is to provide the buyer with a clear understanding of what the seller is offering and at what price. It allows the buyer to evaluate the proposal and make an informed decision about whether to proceed with the purchase. Quotations are typically provided in response to a request from the buyer, such as a request for proposal (RFP) or a request for quotation (RFQ).
A well-prepared quotation should include details such as:
Description of the products or services: This section provides a clear and comprehensive description of the items being offered, including specifications, features, and any applicable technical information.
Pricing and payment terms: The quotation specifies the price of each item or service, along with any applicable discounts, taxes, or additional charges. It may also outline the payment terms, such as due dates, payment methods, or installment options.
Validity period: The quotation includes a validity period, indicating the timeframe within which the quoted prices and terms remain valid. This helps protect the seller from potential fluctuations in pricing or market conditions.
Delivery terms: This section specifies details about how the products or services will be delivered, including shipping methods, estimated delivery times, and any associated costs.
Terms and conditions: The quotation may include terms and conditions that govern the agreement between the buyer and the seller. These can cover aspects such as warranties, returns and exchanges, intellectual property rights, and limitations of liability.
By providing a formal quotation, sellers aim to communicate their offerings effectively, establish transparency, and facilitate a smooth sales process by aligning expectations between both parties.
Note:
- At least 1 product item is already entered to the "Items and Inventory" database.
- At least 1 customer record is already created under "Add and Manage Customers".
- You have the permission to enter sales quotation.
- If the quotation is to be printed as Proforma Invoice, add the letter "PI" to the Reference Number. Note that this type of Proforma Invoice cannot be converted to the Sales or Tax Invoice.
- Exclusive of Item Cost for Quotation: This new feature is exclusively available starting with release N1103. When the "Unit of Measurement" field includes the word "option," such as "Unit-option" or "anything-option," the Line total amount will be hidden, and the amount won't be included in the total when the quotation is generated as a PDF. However, the system's view and edit functions will continue to display the amount. Occasionally, users may choose not to include the cost of optional items in the quotation, as their customers might not intend to purchase these items. Including such costs can make the total amount of the quotation seem excessively high.