Sales Quote Processing
You create sales quotes using Sales Quote Maintenance
• System assigns each sales quote a unique number
• Information used to create a sales quote is very similar to a sales order
• Need to identify:
• To whom you are selling items
• The location to ship-to
• Payment and credit terms, if applicable
• What is being sold
• The effective date for the sales quote
Note: If the customer does not accept the sales quote before this date, you need to renegotiate the terms of the sales quote or extend the Expiration Date. However, you do not need to specify a Due Date.
Enter a Sales Quote
Sales Quote Maintenance: Header
Much of the information in the Sales Quotes Header defaults from the customer record, but you can change this information on the quotation.
The following key fields in Sales Quote Maintenance differ from sales orders:
Expires
Date the quote expires
• System calculates this date by adding the time interval specified in the Days Until Expire field in Sales Quote Control to the quote date
• After this date, a quote expires and prices must be renegotiated
• Quote reports can be selected for ranges of expiration dates, allowing you to review and act on quotes that will soon expire
• Quotes past their expiration date can be purged using the delete/archive function
• You can override this field
Line Pricing
Determines whether the system prices each line item as it is entered, or waits until the end of order entry before calculating prices that can be affected by quantity breaks
• Affects newly created quotes only; when you are maintaining an existing quote, this setting has no effect
• Defaults from the setting of Price QO by Line in Pricing Control
See in this training guide: Line Pricing on page 152
Manual
Lets you manually enter a price list code to be considered for order lines
• The price list specified must have been defined with sales order Price List Maintenance
• If a price list is entered, it is included as a price list candidate when the system selects price lists to consider for this quote. Specifying a manual price list only marks it to be considered. The system still determines the best price according to the rules and codes previously set up.
• When a price list is defined in sales order Price List Maintenance, you can optionally mark it as manual
• In this case, the system never considers it for pricing unless it is entered by the user in the Manual field on a sales quote or order header
• You can add security for this field
Release
Indicates whether a sales order should be created from this quote
• When a customer places an order against an outstanding quotation, the system can automatically generate the sales order from the quote
• The Sales Quote Release to Order function creates orders based on the quote Release, Cycle Code, and line item Quantity to Release values
• It only considers quotes with Release set to Yes and the specified Cycle Code, if any
Currency
Defaults from the customer record.
• Usually the base currency, but can be changed for this quote
• Once a quote has been entered, the currency cannot be changed
Note: If you change a currency to one other than the base currency, the system prompts you to determine if the exchange rate is fixed or variable. A fixed rate accommodates contracts specifying a fixed exchange rate regardless of what the actual rate is at the time of the payment.
Warning If you made a mistake and entered the wrong currency, you can only correct it by deleting the quote and re-entering it.
Recurring
Indicates whether there are to be recurring releases against this sales quote
• After a quote has been released, normally the Release field is reset to No. If the quote is flagged as Recurr = Yes, the Release field is left to Yes so that multiple sales orders can be generated from this quote
Example: In some cases, a quote can record a recurring sale, such as monthly fees for maintenance charges. An entire year can be quoted, but a sales order and invoice are generated on a monthly basis. This type of quote would be entered with Release = Yes, Recurr = Yes, Cycle Code = MO, and Quantity to Release = 1. The quote quantity would be 12, for all 12 months.
• Recurring quotes can also be used for recurring deliveries or blanket customer orders.
• Remember that quotes are not considered by planning, so the projected shipments must be included in the forecast.
Cycle Code
Used with recurring sales quotes
• Validated against predefined values entered in Generalized Codes Maintenance, if any
• Specifies the frequency with which sales orders are released from this quote
Sales Quote Maintenance: Header
You do not need to enter key dates (Required, Promise, and Due Dates) until you are ready to release the quote to a sales order.
Release Count
A system maintained field recording the total number of orders released from this quote. This field is updated automatically by Sales Quote Release to Order and is for reference only
Reason Lost
Indicates the reason why the customer did not place an order against this quote
• Displays as the default reason lost on each of the sales quote line items; can be changed on each, as needed
• The Sales Quote Reason Lost Report allows you to evaluate why you did not get the business. By recording the reason lost on each lost quote, you can establish trends or identify problem areas
• Can be used to categorize lost sales due to price, delivery, quality, or any other common reasons
Sales Quote Maintenance: Line Items
Type
Three types are supported:
• Inventory Item: if you enter an inventory item, line item type defaults to blank; Line item is to be shipped from inventory. When the shipment is processed, inventory balances are decreased and a general ledger transaction credits the inventory account
• Memo item: If you enter a non-inventory item, line item type defaults to Memo
• Drop-shipped item
You can make sure that codes are entered consistently by entering the allowed codes into Generalized Codes Maintenance. The system verifies entered codes against these predefined values, preventing incorrect codes from being entered.
Qty to Release
The quantity to release can be greater than the original quote quantity. This field specifies the quantity to be ordered on the sales order released from this line item.
Qty Released
A system maintained field recording the total order quantity released from this quote.
• Field is updated automatically by the Sales Quote Release to Order function
• Field is for reference only and appears on some reports and inquiries
• Can release more than the quoted quantity
Sales Quote Maintenance: Trailer
When all line items are entered, QAD Enterprise Applications displays the trailer frame:
• Totaled line items
• Calculated taxes
• Optional order discounts
• Freight charges: calculated automatically on a bulk or unit basis
• Optional miscellaneous charges
Action Status
If the customer is on credit hold, the field defaults to HD (Hold)
• Quotes on credit hold cannot be released to a sales order until it is approved or the customer is no longer on credit hold
Sales Quote Copy from Order
Use to quickly create a new quote using a similar, existing sales order.
• Specify the sales order to copy
• The Sold-To, Bill-To, and Ship-To display but cannot be changed
• Enter the quote number (or leave it blank to accept the default)
• You can accept the Sold-To, Bill-To, and Ship-To defaults or enter new numbers
• When you press Go after making your changes, the quote is created
Note: After a copy, you can modify the resulting quote using Sales Quote Maintenance before printing or releasing it.
The new quote is identical to the order you copied. If you change the Sold-To, Bill-To, or Ship-To default, you may need to change certain data such as taxes or credit terms that may not be appropriate for the new quote. You can delete or change a copied quote using Sales Quote Maintenance.
Sales Quote Copy from Quote
Use to quickly create a new quote using a similar, existing quote.
• Specify the sales quote to copy
• The Sold-To, Bill-To, and Ship-To display but cannot be changed
• Enter the quote number (or leave it blank to accept the default)
• You can accept the Sold-To, Bill-To, and Ship-To defaults or enter new numbers
• When you press Go after making your changes, the quote is created
Note: After a copy, you can modify the resulting quote using Sales Quote Maintenance before printing or releasing it.
The new quote is identical to the one you copied. If you change the Sold-To, Bill-To, or Ship-To default, you may need to change certain data such as taxes or credit terms that may not be appropriate for the new quote. You can delete or change a copied quote using Sales Quote Maintenance.
Sales Quote Repricing
Sales Quote Repricing updates the list and net price to the latest corresponding price list price.
• You can reprice sales quotes so that ordered quantities are added together, across orders, to calculate quantity breaks
• Sales Quote Repricing combines quotes by matching price lists and the following:
• Sold-to customer numbers
• Bill-to customer numbers
• Ship-to customer numbers
• Purchase order numbers
• Any combination of these four factors
• Sales Quote Repricing does not reprice bonus stock lines
Note: Customers that do not have centralized purchasing can still receive quantity and volume discounts based upon purchases made from other intracompany purchasing departments. Line items on combined orders are repriced as if they are on the same order, which means that line items with the same break category (or the same item number) have their order quantities accumulated.
Check Credit
If Yes, checks customer credit limits and past-due invoices, and generates an audit report. If No, bypasses credit check and generates the audit report only
• Running Sales Order Repricing might change sales order values
• Some orders can exceed credit limits
• Orders currently on hold may now be within credit limits
• No update is triggered by Check Credit
Set/Clear Action Status
Use when repricing sales orders to set or clear the value in the Action Status field in Sales Order Maintenance
• If Credit Check = Yes, set Set/Clear Action Status = Yes to update credit status prior to release
• The action status entered in New Action Status will be assigned to the Action Status field in the sales order header for orders exceeding credit limits
• Choose No to bypass the action status check
Sales Quote Release to Order
• Generates sales orders for open sales quotes that are ready for release
• Only those quotes that do not contain items having a restricted transaction of ADD_SO or ORD_SO are released
• The release of a quote results in a confirmed sales order
• When the customer requests delivery, use Sales Quote Maintenance
• Enter the Qty to Release and Due Date for each line
• Set Release to Yes
• Run Sales Quote Release to Order
Note: Shipments can be processed only against a sales order, not a quote.
The number of releases and the total quantity released is maintained on the quote, along with the last sales order number released.
• Total quantity to release can exceed the original quote quantity
After the release, Qty to Release is reset to zero and Release to No if the quote is not recurring.
Note: If you release an item by mistake, use Sales Order Maintenance to change, cancel, or delete the line. Release Count and Qty Released in the quote do not reflect these changes, however.
