4. Click Place Order in the toolbar and then select New Quotation.
5. Quotation No - this is already filled in for you.
6. Copy from Quote - if you know the Quotation number that you wish to copy enter it in the space provided, alternatively you can search for an existing quote to copy by clicking the
icon. A screen will appear allowing you to input Customer and Date range search criteria, use the Select
button to search for matching quotes, these will be listed in the grid at the top half of the screen. You may click on a quote
to see its details in the grid at the bottom of the screen. To Copy a quote, first select it by clicking on
it to see the detail and then press the Copy button.
7. Valid from date - enter the date this quotation is valid from.
8. Valid to date - enter the date this quote expires. Expired quotes will be
deleted from the system during the period end process.
9. F.A.O - select the contact person from the drop-down menu
or alternatively use the Contact Search button (click
here for Contact Search instructions). You can
use the icon to create a new contact
. Remember to enter their
email address on their contact record if you intend to email the quote.
10. Product Code - enter the first code. Right-click anywhere on the
product lines and select Search for Product Code from the context
menu to use the
product search
. If you enter a product that the
customer has bought previously, the date and price on their last order
for the item will be displayed across the centre of the screen. On
entering a valid product code a list of suppliers will be displayed in the Suppliers tab at the bottom of the screen.
11. Type - if you are planning on converting this quote into a contract,
choose how the quoted/contract price is to be applied for this item,
either simply using the price on the quote, or by applying the discount,
or using cost plus pricing. Make your selection from the drop-down
menu.
12. Catalogue - select the catalogue that the standard price is to be taken
from. Discounts and cost plus prices will be calculated from this
catalogue price.
13. Packs - enter the number of packs.
14. Singles - enter the number of singles.
15. Retail Price - the catalogue retail price is filled in automatically
but you may amend it.
16. Cost Price - the suppliers of this product are displayed at the bottom left
of the screen. Select the supplier you would expect to purchase the
item from to insert their cost price.
17. Quote Price - enter the quote price. The Discount value, Discount %
and Profit value will have been automatically calculated. Amending any
of these will recalculate the others. If you have selected Cost Plus as
the Type for this line, enter the % to be applied to the catalogue cost
price in the Discount % column. Please note that once you have affected the
Quote Price by amending one of these fields then the Price will be highlighted
in blue.
18. The Profit % section can be used to show and adjust the profit percentage rather than the profit value. Click on the Profit % tick box to toggle the display between showing the profit value and percentage. The prompt beside the Apply % button allows you to apply a profit percentage to all lines on the quote. Enter a percentage and click on the button to apply.
19. Enter the other lines on the quote in the same way.
Alternatively you may import a list of product codes from a comma separated file
(CSV) by clicking on the Import button. If you are using Power Gx in the Cloud view additional instructions here.
20. Click the Text Lines tab if you wish to attach free-type descriptions to any of the products on the quote.
21. Click the Charges & Messages tab to add additional charges or
information to this quote. Click the links for instructions on setting up
additional charges and pre-saved messages.
22. Click the Address & Repeat Orders tab to set the address details and to mark the Quotation as
a Repeat Order, see here for more information.
23. Save the quote.
View and Select Products Previously Bought
This enquiry shows at the bottom left of the screen on the Products Bought
tab when you are adding products with stock codes to a Quotation. It allows
you to view the products bought, date last bought and the price last paid.
Clicking a column heading will re-sort the data by this column. There are filter
options to search the customers purchase history by description,
product
group
, product code and order date, helping you locate a specific product.
You can select a product from the history to enter it on the current quote.
1. Make sure the Products Bought tab in the bottom left of the screen is
selected.
2. To move through the pages of history, use the Previous and Next buttons.
3. To search the history, chose a search option from the Find drop-down
menu.
4. In the search box immediately to the right, enter the search criteria. For
example if you have selected Description type some keywords. If you
selected Product Group, you will be displayed a drop-down menu of the
product groups to make a selection from. If you selected Order Date you
must enter the date in the format dd/mm/yy. If you selected Product Code,
enter the stock code you are looking for in their history.
5. On entering you selection criteria, you will be displayed the products from
the history that match your search. The Packs and Singles columns show
the quantity bought the last time this product was ordered by the customer
and the last order date of this product is shown in the Date column.
6. Click the Restore button to restore the full product history list.
7. To enter a product from the history into the current quote, double-click it.
This inserts it on a new line in the quote. You can complete the quote line
as normal. Note: the current price is applied, not the price last paid, but it
is shown in the Products Bought display as you select it and you can key
this price into the current quote line if desired.
8. You can right-click a product in the history to call up a context menu with
further options. These are View Product Information to show the product
image and further product and pricing details, View Purchasing Trend to
see the monthly quantities and sales values for this customer for this
product, and View Invoice Profit Analysis to see details of the invoices
this customer has received for this product.
Note: Q in the first column of the Products Bought display indicates that the
product has not been bought by the customer but it has been on a quote for
them.
Address & Repeat Orders
This tab allows you to set
the Address details and to set up a Quotation that will be automatically converted
to a Sales Order at intervals based on the options specified on the tab.
1. To indicate that you wish to make a Repeat Order from the
Quotation tick the "Is this a template for a Repeat Order?"
checkbox. Conversely should you wish to no longer use the Quotation for a Repeat Order untick
this checkbox.
2. Set up the repeat interval using the Repeat Period
drop down list. Select either Days, Weeks or Months and then specify the
number of intervals using the Number of Periods text box.
For example, if you wish to repeat the order every 4 weeks, select Weeks from
the Repeat Period list and enter 4 in the Number of
Periods text box. As a check the system will
calculate the Next Order Date, but feel
free to amend the date manually or using the Calendar button.
3. Enter a Customer Reference in the space provided
and select a Delivery Address and Cost Centre
from the drop down lists. These will be applied to the
order when it is generated. Please note that there is a delivery address
search button and a button to enable you to setup a new delivery address.
4. When the Repeat Order is generated Gx will send a message to a
user(s), select this user(s) from the Operators to Notify
list.
icon. A screen will appear allowing you to input Customer and Date range search criteria, use the Select
button to search for matching quotes, these will be listed in the grid at the top half of the screen. You may click on a quote
to see its details in the grid at the bottom of the screen. To Copy a quote, first select it by clicking on
it to see the detail and then press the Copy button.
