Quotes and Orders

Overview

Quotes and Orders are easy to create. Once a business Opportunity is won, create a quote. Once the Quotation is accepted by the customer, create an Order and link the quote with the order. You can also create an Invoice from the quote/order. On raising an invoice through the Quote/ Order, the status of the quote/ order is updated to closed won. Note that Quotes and Orders once generated cannot be deleted from Surf Accounts.

User Right:

Before you Create Quotes and Orders In Surf Accounts, you should check access right to the following: Login user should have access to add/ Edit/ Print new quote. If you wish to add new Product on the fly while drafting sales quotes, you should have access right of the same.

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Viewing Quotes/ Orders

Select CRM tab > Quotes/ Orders to view the Quotes/ Orders Page. You can select from the drop down ‘All ‘ to display all quotes and orders.

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Adding Quotes

To add a Quote, click on the Add Quote button. The following page appears. Add the necessary details and click save button to add the quote. Quotes browse displays the record.

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Add the following details

Customer

Enter in the Customer Code or press the magnifying glass to search for the Customer; if they do not already exist they can also be setup from here.

Quote Number

Quotation Numbers are Automatically Generated in the system the system will prompt you for the first Quotation number. 

P.O Number

Enter in any other reference number you may require, this could be a Customer Quotation Number or any other external reference.

Quote Date

Enter the Date of the Quote raised. 

Status

When a quote is raised, the default status is Open. If the quotation is won, select Closed-Won, or else Closed-Lost

Account Manager

The Account Manager will default to the one setup on the Customer but this can be overwritten.

Invoice Address

The Invoice Address is copied in from the Customer Address and can be overwritten.

Delivery Address

The Delivery Address is copied in from the Customer Address and can be overwritten.

Credit Control Information

Once the Customer has been selected the system displays some basic credit control information including the Customer Balance and Overdue Balance.

Payment Terms

The Payment Terms are copied from the Financial Settings or the Customer Settings (if entered) and can be overwritten. It is also copied from the specific Customer/ Prospect if it is added within the Customer/ prospect.

Product

Type in the Product Code or press the magnifying glass to search for the Product; if it does not already exist it can also be setup from here.

Description

The Description of the Product is displayed but can be overwritten; this can be useful if you have a general Service/Other Product Code where you can enter the details on the fly.

Quantity

Enter the Quantity of the Product being Quoted.

Price

The Price of the Product is Defaulted in but this can be overwritten.

Discount %           

Enter in any Discount being given. This field is only enabled if Discount Method (in Financial Settings) is set to “Calculate Net Amount from Discount %”. If the Discount Method is set to “Calculate Discount % from Net Amount” then this field is read only and is automatically calculated from the Net Amount.

VAT%

The VAT % is displayed based on the Rate setup on the Product Code. This can only be changed by using the Advanced button.

Nominal Code

The Nominal Code is displayed based on the Nominal Code setup on the Product Code. This can only be changed by using the Advanced button.

Net Amount

The Net Amount is automatically calculated using the Price less Discount multiplied by the Quantity. If the Discount Method (in Financial Settings) is set to “Calculate Discount % from Net Amount” then this amount can be changed and the Discount % is then affected.

Add

The Invoice is initially created with 5 lines. if you need more simply press the Add button to create new blank lines.

Delete

If you want to delete a Quote line, simply highlight the line and press the delete button.

Advanced

Only use the Advanced button if you wish to change either the Nominal Code or the VAT Rate.

Notes

Enter in any notes you may wish to make on the Quote, these can be optionally be displayed on the Quote (see Quote Template).

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Print a Quote

To print a quote, select the record from the browser, click on the print option along the record or print button on the toolbar. Note, you should have quote template setup before printing a Quote.

Adding Orders

To add Orders, click on the Add Order button. The following page appears. Add the necessary details and click save button to add the Order. Quotes/ Orders browse displays the record.

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Customer

Enter in the Customer Code or press the magnifying glass to search for the Customer; if they do not already exist they can also be setup from here.

Order Number

Order Numbers are Automatically Generated in the system. The system will prompt you for the first Order number.  Or else, select from the lookup a Quote which won the order. The details of the quote will be populated in the order along with product details. However, the details are editable.

P.O Number

Enter in any other reference number you may require, this could be a Customer Quotation Number or any other external reference.

Quote / S.O Date

Enter in the Date of the Order raised.   Due date: The due date will be automatically populated based on the credit terms set on the customer.

Status

When an Order is raised, the default status is Open. If the Order is won, select Closed-Won, or else Closed-Lost

Account Manager

The Account Manager will default to the one setup on the Customer but this can be overwritten.

Invoice Address

The Invoice Address is copied in from the Customer Address and can be overwritten.

Delivery Address

The Delivery Address is copied in from the Customer Address and can be overwritten.

Credit Control Information

Once the Customer has been selected the system displays some basic credit control information including the Customer Balance and Overdue Balance.

Payment Terms

The Payment Terms are copied from the Financial Settings or the Customer Settings (if entered) and can be overwritten. It is also copied from the specific Customer/ Prospect if it is added within the Customer/ prospect.

Product

Type in the Product Code or press the magnifying glass to search for the Product; if it does not already exist it can also be setup from here.

Description

The Description of the Product is displayed but can be overwritten; this can be useful if you have a general Service/Other Product Code where you can enter the details on the fly.

Quantity

Enter the Quantity of the Product being Ordered.

Price

The Price of the Product is Defaulted in but this can be overwritten.

Discount %

Enter in any Discount being given. This field is only enabled if Discount Method (in Financial Settings) is set to “Calculate Net Amount from Discount %”. If the Discount Method is set to “Calculate Discount % from Net Amount” then this field is read only and is automatically calculated from the Net Amount.

VAT%

The VAT % is displayed based on the Rate setup on the Product Code. This can only be changed by using the Advanced button.

Nominal Code

The Nominal Code is displayed based on the Nominal Code setup on the Product Code. This can only be changed by using the Advanced button.

Net Amount

The Net Amount is automatically calculated using the Price less Discount multiplied by the Quantity. If the Discount Method (in Financial Settings) is set to “Calculate Discount % from Net Amount” then this amount can be changed and the Discount % is then affected.

Add

The Order is initially created with 5 lines, if you need more simply press the Add button to create new blank lines.

Delete

If you want to delete Order line, simply highlight the line and press the delete button.

Advanced

Only use the Advanced button if you wish to change either the Nominal Code or the VAT Rate.

Notes

Enter in any notes you may wish to make on the Order, these can be optionally be displayed on the Order (see Order Template).

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Email Quotes and Orders

To email quotes and Orders to the Customers, select the record click on email option. The email window appears.

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Add the recipient's email address. 

Click on the send button to send the quote as email. Note that, email template of the quote, Order should be set, to provide an email body. To design an email template for the Quote/ Order, go to Settings, Template, Email Template. Select quotes/ Orders.

Print an Order

To print an Order, select the record from the browser, click on the print option along the record or print button on the toolbar. Note, you should have Order template setup before printing an Order.

You can download the quote as a pdf. To download as pdf, select the quote/ order, select print. From the Print page, select Save. The Pdf will be downloaded on your local system.

Reporting Quotes/ Orders

To generate Quotes and Order Reports with customized columns, go to Reports Tab > Select Quotes/ Orders Report from Customers Column.

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