QuotationTemplates

Overview

Surf Accounts provides dynamic interface to help you design Quotation templates for your business to be used for generating printed Quotation outputs or in PDF format. Once designed, you are ready to email these PDF as attachments to the respective customers.

How to access Setup of Quotation Template

From the template section of Surf Accounts you can generate a Quotation template. To access the Quotation template select      Settings» Invoicing / Print Template » Quotation Template.

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By selecting the Quotation Template the following screen will appear. 

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Browser View of Quotation Template

Detail Illustration of Quotation Template

The “Quotation Template” is classified into three major sections as follows:

The “Quotation Template” has two sections. They are

The Toolbar

The Design area.

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Toolbar

Quotation Template toolbar contains Edit, Preview and Save as PDF option.

Select Edit option, to design the Quotation template according to your needs. For example, Edit will allow you to use your choice of font style and size. You can select paper size and set margins to it. You can select the fields that will appear within the Order. For detail, click here.

To Preview and Download the template as PDF select Preview and Download as PDF. By selecting the Save as PDF two options will appear. If you wish to view the template in the browser or you can save in your local computer as PDF file. The following screen will appear. 

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The browser view of quotation template appears as follows. 

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General Setting: General Settings of the Quotation Template will provide the generic information about the templates. For e.g. Document Title, Paper Size, Measurement Selection, Top margin, Bottom Margin, Left Margin and the Right Margin.

Font Settings: Font Settings of the Template will provide the generic information about the type and size of the fonts of the Quotation templates. For e.g. Header Font; Header Font Size; Body Font; Body Font Size; Terms Font; Terms Font Size; Footer Font and Footer Font Size.

Show Columns: Show columns will show the details of the columns in the quotation template. For e.g. Business Details; Delivery Address; Due Date; Credit Terms; Payment Terms etc.

Logo Upload: In the template you can upload the logo from the local computer. The maximum size of the logo is 450 pixel * 160 pixel. To upload the logo, select the choose file option and click on “upload” to upload the logo.

Design your Quotation Template

Surf Accounts allows you to design your quotation template with business logo, font styles, header, footers, and selective values of transaction according to your business requirements. To edit the quotation template through Surf Accounts select the “Edit” option from the browse; the following options will appear.

Document Title: The document title displays “Quotation” as the default prefix to be used for generating quotation.  For e.g.: To Change the prefix ‘Quotation’ with your desired name, type the name here. For example, Quote 1234 will have a template Document Title ‘Quote’.

Paper Size: By default the paper size will be A4. If you wish to change it from A4 to “letter” use the dropdown.

Measurement Style: Select the metric of measurement here. Default selection is centimeters. You can select between inches or centimeters.

Top Margin: Default Top margin is set to 1.50 cm. However, you want reduce or increase it you can change it from the Top Margin of the Template to accommodate more/less fields.

Bottom Margin: Default Bottom margin is set to 1.50 cm. However, you want reduce or increase it you can change it from the Bottom Margin of the Template to accommodate more/less fields.

Left Margin: Default Left margin is set to 1.20 cm. However, you want reduce or increase it you can change it from the Left Margin of the Template to accommodate more/less fields.

Right Margin: Default Right margin is set to 1.20 cm. However, you want reduce or increase it you can change it from the Right Margin of the Template to accommodate more/less fields.

Header Font: Header contains the Business address, Delivery Address, Customer Address and other fixed information. Default font is set to “Arial”. You can change the font from the drop down.

Header Font Size: Type the Header font size here. Default font size is 18px.

Body Font: Type the font style to print the body of the Order. The Order body prints the columns selected from the section ‘Show Columns’. Default is set to Arial. If you wish to change the font select the drop down menu.

Body Font Size: Type the font size of the body. Default is set to 14 pixels.

Terms Font:  You may select a different font to print the Terms and Conditions of your business in the Quotation. Default font is “Arial”.

Terms Font Size: You may select a different font size to print the Terms and Conditions of your business in the Credit Note. Default font size is 12px.

Footer Font: The Quotation footer displays ‘optional footer’ if any, designed for the template. To add an optional footer, type a suitable text in Edit » Optional Footer. Select from the drop down the font style of the footer of the template. Default font is set to “Calibri”.

Footer Font Size: Select from the drop down the font size of the footer of the template. Default font is set to “Calibri”.

Show Optional Terms & Condition: Surf Accounts provides standard note as Optional Terms & Condition to be used within Quotation Template. To print the same, select the check box. You can customise the terms and conditions as per business requirement.

Logo Position: Surf Accounts allows you to print business logo within any transaction template. After uploading the logo select the position. The logo can be either left or right hand side of the template along the Document Title

Show Business Details: Select business details to print detail Business address in the template header.

Show Delivery Address: Select this check box, to print the Delivery Address details in the template header.

Show Due Date: To print Quotation due date, select “Show Due Date” check box.

Show Credit Terms: Select the check box, to print credit terms decided between business and customer. The credit terms are defined in Customer »Credit Terms.

Show Payment Terms: The payment terms will appear if the “Show Payment Terms” check box is selected.  

Show Sales Person: Select the check box to display the name of the Accounts Manager.

Show P.O. Number: Select the check box, to print The P.O. number within the template.

Show Reference Number: Select the check box, to print reference number within the template.

Show Other Information: Select the check box, to print ‘other information’ defined within customer. The other information of customer appears within the header of the Quotation template.

Show customer VAT Number: Select the check box, to print VAT number.  

Show VAT Split: Select the check box, to print VAT.

Show Quantity Column: Select the check box, to print Quantity column.  

Show Status Banner: Select the check box, to print status of the quote.

Show product code Column: Select the check box, to print the price of the product.

Show Discount column: Select the check box, to print discount if is being provided the discount will appear in the quotation.

Show discounted column: Select the check box, to print discounted amount column.

Show price column: Select the check box, to print the price of the product.

Show VAT % column: VAT percentage depends on the individual quotation depending on the product or location of the business. Select the check box, to print VAT percentage.

Show Remittance: Select the check box, to print remittance column at the bottom left hand corner on the Quotation template.

Show product Image: Select the check box, to print show product image. Note, you may upload the product image from the Settings » look ups » Product List » select record » update Product.

Show Notes: Select the check box, to print “Show Notes”.

Show Printed On: Select the check box, to print “Show Printed On”.

Show VAT Total: Select the check box, to print “show VAT Total”.

Show Discount Total: Select the check box, to print “Show Discount Total”.      

Show Customer Phone: Select the check box, to print “Show Customer Phone”.

Show Optional Footer: Type footer information here. You can provide Business tagline line or business name and address as Quotation footer. The alignment of the footer is centered. However you can select footer font style and size by editing the template.

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The Print Preview of Quotation Template appears as follows. 

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