Creation of sales estimates AKA Quotations in Accoxi
A sale estimate is a proposal invoice or quote made by the business to their potential customers on the value of products and services offered. once the customers agree to the estimate the following gets converted to an invoice.
A sales Estimate is a document that helps you present a quote to a customer. An estimate helps you show a customer a breakdown of what you expect to charge them if they decide to work with your business. An invoice is a formal document that shows an amount owed by your customer after they have done business with you.
Key Features of ESTIMATES
ESTIMATE SEARCH
ESTIMATE search consists of various menus and displays the details of all created estimates.
1. FILTER: The filter option in the ESTIMATE search window helps the user to filter the data shown in the window
2. NEW ESTIMATE: A new ESTIMATE can be entered using the new ESTIMATE button.
Steps to add a NEW ESTIMATE:
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Fields |
Description |
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Ref number |
the reference number of the sales estimate will be generated automatically |
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date |
Enter the date of the sales estimate. But by default, the date will be set as the date of entering the transaction into ACCOXI. |
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Item rates |
the items can be tax exclusive or inclusive |
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customer |
Select the customer from the drop-down menu |
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Phone number |
Will be automatically updated when the user selects the customer |
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|
Will be automatically updated when the user selects the customer |
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description |
Enter the description of the estimate |
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Tax Type |
Will be automatically selected when we select the customer |
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Ship to |
Enter the shipping address of the customer Users can define multiple shipping addresses of the customer while creating new customers and the available shipping addresses will be visible in the drop-down menu of the shipping address. |
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Payment TERM |
Select payment term to know the duration of the payment occurring |
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Salesperson |
Select the salesperson who is responsible for the sale |
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Due date |
Will be automatically selected when the user selects the customer The due dates will be updated automatically according to the payment term defined while creating the new customer as well as changing payment terms in the new sales invoice menu |
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Product or service |
Enter the product/service here.by pressing the enter key it will give you the details of all products that you entered |
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batch |
Select the batch of the product by clicking on the batches column |
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QTY |
Enter the quantity of the products and save |
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Discount |
The user can enable discount allowed on sales estimates in this column These discounts may be discounts after tax, before tax, item level or the user can restrict the discount. For to do this user should enable these options from settings=>preferences=>sales invoice=> do you give discounts option. |
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Customer note |
Fill in the customer note if required |
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Terms and Conditions |
Specify the terms and conditions of the invoice |
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Save |
By clicking save, a sales estimate is created. and the user will be redirected to the sales estimate view window. |
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Clear |
This option enables the user to clear the data entered in the new sales estimate window |
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Exit |
User can exit from the estimate window by clicking this button. |
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FIELDS |
DESCRIPTION |
|
1. New ESTIMATE |
New ESTIMATE button redirects to the create new ESTIMATE window |
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2. Filter |
The filter menu enable the user to filter the sales Estimate data according to all, invoiced, open and cancelled. |
| 3. Convert to invoice | redirects the user to sales invoice menu with the sales estimate data and can easily create a sales invoice |
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4. History |
This menu helps the user to obtain the history details of the SALES INVOICE. OPTIONS AVAILABLE IN HISTORY WINDOW
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5. Edit |
Edit menu helps the user to edit or correct the details that are entered in the sales estimate and can save again after it. |
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6. Export to PDF |
If the user wants to convert the sales invoice to PDF format, then the export to PDF option is available. After clicking export to pdf a save as directory option will appear and the user can opt the pdf file saving location |
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7. Print |
Print menu helps the user to print the created sales invoice if required. After clicking the print button it will redirect to print options where the user can select the printer, number of copies to take etc. |
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8. EMAIL |
The user can send the created sales Estimate to the customers or to anyone through Email by using the Email button. By default customer mail id will appear |
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9. More features:
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Convert to sales order: redirects the user to sales order menu with the sales estimate data and can easily create a sales order. Create duplicate: this function is an easy tool to copy invoices. This will redirects you to sales invoice window with the same data that you entered previously |
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10. Pagination control |
It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving the page number in the box and clicking on Go button. It jumps to the said page.
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3. Export:
The sales estimate list can be exported to Excel format. Click on the Export button at the top right corner near the +New button. Select the file location and click on save.
4. Refresh:
If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.
5. View icon: this icon redirects the user to sales estimate view window
6. More options:
You can edit, view can export to a pdf file as well as print the estimate details if required using the more icon.
7. Color filter:
Canceled estimates are represented in red to denote and canceled.
8. Pagination Control:
It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.
9.Exit:
Below the pagination control, there is exit button. If you want to exit the estimate search page click on exit button.