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PWRQUOTE.ARJ
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PRICE.DOC
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1991-04-09
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HOW TO PRODUCE A QUOTE/INVOICE
This screen is used to produce quotations and invoices. You select the customer
and the items from pick lists and enter the quantities requested by the
customer. The system produces a quotation or invoice using the current template.
It automatically extends quantities by unit prices and applies discounts and
sales tax. After the quotation/invoice has been produced, the system takes it
into the system editor. From here you can edit the document and print it out.
The first step in creating a quotation/invoice is to select the customer. You
can enter the customer id in the Cust Id field or press the F8 key when the
cursor is at the Cust Id field.
Pressing the F8 key will bring up a pick list of available customers. Use the
UpArrow, DownArrow, PgUp and PgDn keys to move the highlight to the proper
customer. When the highlight is at the proper customer, press Enter to select
the customer. The system will fill in the customer name and address fields
from the customer database.
If the customer that you selected has comments associated with it, these
comments will be displayed in a pop-up window at this point.
If the customer is new and doesn't exist in the database, assign a customer id
to the customer and enter it in the Cust Id field. Later, when you press F5 to
produce the quote/invoice or Enter to display the total price, you will be
given the option to add this customer to the database.
Next, fill in the CC # (credit card number), Sales Cat, PO, Ship Via, Shipping,
C.O.D, Amt Paid and Comment fields as needed. The Sales Cat is used to classify
sales on the Sales By Category report. It is also used to classify sales
information sent to Quicken. If an amount field has positions after the decimal
point, the decimal point should be entered as part of the field. For example,
$12.59 should be entered as 12.59. If the CC # field is filled in, the invoice
is treated as a cash sale and the Amt Paid field is set equal to the total
invoice amount.
After the customer information has been entered, item information needs to be
entered. To select items, position the cursor in one of the quantity (Qty)
fields and press F8.
This will bring up a pick list of major categories of items. Use the UpArrow,
DownArrow, PgUp and PgDn keys to move the highlight to the proper major
category. When the highlight is at the proper major category, press Enter to
select the major category.
After a major category has been selected, a pick list of sub categories for the
major category selected will be displayed. A selection is made from this pick
list in the same manner as selecting a major category.
After a sub category has been selected, a pick list of item descriptions for the
sub category selected will be displayed. You can select the proper items from
this pick list. When the highlight is at a certain item and Enter is pressed, a
checkmark will be displayed indicating that the item has been selected. Pressing
Enter when the highlight is at an item where there is already a checkmark will
cause the checkmark to disappear and the item to be un-selected.
After you have selected all of the proper items from the item pick list, press
Esc to delete the pick list. At this point, the sub category pick list will be
displayed. You can select another sub category or press Esc again. If you press
Esc again, the major category pick list will be displayed and you can select
another major category. Pressing Esc will always take you back to the previous
pick list. When you have finished selecting items, press Esc to delete the major
category pick list. The items that were selected will be displayed in the bottom
half of the screen. If there is only one unit price (no quantity discounts
apply) the price will be displayed.
At this point, it's time to enter the quantities. Enter the quantities by
tabbing to the proper quantity field and filling in the quantity. Sales returns
should be entered as negative quantities with a leading minus ('-') sign. If the
quantity has 1 or more positions after the decimal point, the decimal point
should be entered as part of the field. For example, 12.5 should be entered as
12.5.
If there are more items on the next page, the PgDn=Next label at the bottom of
the screen will be highlighted. If this label is highlighted, pressing the PgDn
key will bring up the next page of items. Similarly, if there are items on a
previous page, the PgUp=Prev label will be highlighed.
If you wish to delete an item from the quote/invoice, space out the Stock Number
field.
When all the customer, item and quantity information has been entered, press the
F5 key to produce the quote/invoice. To display the total price without
producing the quote/invoice, press the Enter key.
Alternatively, you can enter the quantity in the Qty field and the stock number
in the Stock Number field. When you have filled in all the stock number lines,
pressing the PgDn key will enable you to enter more stock numbers. Pressing the
Enter key will allow you to preview the total price and cause the system to fill
in the Description, Disc and Price fields. Pressing the F5 key will create the
quote/invoice.
When you press the F5 or Enter keys, the system will fill in the Description,
Disc and Price fields if they are blank. This means that if you want the system
to fill in a field, it must be blank. For example, if you change the stock
number and the Description, Disc and Price fields are filled in, the system will
not fill in these fields. You need to space out these fields first. If you want
to change the Disc and Price fields to zero, you must enter a zero in these
fields. Spacing out these fields will cause the system to fill in a value.
You can override the value in any field by typing over it. For example, to
override the price for an item, tab to the proper price field and type in the
new price. This is useful for special order items. For special orders items:
(1) Set up a stock number (2) Enter the stock number in the stock number field
or select it from the pick list (3) Enter the description and the price in the
description and price fields.
If backorders exist for the current customer and the current template is an
invoice template, the system will ask if this is a backorder invoice. Backorder
invoices are used to fill backorders and should be entered separately from new
orders. On backorder invoices: (1) Items which don't have backorders are
ignored (2) If the quantity requested is greater than the backorder quantity,
the quantity requested is adjusted to the backorder quantity (3) If the
quantity requested can't be met because of insufficient stock on hand, the
system will partially fill the backorder and will not generate an additional
backorder (4) The backorder is updated if it was partially filled and deleted
if it was filled (5) The backorder invoice is not billed to the customer if
the Bill BO field on the Change Settings screen is 'Y'. This is because the
backordered items were billed on the original invoice.
The system will take the produced quote/invoice into the system editor. From
here you can edit and print the document. If you make any changes to the
created quote/invoice, you can save the changes by pressing the F2 key. Please
refer to the instructions for the System Editor on its operation. In the System
Editor, form feed characters show up as uppercase L's in column 1. If you have a
color monitor, the form feed characters show up as white colored L's while the
rest of the text is yellow colored. Form feed characters are used to tell a
printer to skip to the top of a new page.
When you return from the System Editor, the system will update the Last Activity
date field on the customer record for the current customer. It will also save
the current quote/invoice if the Auto Save Quotes/Invoices field on the Change
General Settings screen contains 'Y'. Otherwise, the system will ask you if you
wish to save the quote/invoice. When the system saves a quote/invoice, it saves
the quote/invoice information on the screen and the created quote/invoice.
If an invoice is being created, the system will ask you if you wish to finalize
the invoice. When an invoice is finalized, sales, inventory, and accounts
receivable information is posted. After an invoice has been posted no updates
are allowed and the invoice can't be deleted. An invoice is not considered a
sale by the system until it's finalized.
When updating inventory, the system will record backorders for items that are
out of stock.
Pressing the F3 key will toggle the cursor between the Cust Id, the first Qty
and the first Stock No fields. If the cursor is in any of the customer fields,
pressing the F3 key will advance the cursor to the first Qty field. If the
cursor is in any of the Qty fields, pressing the F3 key will advance the cursor
to the first Stock No field. If the cursor is in any other field, pressing the
F3 key will advance the cursor to the Cust Id field.
Pressing the F6 key will display a menu.
Selections A & B are used to retrieve previously saved quotes & invoices.
Quotes/invoices are retrieved by customer id. Therefore, you must first fill in
the Cust Id field before you press the F6 key. Available quotes/invoices are
displayed in a pick list. An '*' next to an invoice number means the invoice
has been finalized.
The system will restore to the screen everything that was on the screen when the
quote/invoice was saved. It will also restore the editor file (DOCUMEN.PRT)
containing the created quote/invoice. Once a quote/invoice has been restored,
you can modify the data on the screen and produce the quote/invoice again by
pressing F5 or use Selection F to edit and/or printout the quote/invoice as it
exists. The system will automatically change the current template to the
template that was used to create the retrieved quote/invoice. This template will
remain in effect until you change it to another template.
Selections C & D are used to delete quotes and invoices that are no longer
needed. The system displays the quote/invoice number, the date it was created
and the comments associated with it in a window. When the highlight is at a
quote/invoice, pressing the Enter key will select/unselect the quote/invoice.
Pressing the Esc key will exit you from the window and delete all the selected
quotes/invoices. Finalized invoices can't be deleted and are not displayed in
the selection window. Finalized invoices are deleted when you perform month end
closing.
Selection E allows you to the change the template that is used in producing
quotes/invoices. If you change the template, the new template will become the
default template until you change it. The name of the current template is
displayed in the upper right hand corner of the screen.
A quote can be changed to an invoice by:
(1) Retrieving the quote
(2) Changing the template to an invoice template
(3) Pressing the F5 key to generate the invoice
Selection F allows you to re-edit or print out the last quote/invoice that was
created by the system.
Selection G prints test labels. This option can be used to align the labels on
your printer.
Selection H will print customer labels for the current customer.
When the system returns from the System Editor, the customer, item and quantity
information is exactly the same as it was before. You can modify the customer
information and quantities and produce another quote/invoice if that is desired.
To start fresh with new information, press the F9 key to clear the screen.
To exit the screen, press Esc.