The sales quote is similar in layout to the sales order. Multiple frames display when you enter a quote: the header, optional comments, line items and optional comments, and the trailer.
Header Information
Header information applies to the entire quote. Some values default from control file settings and master files, but you can change many of them. The header identifies the customer as well as billing and shipping locations. This section also contains pricing and credit terms information.
You do not need to enter dates (Required, Promise, and Due Dates) until you are ready to release the quote to a sales order.
Fig. 3.3
Sales Quote Maintenance Header (6.1)
Most of the fields on a sales quote are the same as the corresponding fields in Sales Order Maintenance. Fields that apply especially to quotes are described here.
Expires. The date the quote expires. The system calculates this date by adding the time interval specified in the Days Until Expire field (Sales Quote Control File) to the quote date. You can override this date. Tip PO Required is defined in Customer Mainte- nance (2.1.1).
Purchase Order. The customer purchase order number, if any. Frequently, the customer knows only their own purchase order number—so a cross-reference on your quote can be useful. If PO Required is Yes for the customer, the quote cannot be released to a sales order unless a purchase order number is specified.
Release. Enter Yes or No to indicate whether a sales order should be created from this quote. The Sales Quote Release to Order function examines this value. Orders are only created for quotes with a Yes in the release field, matching other selection criteria. Typically, this field is set to Yes when the customer accepts the quote.
Fixed Price. This field indicates whether the quoted prices are fixed or subject to batch updates due to inflation, commodity repricing, or break quantities. The header value sets the default for each line. The Sales Quote Repricing utility examines the value of this field to determine if a line item price should be adjusted.
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Unlike most quote fields, the value of Fixed Price on the header is not copied to the order when a quote is released. The system redefaults the appropriate value from Customer Maintenance. However, the value established for each quote line is copied.
Cycle Code. If Recurring is Yes, indicate the frequency you plan on releasing sales orders from this quote. Set up values in Generalized Codes Maintenance (36.2.13) for field qo_cycle to standardize input.
Tip
Quotes are not considered by MRP.
Recurring. Enter Yes to allow a quote to be used for a sales order more than once. If the quote is reused on a regular basis, you can enter a cycle code. Recurring quotes can also be used for recurring deliveries or blanket customer orders.
Last Sales Order and Release Count. Used for recurring quotes only. Last Sales Order displays the number of the last sales order released from this recurring quote. Release Count displays how many times this quote has been released to sales orders.
Reason Lost. You can use this to track sales quotes that did not become sales orders. Predefine codes with Reason Codes
Maintenance (36.2.17). The Sales Quote Reason Lost Report (6.17) lists quotes by reason lost codes. You can also enter a reason lost code by line item.
Line Item Section
A quote contains one or more lines. Each line includes the item number, quantity quoted, and unit of measure. If the item number is your
customer’s number, MFG/PRO displays your internal item number, referenced from Customer Item Maintenance. Both numbers print on all sales quote documents.
You can enter line items in single- or multiple-line mode—the default is specified in Sales Quote Control File. More fields are available for updating in single-line mode, such as Due Date and Qty to Release, but multiple-line entry is quicker. You can switch between the two within a quote.
Fig. 3.4
Sales Quote Maintenance Line Items (6.1)
Most of the quote line values default from the header and can be updated on each line item. These fields are used in almost exactly the same way as sales orders. Fields specific to quotes are:
Qty to Release. Determines the Qty Ordered field on the sales order line created from the quote. This field defaults to the Qty Quoted. For recurring quotes, the release quantity is usually less than the quote quantity. It represents the quantity to release each cycle: For example, if the quote is for 12 months of support billed monthly, enter a quote quantity of 12 and a quantity to release of 1.
The line item quantity refers to the quote as a whole. But since multiple sales orders can be made from one quote, Qty to Release and Qty Released indicate what to enter on a single sales order and how much has been released on all sales orders generated from this quote so far.
Qty Released. The system updates this field automatically each time a quote is released. It indicates how much has been released on all sales order lines generated from this quote.
Trailer Section
ÏSee “Sales Orders/Invoices” on page 55 for details.
Once all line items are entered, trailer information displays. Line items are totaled, and taxes, optional order discounts, and freight charges are calculated. Add any miscellaneous charges here. The fields on the trailer are similar to those on the sales order trailer. The value of Print Quote defaults from the Sales Quote Control File.
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