Sales Quotation: General Area

This section of the sales quotation document includes the fields which are relevant to all quoted items. General area fields described below are arranged into several logical groups following the organization of fields in the General area of a form page. The following subsections of the General area are singled out:
 
Customer-related Information
 

Field

Used for

Customer

Select a customer from the list of customers which were previously entered into the system or create a new customer.  

Customers (legal entities and private individuals) are added to the system as companies.

  • It is a required field. If you do not select a customer, you will not be able to save the sales quotation. 

Shipment address

Indicate the customer’s ship-to address to which items will be delivered.

  • The field is completed automatically if the shipping address is indicated for the customer. Still, you can override it. 
 
Contact Details
 

Field

Used for

Sales manager

Select a salesperson who issued the sales quotation from the list of your employees.

Customer contact

Select the customer's contact person from the list of contact persons previously added into the system for this customer or create a new contact person.

  • A default contact person defined for the customer is provided automatically onсe you select the customer. You can change it if necessary.

Sales channel

A means of selling to customers. Select the relevant sales channel from the list of created sales channels or add a new one.

  • Sales channel is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. You can change it if necessary. 

For more details about sales channel, see Sales channel.

Phone

Contact person’s phone number.

  • Phone number is provided automatically once you select the contact person if it is defined in the contact person data. You can change it if necessary.
 
Offer Terms
 

Field

Used for

Payment terms

Select payment terms for an invoice that will be based on this sales quotation or create new payment terms.

  • Payment terms specified for the given customer are provided automatically once you select the customer. However, you can change them if necessary. 

Expiry date

Set a date until when the sales quotation is valid.  

 
Document-related Information
 

Field

Used for

Number

Sales quotation number is assigned automatically when you save the sales quotation based on the selected numerator.

Users with the appropriate permissions can override the auto-generated number and enter it manually.

After overriding the sales quotation number, automated numbering will proceed in the same manner but using the manually set number as a start value.

Date

Date field is automatically assigned the date and time when the new sales quotation was created.

The date and time specified designate the posting date and time, the document date and time, and the date and time when the sales quotation was issued and sent to the customer.  

You can override the auto-generated date and time and enter them manually.

  • It is a required field. If document date is not specified, you will not be able to save the document.
 
Document Totals

Field

Used for

Currency

Select a currency in which prices of goods and services are set in the sales quotation. 

  • Currency of the sales quotation is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. You can change it if necessary.
  • If no currency is set for the selected customer, currency of the sales quotation is autocompleted from My company settings.  
  • It is a required field. If you delete the autocompleted currency and do not select an alternative one, you will not be able to save the document. 

Total amount

Displays the total amount of all quoted goods and services in the specified currency.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  Net amount

Displays the total net amount of goods and services quoted.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system. For information how to set up your company as being registered for VAT and enable required VAT-related functionality, see VAT Number

VAT amount

Displays the total VAT amount charged on the net amount or contained in the total price of goods and services quoted

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system. 

Price includes VAT

If you want to put the price for one item without VAT, keep the price includes VAT option turned off. As a result, VAT amount will be charged on the net amount that, in its turn, will be calculated as price excluding VAT x quantity. The two added together will make up the total amount.

If you want to include VAT at the chosen VAT rate in the stated price for one item, turn on the price includes VAT option. In this case, the total amount will be determined by multiplying the price of one item that is VAT inclusive by the quantity.

  • If your company is not identified as a VAT payer by the system, the price includes VAT option becomes unavailable and is permanently turned off. 
 
VAT Details Subsection

The VAT details subsection appears on click of the Unfold VAT details icon (pic) and includes the following fields:
Note: The entire subsection is unavailable if your company is not identified as a VAT payer by the system. 

Field

Used for

VAT

Displays VAT rate types selected for items.  

  • Each specific VAT rate applied is displayed as a separate line item in the VAT details section. For example, the standard rate was applied to three items and the reduced rate to five. As a result, two line items appear in this section, for the standard rate and the reduced rate, containing certain information related to the charges based on these rates.    

VAT amount

  Displays the total VAT amount charged on the items to which a particular rate was applied. 
 
Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.
 
On enabling the extended mode, the following field appears:
 

Field

Used for

VAT base

 Displays the total net amount of items to which the VAT rate was applied. VAT was charged the indicated net amount. 

VAT rate,%

 Displays VAT rate (in percentage) according to the displayed VAT rate type.
 
If you want to turn off the extended mode, click the Less button.
Note: After turning off the extended mode, advanced item details will persist. 
VAT Information
 

Field

Used for

 VAT number

Your VAT number. It is the national VAT number issued by a country in which you have registered for VAT. Thus, it always starts with a country code that is two letters that refer to the country of the establishment.

  • The VAT number is autocompleted being retrieved from the VAT tab on My Company settings page.
  • Right now, the field is used for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system.
 Customer VAT number  The customer's VAT number.
  • The customer's VAT number is autocompleted being retrieved from the VAT Number page.
  • Right now, the field is used for informational purposes only; it is disabled for editing and cannot be overridden.
  • No value is provided in the field if the customer is not identified as a VAT payer by the system. For information how to specify VAT numbers, see Company: VAT Tab.
  • The field is unavailable if your company is not identified as a VAT payer by the system.
 
Additional Details
 

Field

Used for

Note

Add any extra details or comments about your sales quotation.

Attachment

Add any additional files or external links related to the sales quotation.

  • You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
  • You can download uploaded attachments to your device by clicking a file name. 
 
 
More information
Sales Channel
Sales Quotation: Items Section
VAT Number
Drop-Down List Fields