Sales Quotation: Items Section

Use this section to add and define items to be quoted.

Items section comprises 2 tabs, the Goods tab and the Services tab.

Under the Goods tab, you can add one or multiple goods (items of the item types Inventory, Fixed assets or Non-inventory) you want to offer and enter information about them. Also, you have to specify shipment terms for those goods and select a warehouse in which you plan to reserve the added goods. To define shipment terms and provide warehouse information for quoted goods, you have to fill in the following fields: 

Field/Option

Used for

Warehouse

Select a warehouse from the list of warehouses where you intend to reserve the quoted goods and from which you plan to ship those goods.

Although the sales quotation does not have any inventory or accounting impact, sales managers may select a warehouse to document their intentions to reserve items in the particular warehouse and then ship goods from it. Also, the cost of identical goods stored in different warehouses may vary. Thus, their sales prices may differ as well. This information is later of particular relevance for the accounting department at the stage of issuing delivery documents and invoices based on the particular sales quotation. The selected warehouse will be copied to subsequent sales documents created based on this sales quotation.  

  • Warehouse is provided automatically once you select a sales manager being retrieved from the manager's employee record created in the Employee directory. It is a warehouse set as a default warehouse from which the manager (an employee who performs duties of a sales or purchasing manager) sells goods. If no specific warehouse is assigned to the selected sales manager or no sales manager has been specified in the document, the default warehouse defined in My company settings will be provided in this field. Still, you can select an alternative warehouse instead of the one that is assigned to the sales manager if necessary.
  • It is a required field if at least one item has been quoted. In this case, if you delete this auto-completed warehouse and do not select an alternative one, you will not be able to save the document. 
  • If multiple warehouses are not allowed in the system (Multiple warehouses option is turned off in My company settings), the Warehouse field will not be displayed on the form. All reservations or reduction of in stock quantity of goods will take place for the default warehouse selected in My company settings. For more details about defining inventory management settings, see My Company Settings: Preferences Tab.

Incoterms

Select the Incoterms which are relevant to your business situation. The selected Incoterms will be copied to subsequent sales documents created based on this sales quotation. 

  • Incoterms that are usually used for the given customer are provided automatically once you select the customer being retrieved from the customer record created in the Company directory. However, you can change the autocompleted Incoterms if necessary. 

Destination

City to which quoted goods have to be transported if the sales quotation is accepted by the customer. The selected destination city will be copied to subsequent sales documents created based on this sales quotation. 

  • Destination to which goods are usually delivered for the given customer is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. However, you can change the autocompleted destination if necessary.

Method of delivery

Select a method of transporting quoted goods to your customer from the list of delivery methods added to the system or create a new method of delivery. The selected method of delivery will be copied to subsequent sales documents created based on this sales quotation. 

  • Method of delivery that is usually used for the given customer is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. However, you can change it if necessary. 
 
To quote a service or services, go to the Services tab, add a new service (items of the item type Service) and enter details about it. No warehouse or shipment terms have to be selected for services, as they are not subject to inventory management and are rendered, not shipped. Thus, the mentioned above fields are absent under the Services tab. 
 
You add both goods and services as a line item.
 

Total goods (number)

Displays the total number of line items added under the Goods tab.
 

Total services (number)

Displays the total number of line items added under the Services tab.


The line item is a line structure that contains an item and item details. The line item is comprised of a number of fields, such as quantity, price, net amount, and so on.
 
Line item fields are almost identical for goods and services, except some fields present for goods are absent for services.
 
To add a new line item, click the + Add new button above the table used for listing added line items. 
 
If you add a line item, you have to fill in all required fields of this line item to be able to save the document. If you fail to fill in all required fields, you can also delete the line item to be able to save the document.
 
 
Line Item Fields
 

Field

Used for

Good/service

Select a sales item (good or service) from the list of previously created items or create a new one.

If you select an item from the list, certain item details will be provided automatically as the system will retrieve the relevant data from the respective item record, a base price list for the item and other related documents.

  • It is a required field. If you do not select an item to be quoted, you will not be able to save the document.

Unit

A unit of measurement, whether it is a piece, a kilogram or a litre, etc.

  • A base unit of measurement specified for the item is provided automatically.
  • If several units of measurement are defined for the item forming the item's set of measurement units, you can select a unit from the set that is most suitable in a particular case. However, this unit will be used only for displaying quantities in the document, all inventory and accounting transactions will use the base unit of measurement into which the selected alternative unit will be converted according to the specified conversion ratio.
  • It is a required field. If you delete the unit and do not select an alternative one from the set, you will not be able to save the document. 

Available

The total quantity of the item that is available for sale. It is the quantity of the item you currently have in stock in the selected warehouse and expect to receive from vendors excluding the reserved quantity.

  • If you select an alternative measurement unit for the item, the total quantity available for sale will be automatically updated.
  • If you select an alternative warehouse, the total quantity available for sale will be automatically updated.
  • This quantity is provided automatically and you cannot override it.
  • The field is absent for services.

Quantity

A number of items you offer for sale. 

  • The quantity is defined for the selected unit of measurement.
  • Quantity for sale can exceed the number of items available for sale if you allow negative balances or sale of reserved items in My company settings.

Price

The price of one item defined for the selected unit of measurement. The price is set in the currency of the document.

  • The price is retrieved from a price list containing the most recent item price in the currency of the sales quotation. However, you can change this price if necessary. For more information about price lists, see Price List.

Total amount

It is the computed field.

Total amount -  the total amount of line item goods or services in the specified currency.
 

Note: Although net amount, VAT amount and total amount are computed automatically based on the price and quantity indicated as well as on the selected VAT rate, you can override the computed values triggering the update of other values.

 
Advanced line item fields
 
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 fields appear:
 

Field

Used for

Description

Add a description of the item.

  • The field is autocompleted; item description, if provided, is retrieved from the item record. However, you can modify the description if necessary. 

In stock

The total quantity of the item stored in the selected warehouse as of the document date.

  • Quantity for sale can exceed the in stock quantity (even if the in stock quantity equals zero) if negative balances are allowed in the system. Otherwise, if you try to sell items that are not in stock, you will receive an error message while trying to post the document.
  • If you select an alternative measurement unit for the item, the in stock quantity will be automatically updated.
  • If you select an alternative warehouse,  the total quantity in stock will be automatically updated.
  • The field is unavailable for editing, you can only view the indicated amount being retrieved from the Inventory journal.
  • The field is absent for services.

Expected

Displays the quantity of the item that is expected to be received from vendors in the future based on open purchase orders.

  • If you select an alternative measurement unit for the item, the expected quantity will be automatically updated.
  • If you select an alternative warehouse,  the expected quantity will be automatically updated.
  • The field is uneditable, you can only view the indicated amount being retrieved from the open purchase orders.
  • The field is absent for services.

Reserved

Displays the quantity of the item reserved by customers. The reserved quantity is deducted from the quantity of the item available for sale.

  • Reserved items are not available for sale unless you enable the sale of reserved items. Then, a number of goods you offer for sale can exceed the number of items available for sale, and such accounting transaction will be accepted by the system.
  • If you select an alternative measurement unit for the item, the reserved quantity will be automatically updated.
  • If you select an alternative warehouse, the reserved quantity will be automatically updated. 
  • The field is uneditable, you can only view the indicated amount being retrieved from the open sales orders.
  • The field is absent for services.
 
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.

More information