Create Quotation

This page allows you to prepare a quotation depending on the requirement of the customer. Tell me more

Select the “Create Quotation” link under the “Quotation” business component.

The “Create Quotation” page appears.

The system displays the following field:

Status	The status of the quotation on entering all the mandatory fields. The system displays anyone of the following status. The options available are:
	Draft – indicates a newly created quotation when information is specified partially.
	Fresh – indicates a newly created quotation when all the mandatory fields are specified.
	Authorized – indicates an authorized quotation.
	Amended – indicates an authorized quotation that is amended. The quotation will be in “Amended” status till it is authorized again.
	Held – indicates a quotation that is put to hold. The documents that are in “Deleted”, “Cancelled” or “Ordered” status can only be put to hold.
	Deleted – indicates a quotation that is soft deleted.
	Cancelled – indicates a quotation that is cancelled. Only an authorized quotation can be cancelled.
	Ordered – indicates the status of quotation in case if a sale order is prepared using that quotation as reference document. If the sale order is authorized, then the status of the quotation is updated to “Ordered”.
	Returned – indicates a quotation that is returned back for modification.

Note: The status of the document will be “Blank” when the page is launched. When the quotation is created, then the status of the document can be set to “Fresh” or “Draft”.

Enter the following details:

Quotation No	The unique number identifying the quotation (Alphanumeric, 18) Mandatory. The quotation number is provided with a suffix and prefix from the “Numbering Class” business component. The quotation number is either automatically generated or entered manually. If the numbering type is set to “Manual”, then the system ensures that there are no special characters or spaces. If it is to be generated automatically, then it ensures that this field is not left blank. On generation of the number, the system checks for the existence of the quotation number. If it exists, then the system regenerates the number.
Numbering type	Use the drop-down list box to select the numbering type. The values are populated from the “Numbering Class” business component.
Date	The date on which the quotation was created (Date Format). The system displays the system date by default on launch of the page. The system ensures that this date should be within the financial year.

Enter the following details in the “Reference Document Details “ group box:

Reference Document Type	Use the drop-down list box to select the type of reference document. You can select from “RFQ”, “Quotation” or “None”. The system displays “None” by default on launch of the page. The system checks if the reference document type selected and the numbering type specified for the document are the same. The options available are:
	RFQ – indicates that a quotation is created based on the request for quotation (RFQ).
	Quotation – indicates that a quotation is created based on another quotation created previously.
	None – indicates that a quotation is created directly without any reference document.
Document No.	The number identifying the reference document (Alphanumeric, 18). The system checks for the existence of the document number and also ensure that this field is not left blank. It also checks if the status of the reference document is not in “Deleted” or “Cancelled” status. The system retrieves the details specified in the reference document. if the type of customer is “Prospect”, then it checks for the customer code for the prospect code.
	Help facility available.

Enter the following field details in the “Customer Details” group box:

Customer Type	Use the drop-down list box to select the type of the customer Mandatory. You can select from either “Existing” or “Prospect”. If the type of customer is set to “Prospect”, then the system retrieves the first five letters of the customer name and compares it with the name of other existing customers from the “Customer” business component. The options available are:
	Existing – indicates an already existing customer.
	Prospect – indicates a new customer. The code identifying the new customer is to be entered manually.
Customer Code	The code identifying the customer (Alphanumeric, 18). The system checks for the existence of the code and also ensures that the status of the customer is not “Inactive” or “Deleted” from the “Customer” business component. If the type of customer is set to “Existing” then the system ensures that this field is not left blank. For a particular customer, the system checks if any quotation is raised for the items specified in the quotation for a particular customer.
	Help facility available.

The system displays the following detail:

Prospect Code

The code identifying the prospective customer. If the type of customer is set to “Prospect”, if the customer code is left blank and name of the customer is specified, then the system generates the prospective customer code of the type Pros001/Pros002. It also checks for the existence of the generated prospective customer code. If it exists then the regenerates the next number.

Enter the following field:

Customer Name	The name of the customer (Alphanumeric, 60) Mandatory. The system ensures that this field is not left blank in case if the type of customer is set to “Prospect”.
	Zoom facility available.
Customer Address ID	The address ID of the customer (Alphanumeric, 6). The system ensures that this field is not left blank. If it is left blank, then the system retrieves and displays the default order from address id. The system also checks for the existence of the address id for the given customer code from the “Customer” business component. Based on the address id specified, the system populates the following details in the respective fields in this page: Customer address line 1, Address line 2, Address line 3, Country, State, City, Zip, Phone, Email, Fax, Contact person, Url.
	Help facility available.
Address Line 1	The first address line of the customer (Alphanumeric, 40) Mandatory.
	Zoom facility available.
Address Line 2	The second address line of the customer (Alphanumeric, 40).
	Zoom facility available.
Address Line 3	The third address line of the customer (Alphanumeric, 40).
	Zoom facility available.
City	The name of the city in which the customer resides (Alphanumeric, 40) Mandatory.
State	The name of the state in which the customer is located (Alphanumeric, 40) Mandatory.
Country	The name of the country to which the state belongs (Alphanumeric, 40) Mandatory.
Zip	The zip code applicable to the address (Alphanumeric, 20) Mandatory.
Phone 1	The telephone number of the customer (Alphanumeric, 18) Mandatory.
Phone 2	The second telephone number of the customer, where the customer has more than one telephone line (Alphanumeric, 18).
Fax	The fax number of the customer (Alphanumeric, 40) Mandatory.
E-mail	The E-Mail ID of the customer (Alphanumeric, 60).
	Zoom facility available.
URL	The website address of the customer (Alphanumeric, 50).
	Zoom facility available.
Sales Person Code	The code identifying the sales persion (Alphanumeric, 6). The system checks for the validity of the sales person code from the “Sales Person” business component if this field is specified.
	Help facility available.

The system displays the following detail:

Sales Person Name

The name of the sales person.

Enter the following field details:

Sales Channel

Use the drop-down list box to select the sales channel to which the pushbutton is linked. The values are populated from the “Category” business component in alphabetical order in alphabetical order. The system displays “Blank” by default on launch of the page. A few sales channels that can be listed are: wholesaler, retailer.

Map Customer Product Code to Item Code

This check box is selected when the customer code has to be mapped to the item code. This mapping will be updated in the “Create Customer Item Details” link in the “Create Customer” activity of “Customer” business component. In case if the customer is an existing customer and if this check box is selected, then the system maps the customer’s product code to the item code and updates back into the “Customer” business component. In the “Customer” business component, the system updates the customer product code, Item code, variant code and Item variant description.

Enter the following field details in the “Price Details” group box:

Currency	Use the drop-down list box to select the currency applicable for quotation Mandatory. The system populates the base currency of the company from the “Organization Setup” business component.
Exchange Rate	The exchange rate applicable for the currency (Integer) Mandatory. For the specified currency, the system retrieves the exchange rate, minimum and maximum limit from the “Organization Setup” business component. If this field is not left blank, then the system checks if the exchange rate lies between the minimum and maximum limit. If not it displays an error message.

The system displays the following details:

Basic Value	The sum (quoted price). You can specify the quoted price in the multiline.
Total Tax	Sum of all the taxes charged on the items for the particular customer.
Total Charge	Sum of charges of the items for the particular customer.
Total Discount	Sum of all discounts charged on the items for the particular customer.
Total Value	Total of Item Basic Price+ Total Tax+ Total Charges+ Total Discount.

Note: The Total tax will be the sum (Total Tax by Item & Document) specified in the TCD link. Similarly the Total Charge will be the sum (Total Charge by Item & Document) and Total Discount will be sum (Total discount by Item & Document).

Enter the following details:

Quotation Valid Till	The date till which the quotation prepared is valid (Date Format) Mandatory.
Pay Term	The code identifying the payment term applicable for the quotation (Alphanumeric, 15) Mandatory. the system checks for the validity of the pay term from the “Pay Term” business component.
	Help facility available.

Enter the following fields in the “Item Details” multiline:

Customer Product Code

The code identifying the customer to whom the items are mapped in the “Customer” business component (Alphanumeric, 32).

The system displays the following detail:

Item Type

The type of item. It can be “Item”, “Model”, “Kit” or “Service”. The system retrieves the type of item for the specified item and variant code from the “Item Administration” business component.

Enter the following details:

Item Code	The code identifying the item (Alphanumeric, 32) Mandatory. The system checks for the validity of the item code from the “Item Administration” business component.
	Help facility available.
Variant Code	The code identifying the item variant (Alphanumeric, 8) Mandatory.

The system displays the following field:

Item Variant Desc.

The description of the item variant. The system retrieves and displays the description of the item variant based on the item code specified.

Enter the following details:

Quantity Quoted	The quantity of item quoted by the customer in the quotation (Integer) Mandatory.
UOM	The unit of measurement for the items in the quotation (Alphanumeric, 15) Mandatory. If this field is left blank, then the system populates the default UOM for the item code specified from the “Item Administration” business component. It also checks for the validity of the UOM with a valid conversion factor against stock UOM and also checks if fractional quantities are allowed for quantities from “UOM Administration” business component.
	Help facility available.
Ship To Customer	The code identifying the customer to whom the items specified in the quotation are to be shipped (Alphanumeric, 18). The system checks for the validity of the ship to customer from the “Customer” business component if it is specified.
	Help facility available.
Ship To Address	The address identifying the location of the customer address to which the items are to be shipped (Alphanumeric, 40). The system checks for the validity of the ship to address id from the “Customer” business component if it is specified.
	Help facility available.
Inco Place	The place from where the "Inco Term" is applicable. The “Inco Term” is commercial terms used for freight. The “Inco” refers to the “International Commercial Terms”(Alphanumeric, 40).
Lead Time	The time period between the actual arrival of purchase order from the customer and delivery of goods at the customer’s place (Integer).
Shipping Point	Use the drop-down list box to select the point from where the goods are shipped to the delivery area specified by the customer. The system populates all shipping organization units in the “Component Interaction Module” with reference to the pack slip. The system displays "Blank" by default on launch of the page.
Warehouse	The code identifying the warehouse at which the quantity of item specified in the quotation is available (Alphanumeric, 10). The system checks if the warehouse is mapped to the given shipping point. It also checks if the specified type of item can be stored in the selected warehouse form the “Storage Administration” business component.
	Help facility available.

The system displays the following field detail:

Item Basic Price	The basic price of the item without including tax, charge or discount. The system runs the pricing engine and retrieves the item basic price. It also checks if this field is not left blank.
	Press <Enter> key.
	If this field is left blank, then the system displays “Blank” in the “Price Variance” field. If this field is not left blank, then it calculates the difference between quoted price and item basic price and populates as the value of the “Price Variance” field in percentage of the item basic price.

Enter the following fields:

Quoted Price

The price quoted for the items specified by the customer (Integer) Mandatory. If this field is left blank, then the system populates the value of the item basic price to this field.

Note: The price of the items specified in the quotation is also populated to the Quoted Price field. You can change the value of the quoted price for a customer if needed.

The system displays the following details:

Price Variance(%)	The difference in price between the item basic price and quoted price in percentage (with respect to item basic price).
Price List No.	The code identifying the price list.

Enter the following fields:

Promised Date	The promised date of delivery of goods to the customer (Date Format). The system ensures that the promised date is not less than the system date and quotation date.
Schedule Type	Use the drop-down list box to select the type of schedule in which the goods are to be shipped. You can select either “Single” or “Multiple”. For all the selected rows, the system ensures that the type of schedule is set to “Single”.
Schedule Date	The date on which the quantity is available for delivery (Date Format). The system ensures that the schedule date is not less than the system date and quotation date.

The system displays the following details:

ATP	The “Availability To Promise” indicates the availability of enough stock based on the promised date to meet the ordered quantity. It can be either “Yes” or “No”. If the entire quantity of the item quoted is available on the promised date then the system displays “Yes” or else it displays “No”.
ATP Quantity	The quantity of item available in a selected warehouse for the specified promised date.
	Help facility available.

Enter the following field:

Remarks

Remarks if any (Alphanumeric, 256).

Click the “Run ATP” pushbutton to check the availability of stock in the warehouse.

For all the selected rows, the output is assumed to be free stock quantity.

Click the “Display Price” pushbutton to display the price of the item in the appropriate field.

For creating a quotation

Click the “Create Quotation” pushbutton to create a quotation.

If the customer is an existing customer, then the system checks if the specified customer is same as that of the customer specified in the reference document.

If the customer is a prospective customer, then the system checks if the specified name of the customer is same as that of the customer name specified in the reference document.

The system updates the status of the quotation to "Draft" if at least the field "Quotation Date", "Numbering Type", "Quotation No." and customer name are filled and are valid and at least one of the mandatory information is not filled. If the schedule type is set to “Multiple”, then the quotation status is still set to “Draft” even if all mandatory fields are filled.

The system updates the status of the quotation to "Fresh" if all the valid mandatory informations are filled and "Schedule Type" is set to "Single".

The system saves the quotation number with all its associated details.

The line numbers for the item are automatically generated.

The system updates "Created by" with login user id and "Created date" with the system date.

To proceed, carry out the following

Select the “Specify Additional Details” link at the bottom of the page to specify additional details pertaining to the quotation.

Select the “Specify Schedule” link at the bottom of the page to specify the schedule details.

Select the “Specify Notes” link at the bottom of the page to attach notes.

Select the “Specify TCD by Item” link at the bottom of the page to specify TCD details for each item line.

Select the “Specify TCD by document” link at the bottom of the page to specify TCD details by document.

Select the “Specify VAT” link at the bottom of the page to specify VAT details.

Select the “Specify Quantity Price Break” link at the bottom of the page to specify the price break details for the items quoted.

Select the “Specify Promotional Items” link at the bottom of the page to specify the details of the promotion Items.

Select the “Specify Attributes” link at the bottom of the page to specify Attribute details.

The system displays the following:

Created By	The login user ID of the person who has created the quotation.
Created Date	The date on which the quotation was created.

Prerequisites

Mandatory

4The “Organization Setup” business component should be defined.

4The customer details should be defined in the “Create Customer” activity of the “Customer” business component.

4The pay term should be defined in the “Create Pay Term” activity of the “Payterm” business component.

4The item details should be defined in the “Item Administration” business component.

4The UOM should be defined in the “UOM Addition” activity of the “UOM Administration” business component.

4The pricing details should be defined in the “Pricing” business component.

Create Quotation – An Overview

The quotation can be prepared based on an existing document or it can be a direct quotation. The system generates the quotation number automatically based on the numbering series selected as prefix and “year” as suffix or can be entered manually. If the quotation is based on an existing document, then the system retrieves and displays the corresponding document details in this page.

In case of a direct quotation, the customer can be either an existing or a prospective customer. If the customer already exists, the customer details will be automatically populated to the respective fields. When the customer is a prospective customer, the details of the quotation are to be entered manually and saved under prospective customer code. This would be considered as a reference when the same customer returns with a sale order. For a direct quotation, the item and the shipping details can be entered. The price details of the item included in the quotation is computed and displayed by the pricing engine.

The ATP information indicates the availability of stock on the promised date to meet the ordered quantity. It also checks for the stock availability taking into consideration the stock on date. Irrespective of the result of ATP, the ATP quantity will be displayed. After all the necessary details are furnished, the quotation number is generated.

Specify Additional Details

This page allows you to specify additional details related to the item. For an existing customer, the shipping details will be automatically populated in the page. In case of a prospective customer, the shipping details and the mode of advance payment can be specified.

Select the "Specify Additional Details" link at the bottom of the "Create Quotation" page.

The "Specify Additional Details" page appears.

The system populates the following details from the main page:

Status	The status of the quotation.
Quotation No	The unique number identifying the quotation. The system checks for the existence of the quotation number. For the given quotation number, the system retrieves the customer code, customer name, status and date.
Date	The date on which the quotation was created.
Customer Code	The code identifying the customer. For the given code, the system retrieves and displays the Inco term and freight term defined in the “Customer” business component.
Customer Name	The name of the customer.

Enter the following fields in the “Shipping Details” group box:

Inco Term Code	The code identifying the Inco term (Alphanumeric, 6). It refers to the Inco place of the customer’s Shipping ID. These are commercial terms used for freight. The system checks for the existence of the specified inco term and also checks for its validity from the “Category” business component.
	Help facility available.

The system displays the following field:

Inco Term Desc.	The textual description of the Inco term. The system retrieves the description pertaining to the specified inco term.
	Zoom facility available.

Enter the following detail:

Freight Term Code	The code identifying the terms according to which the payment of the freight charges is to be made (Alphanumeric, 6). The system checks for the existence of the specified freight term and also checks for its validity from the “Category” business component.
	Help facility available.

The system displays the following field:

Freight Term Desc.	The textual description of the freight term. The system retrieves the description pertaining to the specified freight term.
	Zoom facility available.

Enter the following fields:

Shipment Mode	Use the drop-down list box to select the mode of shipment of goods to delivery area specified by the customer. You can select from “Air”, “Truck”, “Rail” or “Ship”. The system displays “Blank” by default on launch of the page. The values are populated from “Category” business component and the system loads “Blank” as one of the values.
Probability Factor	The chances of the quotation being converted into a sale order (Integer). The value of the probability factor can be between less than or equal to one and greater than or equal to zero. The system checks if the probability factor is less than one.

Enter the following fields in the “Advance Details” group box:

Flat Advance	The mode of advance payment will be flat rate (Integer). The vendor specifies a flat amount to be paid as advance for the goods ordered in the quotation.
	Zoom facility available.
Percentage of order value	A percentage of the order value is paid as advance amount (Integer). If this field is specified, then the system ensures that the value is not greater than 100.

For specifying the Additional Details

Click the “Specify Additional Details” pushbutton to specify the additional details for the document as a whole.

The system saves the quotation number and its associated details.

To proceed, carry out the following

Select the “Specify Schedule” link at the bottom of the page to specify schedule details.

Specify Schedule

This page allows you to specify the schedule details for shipment of items mentioned in the quotation where the type of schedule is set to “Multiple”. The item and customer details are populated from the main page. For the selected line number, the schedule details are added. The ATP can be run against each line item, which indicates the availability of stock on the promised date to meet the ordered quantity. Irrespective of the ATP result, the ATP quantity is displayed in the page.

Select the "Specify Schedule" link at the bottom of the "Create Quotation" page.

The "Specify Schedule" page appears.

The system displays the following field:

Status	The status of the quotation.
Date	The date on which the quotation was created.

The system displays the following details in the “Quotation Details” group box:

Quotation No	The unique number identifying the quotation.
Customer Code	The code identifying the customer.
Customer Name	The name of the customer.
	Zoom facility available.

Enter the following detail:

Quotation Line No.

Use the drop-down list box to select the number identifying the line item in the quotation. The system displays “Blank” by default on launch of the page. The system loads all the quotation line numbers for which the type of schedule is set to “Multiple”.

The system displays the following details:

Item Code	The code identifying the item.
Variant Code	The code identifying the item variant.
Item Variant Desc.	The description of the item variant.
	Zoom facility available.
Quantity Quoted	The quantity of goods quoted by the customer in the quotation.
UOM	The unit of measurement of the item specified in the quotation. If the required quantity is specified in fractions then the system checks if fractions are allowed for quantity from the “UOM Administration” business component.

Enter the following details in the “Schedule Details” multiline:

Shipping Point	Use the drop-down list box to select the point from where the goods are shipped to the delivery area specified by the customer. The system displays “Blank” by default on launch of the page. The system populates all the shipping organization units in the “Component Interaction Module” business component to the pack slip. This field cannot be left blank if the required quantity is specified.
Warehouse	The code identifying the warehouse at which the specified quantity of the item is available (Alphanumeric, 10). This field cannot be left blank if the required quantity is specified. The system checks if the warehouse is mapped to the shipping point specified.
	Help facility available.
Required Qty	The quantity of goods required (Integer) Mandatory. The sum of the required quantity should be equal to the quantity quoted in the quotation for a line item. The system ensures that at least one required quantity is specified in the multiline. The system ensures that the sum of the required quantity is equal to the quoted quantity.
Required Date	The date on which the goods are required by the customer (Date Format) Mandatory. This field cannot be left blank if the required quantity is specified. The system ensures that the required date should be greater than or equal to the quotation date.

The system displays the following fields in the multiline:

ATP

The “Availability To Promise” information indicates the availability of enough stock based on the promised date to meet the ordered quantity.

Note: Returns “Yes” if the entire quantity of the item requested is available on the promised date or else returns “No”.

ATP Quantity	The quantity of item available in a selected warehouse for a given promised date.
	Help facility available.

Click the “Run ATP” pushbutton to check the stock availability in the warehouse.

For all the selected rows, the output is assumed to be free stock quantity.

To add the Schedule Details

Click the “Specify Schedule Details” pushbutton to add the schedule details for the selected line number.

The system saves the quotation number and the schedule details specified for each line item.

To proceed, carry out the following

Select the “Specify TCD by Item” link at the bottom of the page to specify TCD details for each item line.

Specify Notes – An Overview

The “Specify Notes” link permits you to enter important textual information related to Quotation. Users performing the packing, Sale Ordering and invoicing processes, also view the notes specified in this link. The notes may be of a general nature i.e. Standard Notes, therefore applicable to all processes associated with the quotation. In some cases, the notes may be specific to the process, and you can direct these notes to the document relevant to that process only. This interface allows you to record notes for all such possible scenarios.

The notes could be specified at both the document level and item level. Only those values authorized for Quotation are retrieved and displayed. If the notes are to be specified at line level then the line number is to be entered. Based on the line number entered or selected, the item details are displayed in the group box. Standard Notes can also be specified in this page.

Specify Notes

Ø Select the "Specify Notes” link at the bottom of the "Create Quotation" page.

The "Specify Notes" page appears

The system displays the following details:

Document No.	The unique number identifying the quotation.
Status	The status of the quotation.

Ø Enter the following details in the “Notes details” group box:

Notes For	Use the drop-down list box to select the option for which the related notes are to be specified. You can select from “Sale Order”, “Pack Slip”, “Quotation” or “Invoice”.
Reference Document	Use the drop-down list box to select the document from which the notes information is to be populated.

Ø Click the “Default Notes” pushbutton to display the default notes.

Ø Enter the following field details:

Notes Folder	Use drop-down list box to specify the notes folder.
Level	Use the drop-down list box to select the level at which the notes are to be specified. You can select from either “Document” or “Line”. The options available are:
	§ Document - to specify notes applicable for the document as a whole.
	§ Line - to specify notes applicable for each line number.
Line No.	Use the drop-down list box to select a number identifying the line of the item for which notes are to be entered.

Note: The line number is entered only if “Line” option is selected in the level field. Otherwise it is left blank.

The system displays the following details based on the line number selected:

Item Code	The code identifying the line item.
Variant Code	The code identifying the variant of an item.
Item Variant Desc.	The description of the item variant.

Ø Enter the following details:

Standard Notes Id	The ID identifying the standard notes (Alphanumeric, 6).
	Help facility available.
Notes Title	The title of the standard notes (Alphanumeric, 255).

Ø Click the “Save Standard Notes” to save the standard notes.

Ø Enter the following field:

Notes

Any textual Information pertaining to the quotation (Alphanumeric, 255).

For specifying notes

Ø Click on the “Specify Notes” pushbutton to attach notes.[a1]

Specify TCD by Item

This page allows you to specify the Tax/Charges/Discounts for each line Item. You can select the line number for which the TCD details are to be specified. The TCD code is entered manually, if known or with the help facility available. Based on the TCD code entered, the TCD details are populated from the “Tax Charge and Discount” business component and displayed in the multiline. The information regarding the currency in which the quoted orders are to be paid is also captured in this page. The total amount of TCD is recalculated and displayed.

Select the "Specify TCD by Item" link at the bottom of the "Create Quotation" page.

The "Specify TCD by Item" page appears.

The system displays the following details:

Status

The status of the quotation.

The system displays the following details in the “Quotation Details” group box from the main page:

Quotation No	The unique number identifying the quotation. The system checks for the existence of the quotation number. For the given quotation number, the system retrieves the customer code, customer name, status and date.
Date	The date on which the quotation was created.
Customer Code	The code identifying the customer.
Customer Name	The name of the customer.

Enter the following field in the “Item Details” group box:

Quotation Line No.

The number identifying the line item in the quotation (Integer) Mandatory. The system checks for the existence of the line number for the given quotation number.

The system displays the following details based on the line number entered or selected:

Item Code	The code identifying the item.
Variant Code	The code identifying the variant of the item.
Item Variant Desc.	The description of the item variant.
	Zoom facility available.
Quantity	The quantity of item ordered in the quotation.
Quoted Price	The price quoted for the items specified by the customer.

The system displays the following fields in the “Price Details” group box:

Basic Value	The sum (Quoted Price).
Total Value	Sum of Item Basic Price+ (Total Tax by Item & Document) + (Total Charges by Item & Document) + (Total Discount by Item & Document).
Currency	The currency applicable for quotation.
Total Tax by Item	Sum of all the TCD amount where the TCD type is set to “Tax”.
Total Charges by Item	Sum of all the TCD amount where the TCD type is set to “Charge”.
Total Discount by Item	Sum of all the TCD amount where the TCD type is set to “Discount”.
Total Tax by Document	Sum of all the taxes charged for the whole document in a quotation.
Total Charges by Document	Sum of charges for the whole document in the quotation.
Total Discount by Document	Sum of all discounts charged for the whole document in the quotation.

Enter the following details in the “TCD Details” multiline:

TCD Code	The code identifying the Tax/Charge/Discount (Alphanumeric, 10). The system checks for the validity of the TCD code. It also ensures that this field is not left blank.
	Help facility available.
TCD Variant	The code identifying the variant of the Tax/Charge/Discount (Alphanumeric, 10).

Based on the TCD Code entered, the following fields are displayed:

TCD Type	The type of TCD calculated. It can be “Tax”, “Charges” or “Discount”.
TCD Basis	The basis on which the TCD is to be calculated. It can be “Percentage”, “Flat Amount” or “Unit Price”. The options available are:
	§ Percentage: indicates that a percentage of the item price is paid as TCD.
	§ Flat amount: indicates that the TCD is paid as a flat amount specified by the vendor.
	§ Unit price: indicates that the TCD is calculated for each piece of item.
TCD Value	The amount of Tax or Charge or Discount calculated.

Note: If the TCD basis is percentage, then a percentage of item prices will be displayed. If the TCD basis is flat, then the amount charged by the vendor will be displayed.

Enter the following field:

T/C/D Amount

The total amount of TCD (Integer). The system retrieves the TCD amount. In case if the TCD basis is set to “Flat”, this field should not be left blank and the system does not retrieve the TCD amount.

The system displays the following detail:

Description

The description of the TCD code.

To specify the TCD Details

Click the “Specify TCD Details” pushbutton to add the TCD details for the selected line item.

The system saves the quotation and the TCD details specified for each order line number.

To proceed, carry out the following

Select the “Specify TCD by Document” link at the bottom of the page to specify the TCD details for the document as a whole.

Specify TCD by Document

This page allows you to specify the Tax/Charges/Discounts for the document as a whole. The details of the customer are populated from the main page. The TCD code is entered manually if known, or with the help facility available. Based on the TCD code entered, the TCD details are populated and displayed in the multiline from the “Tax Charge and Discount” business component. The currency in which the orders are to be paid is also captured in this page. The total amount of TCD is computed and displayed in the multiline.

Select the "Specify TCD by Document" link at the bottom of the "Create Quotation" page.

The "Specify TCD by Document" page appears.

The system displays the following details:

Status

The status of the quotation.

The system displays the following details in the “Quotation Details” group box:

Quotation No	The unique number identifying the quotation. The system checks for the existence of the quotation number.
Date	The date on which the quotation was created.
Customer Code	The code identifying the customer.
Customer Name	The name of the customer.

The system displays the following details in the “Price Details” group box:

Basic Value	The sum (Quoted Price).
Total Value	Sum of Item Basic Price+ (Total Tax by Item & Document) + (Total Charges by Item & Document) + (Total Discount by Item & Document).
Currency	The currency applicable for quotation.
Total Tax by Item	Sum of all the TCD amount where the TCD type is set to “Tax”.
Total Charges by Item	Sum of all the TCD amount where the TCD type is set to “Charge”.
Total Discount by Item	Sum of all the TCD amount where the TCD type is set to “Discount”.
Total Tax by Document	Sum of all the taxes charged for the whole document in a quotation.
Total Charges by Document	Sum of charges for the whole document in the quotation.
Total Discount by Document	Sum of all discounts charged for the whole document in the quotation.

Enter the following details in the “TCD Details” multiline:

TCD Code	The code identifying the Tax/Charge/Discount (Alphanumeric, 10). The system checks for the validity of the TCD code. It also ensures that this field is not left blank.
	Help facility available.
TCD Variant	The code identifying the variant of the Tax/Charge/Discount code (Alphanumeric, 10).

Based on the TCD Code entered, the following fields are displayed:

TCD Type	The type of TCD calculated. It can be “Tax”, “Charge” or “Discount”.
TCD Basis	The basis on which the TCD is to be calculated. It can be “Percentage”, “Flat Amount” or “Unit Price”. The options available are:
	§ Percentage: indicates that a percentage of the item price is paid as TCD.
	§ Flat amount: indicates that the TCD is paid as a flat amount specified by the vendor.
	§ Unit price: indicates that the TCD is calculated for each piece of item.
TCD Value	The amount of Tax or Charge or Discount calculated.

Note: If the TCD basis is percentage, then a percentage of item prices will be displayed. If the TCD basis is flat, then the amount charged by the vendor will be displayed.

Enter the following field:

T/C/D Amount

The system displays the following detail:

Description

The description of the TCD code.

To specify the TCD Details

Click the “Specify TCD Details” pushbutton to add the TCD details for the document as a whole.

The system saves the quotation number and the TCD details specified for the document as a whole.

To proceed, carry out the following

Select the “Specify Promotional Details” link at the bottom of the page to specify the details of the promotional items.

Specify VAT

This page allows you to specify the VAT details for the selected quotation number. You can specify the exchange rate and calculate VAT charges after specifying the VAT Category and the VAT Class. The system apportions the VAT charges calculated for the debit / credit note for the individual items for which VAT is applicable. You can specify the apportioned amount or retain the original apportioned amount. The system also calculates and displays the VAT amount and the corrected amount in the currency in which the debit / credit note was created and also in the base currency of the company.

Select the "Specify VAT" link at the bottom of the "Create Quotation" page.

The "Specify VAT" page appears.

The system populates the following details:

Status	The status of the quotation.
Quotation No.	The unique number identifying the quotation.
Date	The date on which the quotation was created.
Currency	The currency applicable for VAT.

Enter the following field:

Exchange Rate

The exchange rate of the base currency with respect to the transaction currency in case they are different (Integer) Mandatory. the system checks if this field is entered or not.

The system displays the following details:

Vatable Charge	The total debit / credit amount on which VAT must be charged.
NonVatable Charge	The debit / credit amount on which VAT is not charged.
Doc Level Discount	The total discount amount for the debit / credit note.

Enter the following details:

Default VAT Category	Use the drop-down list box to select the code identifying the VAT category. All the VAT Categories that have been defined in the “VAT Setup” business component will be available for selection. The system displays the default VAT category that has been defined.
Default VAT Class	Use the drop-down list box to select the code identifying the VAT class. All the VAT classes that have been mapped to the VAT categories that have been defined will be available for selection.
VAT Inclusive	This check box is selected if the item amount is inclusive of the VAT charged.
Retain Initial Distribution Of Doc Charges/Disc	This check box is selected if you want to retain the VAT amount that has been apportioned by the system before the modifications have been made.
VAT Code	Use the drop-down list box to select the code identifying the VAT. All the VAT codes that are available for the various VAT line numbers will be available for selection.

The system displays the following details:

VAT Amount per VAT Code	The VAT amount that has been calculated for the individual VAT. The system displays the amount obtained by adding all the VAT amount (in Tran Currency) for all the VAT line number in this field.
Total VAT Exclusive Amount	The total amount that does not include the VAT charges.
Total VAT Amount	The total amount that has been calculated as VAT.
Total VAT Inclusive Amount	The total amount that has VAT included in it.

The system displays the following details in the “Vat Calculation” multiline:

VAT Line No.	The number of the row that contains the VAT charge.
Ref Doc Line No.	The number of the row in the invoice that contains the Vatable item, tax or charge.
Item/T/C	Indicates whether item, tax or charge is available in the row.
Item/TCD Code	The code identifying the item, tax or charge that is vatable.
Variant	The code identifying the variant of the item, tax or charge that is vatable.

Enter the following details:

VAT Category	Use the drop-down list box to select the category to which the VAT belongs. All the VAT Categories that have been defined in the “VAT Setup” business component will be available for selection.
VAT Class	Use the drop-down list box to select the class to which the VAT belongs. . All the VAT classes that have been mapped to the VAT categories that have been defined will be available for selection.
VAT Code	Use the drop-down list box to select the code identifying the VAT.

The system displays the following details:

VAT Rate(%)	The unit rate of the VAT that has been charged.
Item Amount	The amount of individual item for which a debit / credit note has been created.
Vatable Item Charge	The individual item amount for which the VAT can be charged.
NonVatable Item Charge	The individual item amount for which the VAT is not charged.

Enter the following details:

VAT Distribution Charge

The VAT charged on the item (Integer). The system adds all the vatable distributed charge amount and stores it in this field.

The system displays the following details:

Item Level Discount

The discount applicable for the individual item.

Enter the following details:

Distributed Discount

The discount deducted for the debit / credit note (Integer). The system ensures that the sum of the distributed discounts is same as that of the total discount for the quotation. The total discount for the quotation is equal to the sum of the transaction amounts for which the item TCD is “Discount”.

The system displays the following details:

VAT Amount(Tran Currency)	The VAT amount in the currency in which the debit / credit note has been created.
VAT Amount(Base Currency)	The VAT amount after the modifications have made manually. This amount is in the currency in which the debit / credit note has been created.
Description	The textual description of the VAT code

Click the “Recalculate VAT” pushbutton to recalculate the VAT specified.

For adding the VAT details

Click the “Add VAT” pushbutton to add the VAT details specified in this page.

Specify Quantity Price Break

This page allows you to specify the rate for an item, based on the range of quantity specified. The prices of items at various quantity breaks are defined in the “Pricing” business component. The customer can view these quantity breaks based on the item ordered.

You can change the range and rate of the quantity depending on the customer. If the customer wishes to decrease the quantity of goods ordered from the quotation number, then the prices will be higher than the ones mentioned in the quotation. On the other hand, if the quantity increases from the one mentioned in the quotation, the price of the goods decreases.

Select the "Specify Quantity Price Break" link at the bottom of the "Create Quotation" page.

The "Specify Quantity Price Break" page appears.

The system populates the following details from the main page:

Price List No.	The number identifying the price list.
Price List Description	The description of the price list.
Quotation No	The unique number identifying the quotation.

Enter the following field:

Quotation Line No.

The number identifying the line item in the quotation (Integer). The system ensures that this field is not left blank. It also checks for the existence of the line number for the given quotation number.

Based on the line number entered, the system populates the following details:

UOM	The unit of measurement of the item.
Quoted Price	The price quoted to the customer for the items by the vendor.
Item Code	The code identifying the item.
Item Variant	The code identifying the item variant.
Item Variant Desc.	The description of the item variant.

Enter the following details in the “Quantity Break” multiline:

Minimum Quantity	The minimum quantity of the item for which the price is applicable (Integer). The system ensures that the minimum quantity specified in this row is greater than the maximum quantity specified in the previous row.
Maximum Quantity	The maximum quantity of the item for which the price is applicable (Integer). The system ensures that the maximum quantity specified in this row is greater than the minimum quantity specified in the same row.
Rate	The rate applicable for the quantity of items defined within the range (Integer).

To add the quantity price break details

Click the “Specify Quantity Price Break” pushbutton to add the price break details.

The system saves the quotation number and its associated details.

To proceed, carry out the following

Select the “Specify Additional Item Details” link at the bottom of the page to specify additional item details.

Specify Promotional Items

This page allows you to specify the promotion details applicable for the quotation. Promotion is the use of a price off or value-added offer or incentive for the purpose of influencing purchasing behavior. Promotions can be seen as temporary efforts to create extra interest in the products or service by offering values in excess of those afforded by such purchases.

The types of promotions that are applicable for ordered items are Price deal, Discount Deal and Free goods. Promotion details can be recorded for each line item or for the document as a whole. Depending on the level of the promotion selected, the promotions items ID applicable for that level are displayed in the multiline. You can also enter the details pertaining to the promotion items. The item details are populated from the main page.

Select the "Specify Promotional Items” link at the bottom of the "Create Quotation" page.

The "Specify Promotional Items" page appears.

The following details are displayed from the main page:

Quotation No	The unique number identifying the quotation. The system checks for the existence of the quotation number.
Customer Code	The code identifying the customer.
Customer Name	The name of the customer.
Currency	The currency applicable to the quotation.

Enter the following fields in the “Promotional Item Details” multiline:

Promotional Level	Use the drop-down list box to select the level at which the promotional items are to be specified. You can select from “Item Based” or “Document Based”. The options available are:
	§ Item Based – indicates that the promotions are added for each line item.
	§ Document Based – indicates that the promotions are added for the document as a whole.

The system displays the following field:

Promotion ID	The id identifying the item code and the associated promotional item.
Item Code	The code identifying the item. The system checks for the validity of the item code from the “Item Administration” business component. The system retrieves the description of the item variant and uom for the given item code.
Variant Code	The code identifying the item variant.
Item Variant Desc.	The description of the item variant.

Enter the following fields:

Promotion Item Code	The code identifying the promotional item (Alphanumeric, 32).
	Help facility available.
Promotion Variant Code	The code identifying the variant of the promotional item (Alphanumeric, 8).

The system displays the following field:

Promotion Item Variant Desc.

The description of the promotional item variant.

Enter the following details:

Quantity	The quantity of the promotional item available (Integer). The system ensures that this field is not left blank.
UOM	The unit of measurement for the promotion item (Alphanumeric, 15). If this field is left blank, then the system retrieves and displays the default UOM for the specified item code. It also checks for the validity of the UOM with a valid conversion factor against stock UOM from the “UOM Administration” business component. The system also ensures if fractions are allowed for quantity.
	Help facility available.
Rate	The rate of the promotion item (Integer).
Remarks	Remarks if any (Alphanumeric, 255).

To specify Promotional Item Details

Click the “Specify Promotional Items” pushbutton to specify promotional item details.

The system saves the promotional item details specified in this page.

To proceed, carry out the following

Select the “Specify Notes” link at the bottom of the page to specify notes for the quotation.

Specify Attribute

This page allows you to specify the attribute details for the selected line number. The attributes pertaining to the items are of two types namely “Qualitative” and “Quantitative”. Quantitative denotes that the attribute is of numerical type. Qualitative indicates that the attribute is of a descriptive type. For Example: Color, Fragrance or Shape.

The line number of the item is entered for which the attribute details are to be added. Based on the line number entered, the details of the item are populated from the main page. The attribute details pertaining to an existing customer are retrieved and displayed in the multiline. For a new customer, the attribute code can be entered if known or with the help facility available. Depending on the attribute code selected, the attribute details are displayed in the multiline. You can also enter the values of the qualitative and quantitative attribute of the item.

Select the "Specify Attributes" link at the bottom of the "Create Quotation" page.

The "Specify Attributes" page appears.

The system displays the following fields from the main page:

Status	The status on creating a new quotation.
Quotation No	The unique number identifying the quotation. The system checks for the validity of the quotation number if it is not left blank. If the quotation number exists and if it is valid then the system retrieves the quotation number details.
Date	The date on which the quotation was created.

The system displays the following fields in the “Customer details” group box:

Customer Code	The code identifying the customer.
Customer Name	The name of the customer.
	Zoom facility available.

Enter the following details in the “Line Item Details” group box:

Quotation Line No.

The number identifying the line item in the quotation (Integer). The system ensures that this field is not left blank. It also checks for the existence of the line number for the selected quotation number.

The system displays the following details based on the line number entered:

Item Code	The code identifying the line item.
Variant Code	The code identifying the variant of the item.
Item Variant Desc.	The description of the item variant.
	Zoom facility available.
UOM	The unit of measurement of the item.

Enter the following fields in the “Attribute Details” multiline:

Attribute Code	The code identifying the attribute of an item (Alphanumeric, 6). The attribute code cannot be left blank. The system checks for the validity of the attribute code specified from the “Item Administration” business component. It also checks if the attribute code is mapped to the item code from the “Attribute” business component.
	Help facility available.

The system displays the following details based on the attribute code selected:

Attribute Desc.	The description of the item attribute.
Attribute Type	The type of attribute. It can be either “Quantitative” or “Qualitative”. Quantitative indicates that the attribute is of numerical type and it can have a minimum and maximum value. Qualitative means that the attribute is of a descriptive type.

Enter the following details:

Qualitative Value	The value for a qualitative attribute (Alphanumeric, 20).
Minimum Quantitative Value	The minimum value for a quantitative attribute (Integer).
Maximum Quantitative Value	The maximum value for a quantitative attribute (Integer).
Standard Quantitative Value	The standard value for a quantitative attribute (Integer).

Note: The constraint for quantitative value is that if minimum value is entered then maximum value has to be entered. The standard quantitative value can be left blank in case if minimum and maximum quantitative value are furnished.

Click the “Recalculate Price” pushbutton to recalculate the item price based on the attribute code selected.

The system runs the pricing engine and retrieves the price for the attribute specified updates back in the item basic price in the main page.

For adding attribute details

Click the “Add Attribute” pushbutton to add the attribute detail.

The system saves the quotation number and the attribute details specified in this page.

The system ensures that values specified for the attributes are within limit or not.

Create Quotation – A summary of the activity

This activity allows you to create a quotation. A quotation is prepared for a customer, which acts as a future reference document when a sale order is raised. Quotation is an estimate of item costs submitted by a vendor to a prospective client. Quotations generated can be based on an "RFQ", "Quotation" or can be a direct quotation without any reference document.

This activity also allows you to specify the schedule details for the items to be shipped, TCD details for each line item, the TCD details for the whole document, the VAT details, the details of the price break based on the quantity of item ordered, the details of the promotions for the ordered items, the attribute details pertaining to each line item, and to add important textual information related to Quotation.

Getting familiar with the pages inside

Go to page…	For…
Create Quotation	Creating Quotation.
Specify Additional Details	Specifying Additional Details.
Specify Schedule	Specifying Schedule Details for each line Item.
Specify Notes	Specify Notes.
Specify TCD By Item	Specifying Tax/Charges/ Discounts for each line Item.
Specify TCD by Document	Specifying Tax/Charges/ Discounts for Document.
Specify VAT	Specifying VAT Details.
Specify Quantity Price Break	Specify Price Breaks for the Quantity Quoted.
Specify Promotional Items	Specifying Promotion Items Details for each line Item.
Specify Attributes	Specifying Attributes Details for each line Item.