Authorize Quotation

Authorize Quotation Details

This page allows you to authorize the selected quotation that is in “Fresh” or “Amended” status. Modifications to the quotation details can be done before authorization. Modifications to the item, customer and shipping details are allowed. The stock availability on the promised date and the price details are evaluated. The status of the quotation is set to “Authorized” after authorization.

This page also allows you to save the modified quotation details before making changes to the additional details available in the link pages. After performing the necessary changes in the link pages, the quotation can be authorized based on the user’s choice. You can also return the quotation to the user who has raised the quotation for making changes. The status of the quotation is updated to “Returned”. The system stores the login user ID and the system date along with the authorized or returned details of the receipt.

Select the “Authorize Quotation Details” link at the bottom of the “Select Quotation” page.

The “Authorize Quotation Details” page appears.

The system displays the following details:

Work Flow Status

The workflow status of the sales quotation.

Note: The field “Work Flow Status” is visible only when “Workflow Parameter” is set as “Yes” in the “Company Parameter Setup” component for sales quotation.

Status	The status of the quotation. It can be "Fresh" or "Amended”.
Quotation No.	The number identifying the quotation. The system checks for the existence of the quotation number. If it exists the system retrieves the details for the specified quotation number.
Amendment No.	The number identifying an amendment made on the quotation. Every time the quotation is amended, the system increments the amendment number made on the order.
Date	The date on which the quotation details are recorded.

Enter the following fields in the “Ref. Doc. Details” group box:

Ref. Doc. 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 for the existence of reference document number and verify if the reference document is not in the "Deleted" or "Cancelled" status.
Doc. No.	The number identifying the reference document. (Alphanumeric, 18) The system ensures that document number is not left blank. It also checks if the reference document type selected and the numbering type in the document number matches each other.
	Press <Enter> key.
	The system retrieves the reference document details.
	Help facility available.

Enter the following fields 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”. The system checks for the type of customer. It ensures that if it is “Existing” then the code should be of an existing customer and should not be null. If it is a “Prospect” type then it ensures that the customer code entered is also a prospect code and the customer name is not null.
Customer Code	The code identifying the customer. (Alphanumeric, 18). The system checks for the existence of customer code and its status in the “Customer” business component. The system ensures that the code is not “Blank”. If the status of the customer code is set to “Inactive” or “Deleted” then the system throws an error message.
	Press <Enter> key.
	The system retrieves the customer name, ship to customer, ship to address ID and customer address details based on the code entered.
	Help facility available.

The system displays the following detail in the “Customer Details” group box:

Prospect Code

The code identifying the prospective customer.

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

Customer Name	The name of the customer. (Alphanumeric, 60). Mandatory.
Customer Address Id.	The address ID of the customer (Alphanumeric, 6). The system checks for the existence of the ID for the given customer code and ensure that it is not left blank. Or else, it displays an error message.
	Press <Enter> key.
	The system displays customer address line 1, address line 2, address line 3, country, state, city, zip, phone, Email, fax, contact person, Url based on the address ID entered.

Note: If the customer address id field is left blank, then, the system populates the field with the default customer address id and displays customer address details for the particular customer address ID.

Address Line 1	The first address line of the customer. (Alphanumeric, 40) Mandatory. This field should not be left blank if the customer type is set to "Prospect".
Address Line 2	The second address line of the customer. (Alphanumeric, 40).
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. This field should not be left blank if the customer type is set to "Prospect".
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. This field should not be left blank if the customer type is set to "Prospect".
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).
URL	The website address of the customer. (Alphanumeric, 50).
	Zoom facility available.
Sales Person Code	The code identifying the salesperson. (Alphanumeric, 6). The system checks for the validity of the salesperson from the “Sales Person” business component.
	Help facility available.

The system displays the following field in the “Customer Details” group box:

Sales Person Name

The name of the salesperson.

Enter the following detail in the “Customer Details” group box:

Sales Channel

Use the drop-down list box to select the sales channel to which the salesperson is linked. The values are populated from the “Category” business component. The system displays “Blank” by default on launch of the page and the values are arranged in alphabetical order.

The system displays the following field in the “Customer Details” group box:

Map Customer Product Code To Item Code

If this check box is marked then the customer code is 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.

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

Currency	Use the drop-down list box to select the currency applicable to the quotation. Mandatory. The values are populated from the “Organization Setup” business component.
Exchange Rate	The exchange rate applicable to the quotation currency. (Integer). Mandatory. For the currency selected, the system retrieves the exchange rate, minimum limit and maximum limit from “Organization Setup” business component.

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

Basic Value	The sum of 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 by item + total Charge by item + total discount by item + total tax by document + total charge by document + total discount by document.

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 in the “Price Details” group box:

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 code.
	Help facility available.

The system displays the following detail in the “Item Details” multiline:

Line No.

The number identifying the row in which the item details is available in the quotation.

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 field in the “Item Details” multiline:

Item Type

The type of item. Mandatory. It can be “Item”, “Model”, “Service” or “Kit”. The system populates the value for the item types from the “Item Administration” business component.

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

Item Code	The code identifying the item. (Alphanumeric, 32). Mandatory. The system checks for the validity of the item code and it also verifies if the item is stocked in the warehouse specified from the “Stock Maintenance” business component.
	Press <Enter> key.
	The system retrieves item variant description and UOM based on the item code entered.
	Help facility available.
Variant Code	The code identifying the variant of the item. (Alphanumeric, 8). Mandatory.

The system displays the following field in the “Item Details” multiline:

Item Variant Desc.

The description of the item variant.

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

Quantity Quoted	The quantity of item quoted by the customer in the quotation. (Integer). Mandatory.
UOM	The unit of measurement for the quoted items. (Alphanumeric, 15). Mandatory. The system checks for the validity of the UOM. If this field is left blank, then the system displays the default UOM for the item code.
	Help facility available.
Ship To Customer	The code identifying the customer to whom the items are to be shipped. (Alphanumeric, 18). the system checks for the validity of the ship to customer if it is specified.
	Help facility available.
Ship To Address	The number identifying 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.
	Help facility available.
Inco Place	The place from where the "Inco Term" is applicable. (Alphanumeric, 40). The “Inco Term” is commercial terms used for freight. The “Inco” refers to the “International Commercial Terms”.
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 mapped to the ordering organization unit in the drop-down list box. The system loads "Blank" as one of the values.
Warehouse Code	The code identifying the shipping location warehouse at which the specified quantity of the item is available. (Alphanumeric, 10). The system checks for the validity of the warehouse for the shipping point from the “Component Interaction Module” business component if the Warehouse is specified.
	Help facility available.

The system displays the following field in the “Item Details” multiline:

Item Basic Price	The basic price of the item without including tax, charge or discount. The system ensures that this field is not left blank.
	Press <Enter> key.
	If the item basic price is null, then the system displays price variance with blank value.

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

Quoted Price

The price quoted for the items specified by the customer. (Integer). Mandatory.

The system displays the following details in the “Item Details” multiline:

Price Variance (%)	This is 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 number.
Earliest Available Date	The earliest available of the item on the execution of ATP.

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

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. If so, an error message is displayed.
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 from either “Single” or “Staggered”.
Schedule Date	The date on which the quantity is available for delivery. (Date Format). The system ensures that this field is not left blank. It also ensures that the scheduled date should not be less than the system date and quotation date. If so, it throws an error message.

The system displays the following field in the “Item Details” multiline:

ATP

The “Availability To Promise” information indicates the availability of enough stock based on the promised date to meet the ordered quantity. The system displays “Yes” if the entire quantity of the item quoted is available on the promised date or else returns “No”.

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

ATP Qty.	The quantity of item available in a selected warehouse for a given promised date. (Integer).
	Help facility available.
Remarks	Remarks if any. (Alphanumeric, 255).

Click the “Display Price” pushbutton to display the price of the item in the appropriate field.
Click the “Run ATP” pushbutton to check the availability of stock in the warehouse.

For the selected rows, the system displays the free stock quantity from “ATP” business component and ensures that the “Schedule type” is “Single”.

Check the box in the “Select” column of the multiline to select the quotation number.
Click the “Save Quotation Details” pushbutton to save the quotation details before authorizing it.

Click the “Authorize Quotation” pushbutton to authorize the selected quotation.

The system verifies if any quotation has been already raised for the items in the quotation for a particular customer. If so, a warning message is displayed.

If the reference document number is of type RFQ, then the system sets the status of the RFQ number to “Quoted”. It also updates the “Quoted Quantity” in the RFQ table with the “Quantity Quoted” in the Quotation table.

The "Quotation No." with all its associated details is saved. The page is refreshed with the saved records.

The status of the document is updated to “Authorized” by the system.

The system checks the validity of the TCD code in the pages "Specify TCD by Item" and "Specify TCD by document".

The system checks for the validity of attributes in the "Specify Attributes" page of “Attributes Mapping” business component.

The login user ID and the system date are updated in “Created By” and “Created Date” fields along with the authorized or returned details of the quotation.

Click the “Return Quotation” pushbutton to return the selected quotation.

The system updates the status of the selected quotation to “Returned”.

The system stores the login user ID and the system date along with the modified details.

Click the “Print” pushbutton to print the quotation details.

To proceed, carry out the following

Select the “Specify Additional Details” link at the bottom of the page to add additional details pertaining to the quotation.
Select the “Specify Schedule” link at the bottom of the page to specify the schedule details.
Select the “Attach 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 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.
Select the "Operational Checklist" link to record the checklist required during the quotation generation for a customer.
Select the "View Quotation" link to view the quotation details.
Select the “Tax Calculation - Summary” link at the bottom of the page to specify the tax details pertaining to the items in the quotation.

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.
Last Modified By	The login user ID of the person who has last modified the quotation.
Last Modified Date	The date on which the quotation was last modified.