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Lists ... Order Entry ... Sales Quotes
Activities ... Order Entry ... New Sales Quote
About Sales Quotes
Sales Quotes are used to provide estimates or proposals for future sales. Using a screen identical to the one used for invoices, the quote process is familiar and easy to complete. Extended notes are available for each line item to fully explain the detail of the item or service quoted. Quotes can easily be converted into Sales Orders or Invoices when ready, and can automatically expire after a certain number of days.
In this Topic
Field by Field Help - Quote screen
Q & A - Quotes
Related Topics
2.7 How to Use Lists
2.10 How to Use Activities
3.6 Setup Accounting
3.9 Setup Forms
4.1 Customers
5.1 Invoices and Refunds
6.2 Sales Orders
9.1 Supertrack Inventory
Field by Field Help - Sales Quote screen
Buttons
Save
Click this button or press <Enter> to complete the transaction.
Save and Issue Sales Invoice
Click this button to create an invoice transaction from this sales quote, in its current form. This button is only available when editing an existing sales quote.
Insert Item
Click this button to insert a new line item into the quote.
Delete Item
Click this button to delete the currently selected detail item.
Search for Item
Click this button to search supertrack inventory for an item to be placed on this transaction.
Item Profile
Click this button to view the selected item's supertrack inventory record. You can then view and/or make changes to the record from the window that comes up. Note that any changes you do make will not immediately affect the line item in the transaction you are currently creating unless you delete and re-add the item.
Item Notes
Click this button to view/edit a large note for the currently selected detail item. This note will be printed on the quote following the item.
Transaction Notes
Click this button to view/edit a large note to be printed in bold at the bottom of the printed transaction.
Close Quote / Reinstate Quote
Click this button to manually close the quote before its expiration. The quote may optionally be automatically closed upon conversion into an invoice or sales order. This button will be disabled when creating a new quote. On a manually closed quote, the button will read reinstate quote. Clicking this button will then re-open the quote.
Click this button to reprint a previously completed transaction. This button will be disabled when creating a new transaction. However, an option to print the transaction will be given upon completing the new transaction.
Click this button to e-mail a previously completed transaction. This button will be disabled when creating a new transaction. However, an option to e-mail the transaction will be given upon completing the new transaction.
Attach documents to this record
Click this button to view or attach documents to this record in the Intellifile Explorer.
Header Fields
 | Many fields on this screen can be optionally hidden, if they are of no use to your company. See the Preferences tab, in the Sales Quotes category of Setup ... Accounting.
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Trans. Type
Select the type of transaction to be created. This field will be disabled.
Account Number
Enter or select the account number of the customer to be quoted. If this quote is for a non-customer, leave the account number blank.
Price Level
Select the price level that is to apply to this quote. This field will contain the default level for customer or the customer's class code, if a customer was chosen. This value may be optionally locked.
Location
Displays the location where the quote will be recorded. This value cannot be changed.
Trans. Date
Displays the date of the quote transaction. This value may be optionally locked.
Post Date
Displays the date that this transaction was posted. Quotes will be immediately posted. This value cannot be changed.
Invoice No.
Displays the sequential, internally-generated number assigned to this transaction. This value cannot be changed.
Bill To
Displays the billing address of the customer. This address can be edited by clicking the radio button provided.
Ship To
Displays the shipping address of the customer. This address can be edited by clicking the option button provided.
Rep.
Enter the employee ID of the salesperson here. The program will provide a default value, depending upon the option selected in the Sales Invoice category of Setup ... Accounting.
P.O. Number
If your customer uses a purchase order number to approve their purchases, and they want to have a purchase order number referenced on the quote, enter it here. This field will be present only if an account number is provided.
Tax Code
Displays the tax code of the customer. If no customer was chosen, it will not appear on the screen and the location's tax code will be used instead. This field will be present only if an account number is provided.
Invoice Terms
Select the terms by which an invoice created from this quote must be paid. This field will be present only if an account number is provided.
Due Date
Shows the date payment is due if an invoice were created from this quote. It can be adjusted by the use of the terms field, or manually by typing in a due date. This field will be present only if an account number is provided.
Ship Via
Select the shipping method that will be used to send these items to the customer, if the quote is accepted. This field may optionally be defaulted based on customer or company setup.
User Defined Field
The user defined field's title can be changed in the Sales Invoice category of Setup ... Accounting.
Detail Fields
SKU Item
Enter the identifying code of the item being quoted. Serial Numbers, UPC Code, SKU Alias, and SKU Attribute 1 can also be used to enter a SKU Item. A barcode reader may optionally be used to enter this field.
Description
Displays the description of the SKU Item chosen. This field may be optionally skipped and/or locked, depending upon the item selected.
Quantity
Enter the number of units of the SKU Item being quoted. This field will contain a default value based on the SKU Item setup in Supertrack inventory. This field may be optionally skipped and/or locked, depending upon the item selected. The number of decimal places displayed in this field is determined by the quantity precision setting in the Inventory section of Setup ... Accounting.
UM
Displays the unit of measure used when selling this item. Quantities will reflect this unit of measure.
Unit Price
Enter the price per unit for this item. This value will be computed based on supertrack inventory, price level, alias pricing, customer pricing and/or discount pricing in effect. This field may be optionally skipped and/or locked, depending upon the item selected. The number of decimal places displayed in this field is determined by the price precision setting in the Inventory section of Setup ... Accounting.
Extended Price
The unit price multiplied by the quantity. Changing this field will recompute the Unit Price. This field may be optionally skipped and/or locked, depending upon the item selected.
Footer Fields
Employee
Displays the employee ID of the employee creating the transaction. This value cannot be changed
Memo
Enter a reference note about the transaction here. This value will not print on the document.
 | You may want to include a policy or other message on the bottom of every document. A standard policy message which will print on the document can be set for each transaction type in Setup ... Forms.
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Freight
Enter the freight amount that the customer is to be charged, if any. This field can be automatically computed, based upon the settings in the shipping method chosen.
Taxes
Displays the total amount of tax to be charged. The user may click on the prompt for this field to display, and optionally edit the detail taxes by type.
Total Due
The gross total of the quote, computed by the program to equal the sum of all detail items' extended price, plus freight and taxes.
Discount
Enter any quoted discount here. The amount will display as a negative value.
Proposal
The final total of the quote, computed by the program to equal the total due minus any discount.
Q & A - Quotes
Q01. How long is a sales quote good for?
A01. A sales quote remains active however long it is stated in setup. Click on Setup ... Accounting ... Order Entry. You can then choose the number of days that sales quotes expire.
Q02. Can I make a sales quote expire before it is set to expire?
A02. Absolutely. Simply click the Close Quote button on the sales quote you want to close out. Then save the transaction. It will appear in the list in grey, denoting that it is closed.
You can also reopen a quote that was manually closed. Simply open the transaction and click on the Reinstate Quote button, then save the transaction. This will reopen the quote for use and it will stay open until it expires by date or by having it closed again. Note this does not work for previously expired quotes.
Q03. I don't see my question here. Where else can I get information?
A03. Visit our website's Technical Support section.
