Create unlimited quotations quickly and easily using Win Accounting's smart Debtors Control Document Capture
A quotation is a document that a seller provides to a potential buyer to let them know how much the goods or services will cost before they commit to the purchase
With this in mind, quotations are usually not legally binding, unless they form part of an official contract - It is generally accepted though that a customer has committed to a sale, and a price, should they accept a quotation
When creating a Customer Quotation, all necessary customer details, such as Customer Name, Postal Address, Default Salesman and more, will automatically be populated once the desired debtor is selected
Customer, Delivery and Pricing information is flexible when capturing a quotation, meaning that all details can be modified on-the-fly, should it be required
Use the fully customisable Quotation Document template, enjoy unlimited quotation creation and import and export quote documents with ease
Use the Document History/Analysis Report to quickly and easily view a history of all quotes
Quotations act as informational documents for recording purposes, with their data being fed into an array of accounting reports - aiding you in better visualising your sales data
Creating a Quotation:
Selecting Customer
As with all Document Capture, when inserting a new Quotation, before you can start adding line items, you'll first need to select which customer the quote belongs to - this can be done by entering the Debtor Code or by using the handy Debtor Lookup Button
Once a customer is selected, all general information regarding the debtor, such as debtor code & postal address will automatically populate the window
If necessary, choose the relevant Delivery Address for the Quote by using the Delivery Lookup Button, or by entering the Delivery Code
You'll also have the option here to enter/modify the Document Number, Date and Reference, as well as the, Default Salesman, Order and Delivery Date and Order Number
Here you can also set the Settlement Discount Terms for the quote, as well as any Notes pertaining to it
Adding a Line Item
If your Win Acc Debtors Control and Stock Control modules are integrated, easily select the relevant Store, Stock Category & Stock Item
All necessary information (including pricing information) will automatically populate based on the information added in the Stock Control Module
If you're not integrating with the Stock Control Module, easily add the relevant Line Item Description and Pricing Information
Add a unit of sale, the product quantity & selling price and whether it's VAT Inclusive or Exclusive, and let the software automatically Calculate the Line Total
While the Default Salesman is set in the previous "Selecting Customer" window, and the Default VAT Rate set in the module's System Parameters, both these options, along with the Product Analysis Code are flexible and can be modified on-the-fly
Set the line item's Discount Type and Amount easily
Adding a Line Item
Extra Fields Tab
While Cost Price information will be automatically populated if integrating with the Stock Control Module, this amount is flexible and can be easily modified on the "Extra Fields" tab when Adding a Line Item
Besides Cost Price, this section also provides a space to add any additional Item References or Notes regarding the specific Line Item
Reviewing Line Items and
Adding Ad Hoc Payments
Review the Line Items and Document Totals quickly and easily for the selected Quotation
Export and/or Print a Quotation Confirmation with a click of a button
Quotation Document History Report
The Quotation Document History Report consolidates and displays all quotes, across your Accounts Receivable, allowing you to easily view and keep track of every quotation created:
This report provides valuable and concise data regarding your quotations, including the relevant Debtor Code & Name, Quotation Date & Number, Order Date & Number, as well as the Document Reference, Settlement Date details and relevant Accounting Information
