Enter a Sales Quotation

Use the EDI/Sales Quote Maintenance (QOE) program to enter a sales quotation or correct errors in an imported order. See Background and Road Map for more information.

Click New or enter # if you want the program to assign the next available sales quote number. Use the Numbering System Setup (XOC) program to set up an sales quote numbering scheme.

OR

Enter a unique identifier for the quotation you want to create. YYou can do this only if the Allow override? option is selected for sales quotes in Numbering System Setup (XOC). It is recommended that special characters (e.g., ?, #, &, +, |, <, >, *, :, /, \, [, ]) not be used.

OR

Enter an existing quote or imported order number or use the lookup to select the one you want to change or correct. Look ahead to step 3.

OR

Enter * to set up a default record that contains the most likely choices for fields. See Create a Default Record for a Maintenance Program. The defaults you set up are shared with the Sales Order Maintenance (OE) and One-Step Invoice Entry (RE) programs.
For a new quote, enter the customer number or click the Lookup icon and use the standard lookup options to select a customer a list. You can enter/select a ship-to number in the same manner. Click Other info to continue entry of the sales quote for the selected customer.
Enter or change data in the displayed order header fields and press F10. See Enter the Sales Order Header for field descriptions.

Note
The Cust PO number field is not required for sales quotes regardless of the customer's PO required? setting (maintained in Customer Maintenance). However, the quote will be placed on hold and blocked from being transferred to a live sales order until a customer PO is specified.
If this is a new order or an order that has no lines, the program prompts for the first order line, look ahead to step 6.
Click Lines to review or change the lines previously entered or imported. See Enter or Change a Sales Order Line.

Enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

Line number

Required
3 numeric

Accept the displayed line number or enter a different number.

Item number

Required
30 alphanumeric

Enter the item number or click the Lookup icon to the right of the field and use the standard lookup options to select the item from a list.

This lookup displays the quantity of the item available for sale.

If you selected the Populate cust item from item xref? option in the System Options Maintenance (XM) program (Order Processing Options) and this customer has their item number cross-referenced to this number in the Customer Item Maintenance (CIX) program, the Description field displays the standard description and the Cust item no field displays their customer item number.

Alternatively, you can enter the customer's item number or click the Lookup icon on the far right and use the standard lookup options to select the customer's item number from a list. The program displays the message Customer item [customer's item number] is item number [your company's number].

Customer item numbers are case-sensitive. If you enter BOX instead of Box, the program prompts Item [number] does not exist. It is a non-stock item? Click Yes if it is a non-stock item or No to change the case.

If the program displays the message This item is not stocked at branch [code]; continue? when you complete line entry or press F10, the item that does not have a record for your branch in the Branch Item Maintenance (IMB). Click Yes to enter the line and create a record or click No to delete the line. See Background for more information.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Qty open	Required 11 numeric	Enter the quantity the customer wants. If the sales and stocking units of measures differ, the program displays the conversion quantity when you press F10.
Selling price	Conditional 14 numeric in the format 999999999.99999	Accept .00000 to use the system assigned price for this sales branch, customer, item, and quantity or enter the price per unit for this item. Caution If you enter a price for an item that has a price, your entry overwrites that price.
Sales UOM	Required 2 alphanumeric	Accept the displayed sales unit of measure or enter a different UOM. The default comes from the item's record in the Branch Item Maintenance (IMB) program.
Description	Conditional 30 alphanumeric	Accept the displayed description or enter another description.
Date entered	Optional 10 date	Accept the displayed login date, select a different date, or enter a date shortcut.
Date wanted	Optional 10 date	Accept the displayed date, select a different date, or enter a date shortcut for the date the customer wants this item to be shipped. The default comes from the Date wanted field on the quote header.
Date promised	Optional 10 date	Accept the displayed date, select a different date that you promise the item will be shipped to the customer, or enter a date shortcut. The default is 7 days after the Date wanted.
Expected ship	Required 10 date	Accept the displayed expected ship date, select a different date, or enter a date shortcut. The default comes from the Date wanted field on the quote header.
Adj promise dt	Optional 10 date	Select the date that sales now promises that the item will be shipped or enter a date shortcut.
Reason for chg	Optional 5 alphanumeric	Select the code that describes the reason that the promised date was not met.
Drop ship?	Optional	Select if you want your vendor or another branch to ship this item directly to the customer or leave blank if you are going to ship the item to the customer. See Overview: Drop Shipments.
Line priority	Optional 2 alphanumeric	Accept the displayed priority or enter a different priority for this line. The default is from the Order priority field on the quotation header.
Adj promise rsn	Optional 1 alphanumeric	Select C if the customer changed the promised date or select I for in-house if you changed the date.
Non-commission?	Optional	Select if this line item is not subject to commission or leave blank if it is subject to commission. This field is selected if: The Non-commission? field is selected for this item in the Enterprise Item Maintenance (IM) program. Y is selected for the Non-commission? field in the Branch Item Maintenance (IMB) program. This is a non-stock item and Y is selected for the Non-comm default for non-stock items option in the System Options Maintenance (XM) program (Sales Commission Options).
Kitted item?	Optional	Select if the item is sold as an unassembled set of components or leave blank if it is not. If the Make/Buy/Kit field in the Enterprise Item Maintenance (IM) program is set to K, this field is selected.
Allow split lot?	Conditional/Optional	For a lot controlled item, select to allow a split lot or clear if the order quantity must come from a single lot. You can change this field if split lots are allowed for the item (in Enterprise Item Maintenance) and the customer (in Customer Maintenance) allows split lots.
ECL	Optional 4 alphanumeric	Enter the Engineering Change Level that the customer specified or leave blank to use the current ECL. The current ECL displays on the right. It will be used if a manufacturing order is released for this item. This field is not available unless the Allow order entry ECL and RRL override? option is selected in the System Options Maintenance (XM) program (Order Processing Options).
Routing rev lvl	Optional 4 alphanumeric	Enter the routing revision level that the customer specified or leave blank to use the current RRL. The current RRL displays on the right. It will be used if a manufacturing order is released for this item. If this item is a configured product that has a routing set up in the Configured Product Maintenance (MBM) program and you selected the Unique CP RRL? field in the Enterprise Item Maintenance (IM) program, the system assigns the next sequential number. If Unique CP RRL? is not selected, the program uses the Routing rev lvl for this item in the Branch Item Maintenance (IMB) program. This field is not available unless the Allow order entry ECL and RRL override? option is selected in the System Options Maintenance (XM) program (Order Processing Options).
Discount %	Optional 5 numeric in the format 999.99	Enter a discount percent for this line. This discount is in addition to any discounts set up for the item or customer in the Price-Contract Maintenance (PCM) program and the discounts on the order header. For example, if the discount to be applied to this line is 2.5%, enter 2.50.

The program displays these fields:

Field Name	Displays
Original order	The quantity of this item that was originally ordered
Outside supply	The quantity that has been ordered on a requisition, PO, transfer, or manufacturing order
Supply released	The quantity on a requisition that has been released (converted to a PO, transfer, or manufacturing order)
Obligated	The quantity that has been obligated; items must be obligated before they can be shipped
Released kits	For a configured product, the number of component kits that have been configured
In picking	The quantity that is being picked; a shipment has been created, but it has not been confirmed
Shipped	The quantity that has been shipped
Open surcharges	Total surcharges x Qty open
Open value	(Qty open x Selling price) + (Total surcharges x Qty open)

Press F10 when you complete data entry. For some items, the program prompts for more information:

If	See
You entered a non-stock item	Enter a Non-Stock Item
You entered a configured product	Select Components of a Configured Product.
The item is not available, a substitute item has been set up, and this customer accepts substitutes	Substitute an Item

Choose the appropriate options:

Note
Depending on the item and system options, all buttons described below may not be available

Do This

Return to the list of previously entered lines

Click Other info.

This button is available only when you enter a new line.

Delete a saved record

Click Delete.

Enter notes for this line

Click Notes. See Enter Notes.

Change the number assigned to this line

Click Change no.

This button is available only when you enter a new line.

Display the changes made to this order.

Click Audit. See Display an Audit Trail. Click OK to return to this program.

This button displays if audit trails for EDI files (O6A, O6B, O6L and/or O6MD) been activated in Audit Trail Maintenance (XAT).

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.

Display previous orders for this item by this customer

Click View BCBI. See Display Sales by Customer by Item. Click OK to return to this program.

This button displays only if you selected the Update sales history by cust by item? option in System Options Maintenance (XM) - Order Processing Options.

Display a graphic associated this item

Click View. Click Close to remove the graphic from the display.

Change the taxes that apply to this line

Click Taxability. See Change Taxes.

Display the supply order created for this line

Click Supply. See Display Supply. Click OK to return to this screen.

This button displays only if you or the system created a supply order.

Copy the selected line and create a blanket order or splits for quotes

Click Copy/Blnkt and then:

Click	To
Blanket	Copy the line to a new line with offset dates
Split line	Move a portion of the line to be transferred at a later date. See Create a New Line for a Partial Shipment.
Back	Exit this action

This button is not available for a configured product.

Enter or change the customer item number that prints on sales and shipping documents

Click Cust item. Enter or change the customer item number in the Cust item no field.

If you want to use this number on future orders, you need to enter it in the Customer Item Maintenance (CIX) program.

Enter or change the catalog item number

Click Ctlg item. Enter up to 30 alphanumeric characters. If a catalog item is entered, it is displayed below the item description.

Enter, display, or change sales reps and portion of the line value used to calculate a commission

Click Comm splits. See Display or Change Sales Reps and Splits.

Note
You cannot change sales reps or commission splits after you transfer a sales quote or EDI order to an online order.

Change a non-stock item to a stocked item

Click Change item.

This button is available only if the item is not an inventory item.

Display errors for this line

Click View errors. The program displays a list of error messages.
Click Select for a selected error message to position the cursor in the field with the error so you can change it, click Cancel to exit the list, or click Delete to delete all error messages for this line.

This button displays only if errors exist for this line.

Note
Clicking Delete clears the error list whether you have fixed them or not. It is not necessary to delete the errors before you transfer the order.

Display or change the surcharges for the item ordered on this line

Click Surcharges. The program prompts Correct? Click Yes to confirm or click No to change. See Enter or Change Surcharges for an Item.

This button is available only if the Customer surcharges active? option in the System Options Maintenance (XM) program (Order Processing Options) is selected.

Display or enter the unit price used to create a commercial invoice

Click Decl value. See Enter Declared Value.

Display an item's margin-related data, enter a new margin percent and calculate a price from it, or enter a new price and verify the margin

Click Margin. See Enter an Item's Margin Percentage or Price.

Note
If you click the Margin button more than once, the current contract/pricing is deleted and then set up again, based on the current line items/prices.

This button is available only if View margin in sales quotes? is selected in System Options Maintenance (XM) (Order Processing Options).

Enter additional information

Click Misc fields. See Enter Miscellaneous Fields.

This button is available only if this is an EDI order.

Accept the data

Click OK. Enter another line or clear the Line number field to return to the list of lines.

Choose the appropriate options:

To	Do This
Add another line	Click Add. This button does not display after the order is transferred.
Delete the selected line	Click Delete. See Delete. This button does not display after the order is transferred.
Display the selected line	Click Select.
Print the line listing	Click Print. See Print.
Display all previous orders for all items this customer purchased	Click View BCI. See Display Sales by Customer by Item. Click Exit to return to this program. This button displays only if you selected the Update sales history by cust by item? option in the System Options Maintenance (XM) program (Order Processing Options).
Use Qic-Entry mode when you click Add to enter the next line	Click Short form. See Enter a Sales Order Line Using Qic-Entry. After you click this button, it changes to Long form. If you click it and then add, you use full-screen mode to enter the next line.
Change dates in the Date entered, Date wanted, Date promised, Expected ship, and/or Adj promise dt fields	Click Adj dates. See Adjust Order Line Dates.
Accept the data and exit line mode	Click OK.

Choose the appropriate options when you click OK.

Note
Depending on the type of order, its status and system options, all buttons described below may not be available

Do This

Change the ship-to number

Click Other info.

Enter notes for this quote header

Click Notes. See Enter Notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User and Shadow File Fields.

The program displays this button only if you have set up user fields for it in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Display the changes made to this order

Click Audit and if primary and secondary files have audit trails, then:

Click	To
Primary	Display changes to header fields
Secondary	Display changes to address fields
Back	End this action

See Display an Audit Trail.

This button displays if audit trails for EDI Orders/Sales Quotes have been activated in Audit Trail Maintenance (XAT).

Change how commission is split

Click Comm splits.

This button is available if you calculate commissions manually (i.e., Commission processing active? is not selected in System Options Maintenance - Sales Commission Options).

Change the ship-to or billing address for this quote

Click Address and then:

Click	To
Ship-to	Change the ship-to address
Bill-to	Change the billing address
Freight	Enter a third-party billing address for freight
Copy ship-to	Copy the ship-to address to the bill-to; click Yes to confirm
Copy bill-to	Copy the bill-to address to the ship-to; click Yes to confirm
Back	Exit without changing

See Enter or Change an Address.

Note
You can change these addresses only if the Allow address changes in order entry? option is selected in the System Options Maintenance (XM) program (Order Processing Options) program.

Display order lines

Click Lines.

Enter a payment or apply a deposit to this sales quote

Click Payment and then:

Click	See
Deposit	Apply a Customer Deposit.
Back	Exit without entering a payment

Display the gross and net amounts of this quote

Click Totals. See Freight and Miscellaneous Charges.

Place this quote on hold or release it from hold

Click Hold order. See Place On Hold/Release from Hold.

Copy all lines from a previous order into this one

Click Copy order. The program prompts for the order number to copy, whether to use prices from that order, and if you want notes and user fields copied.

(Optional) Click Refresh to display the name and number of the customer that placed the "from" order you specified.
Click OK to copy all the lines from the order you specified into the current order. When the copy is complete, order lines are listed.

OR

Click Cancel return to the order header without copying the order.

Close this sales quote

Click Close order. See Close a Sales Order, Quotation, or RMA.

View or import documents associated with this quote

Click Documents.

Click View to view archived and imported documents, See Display Document Archive. The View button is active only if archived documents are available.
Click Import to import a document for this invoice.

See Document Archiving and Document Import for more information.

Display errors for this order

Click View errors. The program displays a list of error messages.
Click Select for a selected error message to position the cursor in the field with the error so you can change it, click Cancel to exit the list, or click Delete to delete all error messages for this line.

This button displays only if errors exist for order header.

Note
Clicking Delete clears the error list whether you have fixed them or not. It is not necessary to delete the errors before you transfer the order.

Create customer and contract pricing based on quotation lines

Click Contract. The program prompts Contract [quote number] created. Click OK.

If you click the button more than once, the old contract/pricing is deleted and then set up again, based on the current line items/prices.

Transfer quote to a live sales order

Click Transfer. See Transfer a Sales Quote to a Live Order.

Enter additional information

Click Misc flds. See Enter Miscellaneous Fields.

This button is available only if this is an EDI order.

Change the bill-to customer

Click Chg cust. This option is available only for web orders (i.e., orders entered through PowerShift's e-business application).

Note
Changing the bill-to customer does not impact existing pricing on order lines

Accept the data

Click OK.

When you click OK or Cancel, enter another order number or exit the program.