Sales Quotes
From aeonscope
The Contacts and Items databases within aeonscope are drawn together to provide you with the tools you need to create accurate Quotes and Estimates for your customers. Sales Quotes can be amended easily, without losing the original quote details; and can be rapidly converted into Sales Orders.
Contents |
Sales Quotes Icons
Add/Plus/New (Alt + N)
Delete/Remove
Edit/Modify (Alt + E)
Clear fields (Alt + C)
Calendar/Date lookup
Search/Lookup (Alt + S)
Begin Search/ Go
Complete/Close/Save & Exit (Alt + X)
Cancel request and close window
A specialised Copy button for the Quotes Lookup window. Clicking this button will copy the the displayed results from the Quotes Lookup window (in tab delimited formation). This information can then be pasted into a text document or spreadsheet.
Sales Quotes Terminology
Sales Quotes uses the following terminology:
- Quote - a written tender for work or products you submit to your customers at their request. Should they accept the quote you agree to provide them with the goods/services at the price stated on the quote.
- Status - the condition of the Quote. A quote can be either: Accepted, Sent, Declined, Pending, Revised.
- Estimate - an approximation of the cost and duration required to complete an order.
- Quoter - the employee compiling the Quote.
- Client - the company requesting the Quote.
- Contact - the person at the Company you direct your Quote to.
- Expiry Date - the date the quote ceases to become valid. A quote that has expired does not have to be honoured.
- Site - the location the work will occur.
Working with Sales Quotes
Launch aeonscope from the 
icon in the system tray. Select Sales → Quotes, or Debtors → Quotes.
This will open the Quote window.
Locating an Existing Quote
Click on the Search/Lookup button next to the Quote field in the Quote window. This will open the Quote Lookup window.
You can search for Quotes by Status (Accepted, Declined Pending etc.), by Quoter (Employee), Item, Client, Contact or Date (including a date range eg 12/3/06 .. 20/3/06), or any combination of the above. It is also possible to search only for original Quotes (Quotes that have not been revised) by checking the Not Revised button next to the Status field. Please refer to Searching/Lookup for information on how to use the aeonscope search functions to get the most out of your database.
Doubleclicking on the Quote in the list you wish to view or edit will return you to the Quote window with the relevant information in the respective fields.
Click on either the View 
or Edit buttons to see the contents of the Quote.
Creating a New Quote
From the Quotes window click on the New button. This will open the Quote Entry window.
- The Quote Number wil be filled automatically. By default a new Quote status is always Pending.
- Mark the Quote as either a Quote or an Estimate using the check buttons.
- The Quoter is the person compiling the Quote. Type your employee code into the Quoter field, or use the Search/Lookup
button to find your record.
- The Date is the date the Quote was created. By default it wil be set to todays date, although this can be overridden if necessary.
- The Expiry Date contains the date the Quote is no longer valid
- The Dept field contains the Department within your company that is handling the Quote. Use the Search/Lookup button to locate the correct department.
- The Client is the person or company you are creating the Quote for. This is usually a company, but can be a private individual if they do not call on behalf of a company. Use the Search/Lookup button to search the Contacts database for the Company record. If your company has not dealt with this Client before you will need to add them to the Contacts database.
- The Contact is the person at the Client Company that you direct your quote to. Use the Search/Lookup button to search the Contacts database for the Contact record. If your company has not dealt with this Contact before you will need to add them to the Contacts database.
- The Comments section can be used to specify any additional information provided by the Contact when making their request. This area can also be used to specify the terms and conditions of the Quote.
- The Site is the location that the work will occur. This is an optional field.
- To add Items to the Quote click inside the Items list. A small icon
will appear. Click on to launch the Item Lookup window. You can list Resale Items, Scheduled Service Items and Work Centre Services to create a quote. Items can be moved in the list using the 
buttons.
When the Quote is complete click the OK button at the bottom of the screen. Click Yes in the window asking if you would like to Save the Changes and Exit. A print dialogue box will appear.
If you wish to print or email your Quote click Yes. After a moment the Quote will appear in an internet browser (eg: Internet Explorer, Firefox ) window. You can either print or save this document.
Changing Quote Status
By default a new Quote's status is Pending. Once you have completed the Quote you can change the status from Pending to Sent. The Sent status indicated that the Quote has been written and sent either by mail or email to the Client. With the Quote window open, locate the Quote whose status you wish to change. In the menu at the top of the window, click on Status → Sent.
Once the Quote Status has been set to Sent it can then be Accepted, Declined or Revised.
When a Quote has been Accepted you will be prompted to convert it into a Sales Order.
Duplicating a Quote
When several customers have requested a Quote for the same item(s) you may wish to use the Duplicate or Copy function in the Sales Quotes window. This can save considerable time keying in the same information.
- First locate the original Quote using the Search/Lookup in the Quotes window.
- Click on the Copy
button to copy all the data and create a new Quote. The only evidence of the new Quote being created is that the Quote number in the Quotes window will have changed.
- Click on Edit
to change the Client/Customer or Items fields as necessary.
Revising a Quote
When you elect to Revise a Quote, aeonscope creates a new Quote Number to reflect the revision. If the original Quote Number was 80, the revised Quote number will be 80A. Each subsequent revision will result in a new letter being appended to the original Quote number, eg: the second revision will be 80B, the third 80C etc. This enables an Employee to check the history of the quote - from the original request all the way through to the Accepted Quote.
Selecting Revise from the status menu in the Quote window will open a confirmation prompt.
Click Yes to edit the Quote.
You will be returned to the Quote window with the number assigned to the revised Quote in the Quote field. Click on the Edit button to open the Quote Entry window and alter the Quote details.
After saving the changes the Revised Quote can then have its status changed to Sent.
Note: A specific Quote Number can only be revised once. To make further Revisions you must open the Quote with the last revision number eg: 80C.
Converting a Quote into an Order
When a Quote is flagged as Accepted aeonscope will automatically begin the process of converting the Quote into an Order.
To flag a Quote as Accepted, locate the Quote using the Search/Lookup button in the Sales Quotes window. Then either:
- Click on Status → Accepted, then click Yes in the Confirmation dialogue box that appears.
or
- Click on Orders at the top of the Sales Quotes window. The Ordering window will open. Click on the Accept button.
Either method will bring you to the Ordering window.
Click on the Create button.
If the Client has not been set up as a Debtor the following warning will appear:
The client details will need to be edited in the Contacts database before you can continue placing an order.
After a few moments (aeonscope may need some time to compile all the data) the Debtor Order Entry window will open. All the information previously contained in the Sales Quote has been carried over into the Order window.
Please refer to Sales Orders for further information on completing the Order.
