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The smart sales quotation entry function is an extension of the Work with sales quotations routine, allowing you to have instant access to a vast array of information. It combines various item, order and inventory searches with booking functions on the information found. Lines booked in Smart sales quotation entry are updated line by line in Work with sales quotations.
Note: If any errors occur while booking the quotation line(s), the Quotation line, main info or Quotation line, Additional info panel will be displayed indicating the error. After correcting the error you are returned to the smart quotation entry session where processing of the quotation line(s) can continue.
Function keys
Shift info | Toggle the column header information for each mode. |
Defaults | This function key is displayed on all Smart quotation entry panels. Access a window for line default values. This allows you to specify default values that will be used for all quotation lines created from this point on in the Smart quotation entry session. |
Acc all | This function key is displayed on all Smart quotation entry panels. Re-quote all lines displayed on the panel. The quotation lines will be booked and any warnings or notes will appear as necessary. The panel will remain after clicking this function key for further Smart Entry requests. |
Acc mark | This function key is displayed on all Smart quotation entry panels. Mark the line(s) to be re-quoted and click this function key. The quotation line(s) will be booked and any warnings or notes will appear as necessary. The panel will remain after clicking this function key for further Smart entry requests. |
Det | This function key is displayed on all Smart quotation entry panels. Mark any line(s) and click this function key to edit quotation details. Changes will be recorded internally and used during the acceptance process, i.e. when you click Acc all (Accept all) and/or Acc mark (Accept marked), where quotation lines are booked. |
- Customer number
- Displays the customer number and name for the quotation.
- Item/Customer item
- This column is displayed on all Smart quotation entry panels except Warehouse balance. Displays the item on this quotation. Note: If the panel is set up to view customer item codes, the field will be titled Customer item and display the customer item code set up using the Item cross references function.
- Order number
- This column is only displayed on the Previous order and History Smart quotation entry panels. Displays the quotation number.
- Line
- This column is only displayed on the Previous order and History Smart quotation entry panels. Displays the line number of this quotation line.
- Order qty
- This column is displayed on all Smart quotation entry panels. Displays the quantity ordered for this item on this quotation line, but can be changed.
- Whs
- This column is displayed on all Smart quotation entry panels except Warehouse balance. Displays the warehouse from which the item will be delivered. This can be changed where allowed (meaning in cases where the field appears open for input).
- Item description/Customer description
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Note: This column is displayed on all Smart quotation entry panels except Warehouse balance. Note: If the panel is set up to view customer item codes, the column will be titled Customer item and display the customer item description set up using the Item cross references function.
- Dsp date
- This column is only displayed on the Previous order and History Smart quotation entry panels. Displays the dispatch date for the items on the quotation.
- This column is displayed on all Smart quotation entry panels. Displays the unit of measure in which the item line is to be sold.
- Avail qty
- This column is displayed on all Smart quotation entry panels but when in Prev ord and History mode you have to click Shift info twice. Displays the available quantity for the item. Note: The available quantity is calculated for the requested date of the quotation you are entering now. If you want to view, or change, the dispatch time for the quotation, click Defaults.
If “+++++” is displayed in this column, it means that the quotation you are entering now has a requested dispatch date that is outside the planning time. Since the requested dispatch date is outside the planning time, you are allowed to sell any quantity.
If “N/A” is displayed in this column, it means that the item is not activated in the warehouse displayed in the rightmost column.
- Price sold
- This column is only displayed on the Previous order and History Smart quotation entry panels if you click Shift info twice. Displays the sales price (excluding discount) which will be used for the line.
- Curr price
- This column is displayed on all Smart quotation entry panels if you click Shift info twice. Displays the current selling price (excluding discount).
- P unit
- This column is displayed on all Smart quotation entry panels (by clicking Shift info) if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the unit in which the price is presented. See About price unit handling for more information.
- Margin
- This column is displayed on all Smart quotation entry panels if you click Shift info once or twice. Displays the profit margin of the current price (the Curr price field). It is calculated as follows:
(Net sales – cost) / Net sales. The applicable margin cost basis is defined in the DIS control file.
This panel, Smart quotation entry – Previous order, is the default panel when you first access the Smart quotation entry mode, if you did not enter an item to access Smart entry on the Add lines panel.
On this panel you can view quotation line data from the customer’s previous quotation and perform line-selective or total quotation duplications. Note: If you enter a warehouse code in the field on the bottom of the panel, all lines will be changed accordingly and shipped from this alternate warehouse.
You can re-quote (book) quotation lines directly from this panel.
- Curr
- Displays, in this field on the bottom of the panel, the currency in which the quotation is provided.
- Whs
- Enter a warehouse code in this field (at the bottom of the panel) to force all lines to ship from a single alternate warehouse.
- By entering a valid item on the Add lines panel and clicking Smart order to access the Smart quotation entry function. Because no quantity was specified, this panel is displayed where you can view the available quantity.
- By ticking the box next to the History field on any Smart quotation entry panel and clicking the Go to next view button to the right.
This panel displays historical quotation information for the specified customer and item. The quotation quantities and shipping warehouses are defaulted for re-quote or re-entry. You can book quotation lines directly from this panel.
- Item
- Enter the item for which you want to view historical quotation information.
- Start/End
- Enter a range of dispatch dates (start and end date) to display a list of lines within the range.
- Last sale
- Set this field to YES if you want to view the last sale for the specified item. Set it to NO if you want to view all sales for the specified item.
- Curr
- Displays the currency of the quotation line.
- Whs
- Enter a warehouse code to force all lines to ship from a single alternate warehouse.
- By entering an invalid item (which does not coincide with the short code for the item) on the Add lines panel and clicking Smart order to access the Smart quotation entry function. Because no valid item was specified, this panel is displayed where you can search for the item via the item or search word. The Item field is loaded if an item starts with the value entered on the Add lines panel. Otherwise the value is loaded into the Search fields.
- By ticking the box next to the Item search field on any Smart quotation entry panel and clicking the Go to next view button to the right.
This panel displays item definitions, with quotation quantities and shipping warehouse defaulted for re-entry.
To view item definitions you have several options from which to choose. You can:
- enter the first portion of an Item,
- enter the first portion of the item description in the Search name field, or
- enter up to six Search fields, which perform work-specific searches on up to 25 different item definition fields.
Note: The optional six Field types can be used to qualify from where the search will begin for the entered data in Search fields.
You can book quotation lines directly from this panel.
- Item
- Enter the first portion of any item to view a list of all item lines, starting with the first item that contains that character(s).
- Search name
- Enter the first portion of any item description to view a list of all item lines, starting with the first item that contains that character(s).
- Curr
- Displays the currency in which the quotation is made.
- Whs
- Enter a warehouse code, to force all lines to ship from a single alternate warehouse.
- Search flds
- Enter information in any of the six fields available to view a list of all item lines that contain that character(s). The more fields you enter data into, the more selective the search.
- Field types
- If you entered data in any of the six Search fields, you can use these fields to qualify from where the search should begin. Enter a type, (from the Item search field control table), below any entered search field to narrow down the search.
From this Smart quotation entry – Assort panel you can book quotation lines from pre-defined item assortments.
This could be the first panel accessed after the initial Work with sales quotations panel if an assortment group and ID exists for the customer in the Business partner file.
The search for the assortment group/ID works as follows;
- The system first searches for this assortment group/ID assigned to this customer. If not found,
- The system searches for a global assortment group/ID (meaning no assigned customer).
If an Assortment ID was entered in the Item/Assortment field (Add lines panel) to access this panel the search works as follows:
- The system first searches for this Assortment ID assigned to this customer in the Assortment file and retrieves the first group.
- The system searches for a global assortment ID in the Assortment file, (meaning no assigned customer), and retrieves the first group.
The assortment function is used to simplify the entering of quotation lines. On this panel you enter what quantity you want to sell of each item connected to the assortment ID/group. When you click Acc all or Acc mark to accept, all item lines will be updated in Work with sales quotations at the same time. This is easier than entering the items one by one. Click Back to return to Add lines panel.
- Group
- Enter an Assortment group from the Assortment file, in combination with an Assortment ID to retrieve a list of item lines.
- Assortment
- Enter an Assortment ID from the Assortment file, in combination with an Assortment group to retrieve a list of item lines.
- Customer
- This input field can be used if you want to view assortment lines for another customer or a global assortment (meaning no assigned customer). This field works in combination with the Group and Assortment fields above. If a customer number is entered, a valid Assortment group/ID must be entered for this customer.
- Currency
- Displays the currency in which the quotation is given.
- Quantity
- This field on the bottom of the panel displays the quantity entered on Add lines panel. If nothing was entered there, this field is blank. Enter the quantity to sell of each item. The quantity entered will be multiplied by the quantity defined for each item in the Assortment file and displayed in the Order qty fields above. If the quantity in the Assortment file for the item is zero, the system assumes the quantity of 1 for that item.
- Whs
- Enter a warehouse code, to force all lines to ship from a single alternate warehouse.
- By entering a valid Item and Quantity on the Add lines panel and clicking Smart order to access the Smart quotation entry function. This panel is displayed where you can view the warehouse balance for the entered item and quantity.
- By ticking the box next to the Whs bal field on any Smart quotation entry panel and clicking the Go to next view button to the right.
This Warehouse balance panel displays the balances for all warehouses activated for the requested item. You can directly book quotation lines.
- Item
- Enter the item for which you want to view warehouse balances.
- Quantity
- Enter the minimum available quantity to display only warehouses with at least the specified available quantity.
- Unit
- Displays the unit of measure in which the entered item is to be sold, but can be changed. Enter a unit of measure to display item lines for that unit of measure.
- Curr
- Displays the currency of the quotation.
This panel is displayed if you marked a quotation line on any Smart quotation entry panel and clicked Det. On this panel you can change the details for the quotation line.
Note: The quotation line(s) remain displayed in the middle of the panel, with the chosen line highlighted.
- Whs
- Displays the warehouse for the selected quotation line, but can be changed. Enter the new warehouse from which the item in the quotation line would be delivered.
- Item
- Displays the item for the quotation line details you are changing.
- Quantity
- Displays the quantity for the quotation line, but can be changed. How the quantity can be entered depends on the Unit defined/retrieved for the item. The following applies:
- If the following is true:
- the DE-UNIT (Display/Entry unit Handling) function is activated in the Function control file
- a Display/Entry unit is defined/retrieved for the item
- delimiter handling has been set up in the system (DIS control file) and selected for the item (the Display/Entry segmnt is set to YES in the Item file/Inventory information panel)
- If the above is not true, you can enter the quantity as you normally would.
You can enter the quantity for dual units (i.e. mix the quantity for the Display/Entry unit and Stock unit, separated by the defined delimiter). See About display/entry unit handling for more information.
- Unit
- Displays the unit for the item on the quotation line, but can be changed.
Depending on what has been activated and/or defined in the system, the following applies:
- If the following is true:
- the DE-UNIT (Display/Entry unit Handling) function is activated in the Function control file
- a Display/Entry unit is defined/retrieved for the item
- delimiter handling has been set up in the system (DIS control file) and selected for the item (the Display/Entry segmnt field is set to YES in the Item file/Inventory information panel)
- If a Display/Entry unit together with delimiter handling is not defined for the item, the Default sales unit is defaulted from the Item file, if one exists, but can be changed.
Then, the Display/Entry unit will be defaulted or can be entered. This allows you to enter the quantity for dual units (i.e. mix the quantity for the Display/Entry unit and Stock unit, separated by the defined delimiter). See About display/entry unit handling for more information.
- Disp
- Displays the dispatch date for the quotation line, but can be changed. Enter the new dispatch date, if any.
- Req
- Enter the requested dispatch date for this quotation line.
- FOC
- Indicate if the quotation line will be free of charge.
- Curr
- Displays the currency in which the quotation is provided.
- Eng
- If this is a Service quotation line, enter the engineer code which connects items and labour to the specified engineer.
- Price
- The price can be retrieved automatically from the system (see Retrieval of sales price or entered manually. If you intend to enter a manual discount amount or discount percentage, you do not have to enter a price. The system will retrieve the price automatically and apply the entered discount amount to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually enter, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
- Prc unit
- Only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the unit in which the price is presented. See About price unit handling for more information.
- Disc ID
- Mandatory entry if you want to manually enter a line discount (done in either the Disc amount or Disc % field). Enter a discount id from the Sales discount ID table which denotes the reason for giving the discount.
Note: Two validations will be performed to check for multiple discounts with the same Discount ID. The first will validate that the Discount ID, being entered here for the manual entry, is defined for line level. The second validation will check, when running additional discounts, if any other discounts have automatically been picked up from the pricing calculation that contain the same Discount ID. If this is true, the discount ID you are trying to enter will not be allowed.
Note: You can view the discount information and manually enter more discounts in the Work with discounts program which can be accessed via a function in the function list on the quotation line maintenance panels. This program is not accessible for a component in a sales structure that has sales price calculation code 3 or 4.
- Disc amount
- Enter the manual discount amount to be allowed on the quotation line. If entered, Disc % must be left blank but you must enter a Discount ID in the Disc ID field.
Note: You do not have to enter a price when entering a manual discount amount here. The system will retrieve the price automatically and apply the entered discount amount to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually entered here, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
- Disc %
- Enter the manual discount percentage to be allowed on the quotation line. If entered, Disc amount must be left blank but you must enter a Discount ID in the Disc ID field.
Note: You do not have to enter a price when entering a manual discount percentage here. The system will retrieve the price automatically and apply the entered discount percentage to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually entered here, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
- Gross margin
- This field is only displayed if you have authority. Displays the gross margin percentage of the quotation line, which is calculated as follows:
(Net sales price – cost price) / Net sales price The valid cost type used in the calculation is defined in the DIS control file. Note: If you change the sales price of the item in the Price field, this gross margin will be updated accordingly. If you enter a new gross margin to calculate a new sales price any discounts for the line will be affected. See Gross margin and discounts for more information.
Line default values
This window Line default values is accessed if you clicked Defaults on any Smart quotation entry panel. On this panel you can specify default values that will be used for all quotation lines created from this point on in the Smart entry session.
Note: The existing quotation line(s) remain displayed in the middle of the panel.
- Dsp
- Displays the dispatch date for the quotation line, but can be changed. Enter the new dispatch date for which all quotations lines, from this point on, should be delivered.
- Req
- Enter the requested dispatch date. All quotation lines entered from this point on will have this date.
- Eng.
- If entering a Service quotation, enter the engineer code which connects items and labour to the specified engineer. This will be the default for all service quotation lines entered from this point on.
- Disc ID
- Mandatory entry if you want to manually enter a line discount (done in either the Disc amount or Disc % field). Enter a discount id from the Sales discount ID table which denotes the reason for giving the discount for all quotation lines entered from this point on.
- Disc amount
- Enter the discount amount per unit to be allowed on all quotation lines entered from this point on. If a value is entered in this field, the Disc % field must be blank.
- Disc %
- Enter the manual discount percentage to be allowed on all quotation lines entered from this point on. If a value is entered in this field, the Disc amount field must be blank.
- FOC
- Indicate if the quotation lines entered from this point on will be free of charge.