>> Fastbase Business Software Ltd

Fastbase Accounting System - Online Manual

Maintain Quotes/ Proforma Invoice

Document 103297/1

Entered Mon, 26 May 2003 16:19 by
Updated Thu, 14 Feb 2008 13:42

This option is used to find existing quotes, maintain/process them and to enter new quotes.

A quotation can be printed and given to the customer for approval.
A quote can be printed as a proforma invoice.
A quote can be copied to a sales order so goods can be supplied to the customer. See Entering a New Sales Order.
A quote can be copied to the customers special pricing/discounts area. See Customer Discounts.

Finding an Existing Quote

If you know the quote number then enter that, otherwise enter the customer or part number. All matching quotes will be displayed for selection. You can also click on the 'Search' button to display all active quotes.

Click on the 'New Quote' button to start entering a new quote. See Maintain Prepaid Orders.

Customer Quote Entry/ Proforma Invoice

Document 103399/1

Updated Thu, 14 Feb 2008 13:42

Enter the customer.

For a standard quote once the customer has been selected you can select the 'Continue' button which takes you straight to line item entry (entering parts).

Order No:
Enter the customers order number (if known).

Enter the salesperson, this defaults to the customer's salesperson. The operator that enters the order is recorded separately.

Supply Branch:
Enter the supply branch for the goods, this is the default only, goods can be supplied from anywhere at a later stage.

Quote Date:
Enter the quote date.

Expiry Date:
Enter the expiry date, this defaults to 30 days after the quote date. The default expiry date can be changed, see Setup.dat - Sales Orders, re: setup(order_expiry_date).


Delivery Name:
Delivery Address:
Enter the delivery name and address. This is set to the customers default delivery address. You can press F1 to select from other addresses or just enter a new address for this quote.

Contact Details:
Enter the contact details for the quote. These will default to the customer details.

Other Notes

Public/Quote Notes:
Delivery Instructions:
These notes can be printed on the quote. They will also be copied to the sales order record when the quote is copied to a sales order.


Follow-up Date:
Follow-up Note:
Enter the quote follow-up date, leave blank for no follow-up.

Line Item Entry

Document 103399/2

Updated Fri, 27 Jun 2003 10:11

Enter the parts to quote for. This is the same as entering parts on sales orders and other transactions.

Enter 'TEXT' to display a text window to enter any text that you want printed on the quote.

You will not need to specify how the stock is being supplied, this would only be required if and when the quote is copied to a sales order.

Quote Options

Document 103399/3

Updated Fri, 27 Jun 2003 10:03

Copy Quoted Prices to Discounts
Convert Quote to Order
Close/Cancel Quote
Copy Closed Quote to New Quote

Saving a Quote/Proforma Invoice

Document 103399/4

Updated Thu, 14 Feb 2008 13:41

When you save the quote a window appears prompting you to print the quote.
You will need to have a quote stationery layout defined (see Utilities - Stationery Layouts, reference AR/QUOTE). Same to Proforma, if you already have Proforma stationary Layout, you can choose from QUOTE FORM option to print a proforma invoice.

You can have multiple quote forms defined, as long as they all start with "QUOTE".
If you have multiple forms you will be able to select which one to print. An alternate form could be a proforma invoice.

Online documentation: enter keywords to search for: