Sales Quote and Sales Order

Sales Quotes and Orders

In TRASER DMS 365, you can create sales quotes, which function as an initial step before creating sales orders. You can input all the details related to an item for sale in both sales quotes and sales orders. This enables you to send the customer a quote before creating the actual sales order. Once the quote has been accepted, you can create a sales order from the quote. You can also create a sales order manually. The sales order is used for the actual sale of an item. The order reflects the information in the sales quote and also contains any changes made. In addition, you can post and print an invoice directly from the sales order.

This chapter covers the following topics:

Creating Sales Quote
- Printing Sales Quote
Creating Sales Order
- Posting Sales Order
Creating Sales Order from Sales Quote

Creating Sales Quote

To create a sales quote, please proceed as follows:

Use the quick search (ALT+Q) to find the page Sales Quotes.
Click New in the menu bar.
On the sales quote page, fill in the fields Customer Name and Order Type in the General FastTab.
Fill in fields such as Customer Disc. Group or Person in Charge if required.
Navigate to the Lines FastTab.
Select the line Type. In this example, select Item.
Enter the item you would like to sell into the No. field.

Tip

You can also select an item from a list of existing items via Manage > Select item... in the menu bar of the Lines FastTab.

Enter the sales price into the Unit Price Excluding VAT field.
In the Location Code field, select the location of the item.
Fill in the remaining columns as required.
Optional To provide the customer with an alternative to the original item, you can add another item to the quote and mark it as an alternative position. To do this, select the desired item in the Lines FastTab, then go to Line > Mark as Alternative Position in the menu bar.
Repeat the steps mentioned above to add more items if needed.
Select Home > Release from the menu bar.
Your changes will be saved automatically.

You have successfully created a sales quote.

Printing Sales Quote

Once you have created a sales quote, you can print it and send it to a customer.
Please proceed as follows to print a sales quote:

Use the quick search (ALT+Q) to find the page Sales Quotes.
Select the Sales Quote that you would like to print.
On the sales quote page, select Print/Send > Print... from the menu bar.
The Print Wizard is displayed. Customize the settings in the Options FastTab as required.
Click Print to print the sales quote.

You have successfully printed a sales quote.

Creating Sales Order

To create a sales order, please proceed as follows:

Use the quick search (ALT+Q) to find the page Sales Orders.
Click New in the menu bar.
On the sales quote page, fill in the fields Customer Name and Order Type in the General FastTab.
Fill in other fields as required. For example, you can use the Block field to specify whether shipment, invoicing or both should be blocked for the sales order. However, you can only fill in this field if you have previously set this up in the Sales FastTab on the User Setup Card.
Navigate to the Shipping and Billing FastTab to enter information on the delivery process and billing as required. For example, you can specify a default destination bin for the sales order in the Destination Bin Code field. This destination bin is also transferred to all sales order lines of type Item. You can also enter a shipping agent's package number in the Package Tracking No. field. This number is transferred to Warehouse Shipments.
Navigate to the Lines FastTab.
Select the line Type. In this example, select Item.
Enter the item you would like to sell into the No. field.

Tip

You can also select an item from a list of existing items via Manage > Select item... in the menu bar of the Lines FastTab.

Enter the sales price into the Unit Price Excluding VAT field.
In the Location Code field , select the location of the item.
Fill in the remaining columns as required.
Click on Home > Release in the menu bar.
Your changes will be saved automatically.

You have successfully created a sales order.

Posting Sales Order

Note

If a sales order remains open in the system for an extended period, you can update the prices and discounts of individual lines before posting the order. To do so, click on Line > Update Price in the menu bar of the Lines FastTab. Select which prices or discounts you would like to update and confirm your selection with OK. The prices or discounts are then updated in the applicable lines. You can also update the prices and discounts of multiple lines at the same time. Simply select the desired lines beforehand.

Once you have created a sales order, you can post it and create and print an invoice.
Please proceed as follows to print a sales order:

Use the quick search (ALT+Q) to find the page Sales Orders.
Select the sales order you would like to post.
On the sales order page, click Home > Preview Document > Post in the menu bar.
A dialog window is displayed.
A dialog window is displayed. Select the fitting option. In this example, select Ship and invoice.
Click OK to confirm your selection.
A dialog window is displayed, asking whether you want to open the created invoice.
To confirm, please click on Yes.
The page Posted Sales Invoice is displayed.
Click Print/Send > Print in the menu bar.
The Print Wizard is displayed. Customize the settings in the Options FastTab as required.
Click Print to print the invoice.

You have successfully posted a sales order and printed the associated invoice.

Creating Sales Order from Sales Quote

You can also create a sales order from a sales quote. In this case, all details from the sales quote are transferred to the sales order.

To create a sales order from a sales quote, please proceed as follows:

Use the quick search (ALT+Q) to find the page Sales Quotes.
Select the sales quote you would like to create a sales order from.
On the sales quote page, click on Home > Make Order in the menu bar.
A dialog window is displayed, asking whether you want to convert the quote into an order.
To confirm, please click on Yes.
Depending on the setup, another dialog window is displayed, asking whether you want to archive the quote.
Select the desired option.
A dialog window is displayed, asking whether you want to open the new sales order.
To confirm, please click on Yes.
On the sales order page, check all details and add more as required.

You have successfully created a sales order from a sales quote.