10.1 Invoice > Quotations

10.1 Invoice > Quotations

Under Invoice > Quotations all previously created quotations can be found here and new quotations can be created. The easiest way to create a quote for an existing customer is to use the New offerwhich can be found in the program section Customers is available. If an offer is made directly in the program section Invoice > Quotations created, the desired customer can alternatively be entered in the Customer number can be selected. Either the same or optionally a different customer number can be selected for the "Delivery address" address block.

10.1.1 Fields in Invoice > Quotations

• Company/Name (Company name or surname, separately for the voucher recipient and for the delivery address)
• Company/first name (Company name or first name, separately for the voucher recipient and for the delivery address)
• Street/house number (Street and house number, separately for the voucher recipient and for the delivery address)
• Country/PLZ/City (Country code, postal code and city, separately for the voucher recipient and for the delivery address).
• Offer no. (Unique ID of the offer, is automatically generated during creation according to the pattern described under Settings > Preferences > Billingwas specified for offer numbers)
• Date (date of the offer)
• Customer number (Customer number of the customer who is to receive the offer)
• Address number (Address number of the customer who is to receive the offer)
• Position: No. (Consecutive number of the item for sorting within the document)
• Position: Quantity (number of products in the current position)
• Position: Article no. (article number of the current position)
• Position: Article description (Article description of the current position)
• Position: VAT (VAT rate of the current position)
• Position: Single net (Net unit price of the current item)
• Position: Single gross (Gross unit price of the current item)
• Position: Total gross (gross total price of the current position)
• Position: Article description (Item description of the current item)
• Position: Status (Status of the current position)
• Method of payment (Offered payment method)
• Print status (Status, whether and when the offer has already been printed)
• Remarks (Comments on the offer, only visible in the database)
• Notes (Remarks on the offer, visible on the receipt)
• Subtotal (Subtotal of the offer, net and gross)
• Discount VAT (VAT rate on which any discount is to be booked)
• Discount percent (Optional discount granted as a percentage)
• Discount (Any discount granted, net and gross)
• Value added tax (VAT included in the offer)
• Total amount (total amount of the offer, net and gross)
• Register [+]: Free fields (Up to 20 freely definable fields per document)

10.1.2 Functions in Invoice > Quotations

• New offer - This function is used to create a new quotation data record. A new offer number is automatically generated.
• Duplicate offer - Duplicates the requested offer including all document items.
• Print offer - Opens the print dialog to print the selected offer on a printer.
• Send offer - Opens the print dialog to send the selected offer by e-mail.
• Send all - This function can be used to send all currently called up offers by e-mail. Data records for which no e-mail address is entered for the recipient are skipped with this function.
• Create order - This function is used to create a new order based on the quotation called up. All data and items in the quotation are transferred to the new order.
• Generate invoice - This function is used to generate a new invoice on the basis of the quotation called up. All data and items in the quotation are transferred to the new invoice.
• Create order - This function is used to create a new order on the basis of the quotation called up. All data and items in the quotation are transferred to the new order.
• Collective order - This function is used to create a new order based on several quotations. All data and items in the selected quotations are transferred to the new order. This function can only be executed if the selected quotation has not yet been converted into an order and there are other open quotations for the corresponding contact that have not yet been converted into an order.
• Collective invoice - This function is used to create a new invoice based on several quotations. All data and items in the selected offers are transferred to the new invoice. This function can only be executed if the selected quotation has not yet been converted into an invoice and there are other open quotations for the corresponding contact that have not yet been converted into an invoice.
• Delete offer - Deletes the current offer data record including all assigned items from the database.

10.1.3 Context-sensitive functions in Billing > Quotations

• New position - Used to create a new item. The cursor jumps to the last line of the item data records to create a new item.
• Duplicate position - This function can be used to duplicate the selected position, whereupon a new position is created with identical field contents to the selected position.
• < Position back - Sorts the selected item in the document back by one position.
• > Position before - Advances the selected item in the document by one position.
• Alternative position - Marks the current line item as an alternative line item. Alternative items are not added to the total on the voucher.
• Delete position - Removes the selected position from the database.
• Delete selected - Removes all selected items from the selected document.

10.1.4 Billing > Quotations > Events

If the recording of events has been activated in the settings, all field changes or processes made that are related to the offer called up are displayed under the Events tab button.

10.1.5 Entering new line items

Enter new voucher items by clicking on the [+] button at the top right of the item list, whereupon a popover dialog for entering new voucher items opens. The number of items to be inserted can be set under [Settings > User > Dialogs] a default value can be specified separately for each user. If you have only saved a few items in your item master, you can now set a default value in the pop-up menu of the [Article no.] to select the desired article. By selecting the radio button [Alternative position] the selected item is added to the offer as an alternative item.

Edit purchase price

If you edit the purchase price of the article in the dialog for adding new article items, this change becomes effective in the article master and therefore applies to all future items of this article. In the field [Formula/measurement] the value in the field [Quantity] are calculated automatically.

Quantity and article selection

Simply enter the corresponding formula (e.g. 2*2+5) in the field [Formula/measurement] in. Additional discounts and surcharges can be entered in the item details dialog once the item has been created. If customer-related discounts or surcharges have been entered for this item or item category, these are automatically taken into account when an item is created.

By clicking on the green field [Article no.] opens the search dialog for items to select an item for the position. To the right, the item can be defined as an alternative item or text item. If the item has entered item attributes (product variants), these can be selected for the new item. Any additional or reduced prices are automatically added to the sales price when the item is selected.

Click on the [>] symbol in front of the article number to open another window in which you can perform a full-text search for all saved articles.

In the field [Search term] to filter the list in real time. In the field [Sort] you can select a sort sequence for the displayed list. If several items have been selected, all items are transferred to the document in the order of your selected sort sequence.

• To add a single item to the voucher, simply click on the desired item. The search window is then closed and the selected item is inserted in the dialog for adding new line items.
• To add several items to the receipt at the same time, enter the desired number before the item. After clicking on the [Add selection] all corresponding articles are automatically inserted into the document.

Free text positions

Free text items can be added to all documents in gFM-Business Light and Professional. If the option [Text position] is selected, the position dialog only contains a field for selecting a text article and a text field for entering a free text.

Text items behave in documents in the same way as normal items and can be moved up or down on the document. In this way, document items can be divided into areas, for example, and these areas can each be described with a text item. Text items are automatically transferred to the new document when converting to another document type, just like normal items.

10.1.6 Editing prices in items

Clicking on a unit or total price of an item opens a popover dialog in which the net or gross unit price can be edited. The popover dialog is also available with all fields in search mode in order to select documents according to these criteria.

Add item discount or surcharge

A discount can be entered in the red-colored fields as a percentage, net or gross value that applies to the corresponding line item. The green colored fields can contain a surcharge, which can be entered as a gross, net or percentage value. Customer-related discounts and surcharges are automatically taken into account when the item is created.

Edit purchase price

If you edit the purchase price of the article in the dialog for adding new article items, this change takes effect in the article master and therefore applies to all future items of this article.

Edit delivery dates

A delivery date can be specified for each line item in the form of a requested date and a confirmed date.

10.1.7 Display of total revenue and profit margin

Clicking on the total amount of a voucher opens a popover window with information on the total revenue and the profit margin of the voucher called up. In this popover window, you can also enter a discount as a percentage or as an absolute amount that applies to the entire voucher. For the discount, you can specify the VAT rate to which the discount should apply.

10.1.8 All linked documents in the document history bar

The title bar of the voucher history bar now also contains a popover window in which all associated vouchers of the voucher called up are displayed and can be called up with a mouse click. If there are several identical follow-on documents for a document, the corresponding title is highlighted in bold and red.

10.1.9 Video tutorial: Creating quotations with the invoice in gFM-Business

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