Debtors (customers) may ask you for a quotation on your products for various reasons. TurboCASH allows you to create a Quote for any of the stock items in your stock code file. When a debtor (customer) accepts the Quote, you may edit the Quote (add items to the Quote, change quantities, delete items from the Quote, etc.).

- Quotes cannot be updated (posted) to the ledger. Quotes must be confirmed, and converted to an Invoice in the Input→Documents→Confirm menu option, if the Quote is accepted. Once the Quote has been converted to an Invoice, you may also edit the Invoice and update (post) the Invoice to the ledger.

- Should there be any discrepancies on the Quote, or the customer changes his / her mind (e.g. want more or less quantities of a stock item, does not want a stock item but wants something else instead), you may edit the Quote, and confirm or convert the Quote to an Invoice.

To Create or Edit a Quote:

1. To access Quotes directly: Press the Alt+F9 keys, or press the Alt+I+D+T keys on your keyboard.
   You may also click on the down arrow of the Invoice icon, and select Quotes from the Sales Documents list.
   To access Quotes indirectly: Press the Spacebar, or press the F6 key on your keyboard. You may also click on the Invoice icon.
   The Document Selection screen will be displayed.
   
   - Select Quotes in the Documents field, if Quotes is not displayed.
   
   - If you create a new Quote for the first time, no documents will be listed.
   
   - Once any documents have been created for the debtor (customer), the documents will be listed. You may then select a document (if not already converted to an Invoice), and click on the Edit button to edit it, if necessary. You then need to proceed to step 5.
   
   
2. Click on the New button. The Debtor Accounts screen is displayed:
   
   
3. Select the Debtor Account for which you need to create the Quote.
4. Click on the New button. The Quotes screen will be displayed for the selected Debtor Account.
   
   
5. Check that the correct Debtor (Customer) account is displayed in the title bar, as well as in the left bottom corner of the Quotes screen.
   - It is also advisable to check that the available balance on the credit facilities is sufficient to accommodate this Quote. If this Quote will exceed the credit limit, you may need to inform the debtor to make some payment before they can accept the Quote. You may also wish to revise the debtors credit limit. TurboCASH will automatically calculate the difference between the credit limit, and the current balance of your Debtors account.
   - If you have selected an existing Quote, the details of the transactions will be displayed. You may add any new items, comments, select stock items and edit the quantities and discounts.
   
   
6. The document number for a new Quote will be displayed as NEW. TurboCASH will generate the Quote number, once the Order is created.
   - If you select to edit the Quote, the Quote number for the selected Quote will be displayed. If you have selected to edit a Quote, please check that the correct selected Quote number is displayed.
7. Select and / or enter the applicable information for the transactions and / or comments in the following fields, if necessary:
   1. Your Reference - Enter the reference number as supplied by your Debtor, if available.
   2. Salesperson - The salesperson allocated on the Edit→Accounts→Debtor (General Information tab) will be displayed. If no Salesperson has been allocated to the specific Debtor, unallocated should be displayed.
      You may also select any available Salesperson, added in the Setup→System Parameters→Salesperson menu option.
   3. Document Group 1 / Document Group 2 - You may select any of the available Document Reporting Groups which you have created in the Setup→System Parameters→Groups menu option.
   4. Date - The current date in your system should be displayed. You may enter any other valid date, or select a date using the date picker.
   5. Due Date - The due date will automatically be calculated by TurboCASH as the number of days entered in the Due Days field of the Edit→Accounts→Debtor (Accounting Information tab). If this field is left blank for the Debtor Account, or a value of (zero) 0 is entered, this due date will be the same as the date of the document.
   6. Postal Address - The address as entered on the Edit→Accounts→Debtor (General Information tab) for the specific Debtor will be displayed.
   7. Delivery Address - The address as entered on the Edit→Accounts→Debtor (Statements tab) for the specific Debtor will be displayed. You may also enter or over type the address in this field, if the delivery address is different.
   8. Message - The message you have entered in the Setup→System Parameters→Documents (Quotes tab) menu option will be displayed. You may enter or over type this message with another message for this specific Quote.
8. Select the applicable Stock Item, or Service Item, from the Stock Item lookup facility, and TurboCASH will automatically display the Item No., Description and Unit Amount in the applicable fields.
9. Enter the Quantity in the Ship fields.
   - TurboCASH will automatically calculate the amount for the number of items entered on the line. If you are registered for VAT/GST/Sales Tax, and VAT/GST/Sales Tax is applicable to the transactions, remember to check that the amounts shown, reflect inclusive or exclusive of VAT/GST/Sales Tax correctly.
10. When the cursor is in the Unit Amount field, the following screen, reflecting your three selling prices, is displayed:
    
    - If you use three different selling prices, the default selling price 1, 2 or 3 as selected on the Edit→Accounts→Debtor (Accounting Information tab) will be selected. You may select any other available selling price, for this Quote, if you wish.
    
11. Check that the prices and discounts (if any) are correct.
    - If you have entered any percentage for Customer Discount on the Edit→Accounts→Debtor (Accounting Information tab), and the Apply Invoice Discount field is selected on the Edit→Stock Items menu option for the selected stock item, the customer discount percentage for the selected debtor account will be displayed.
    You may over type the discount with a zero (0) percentage, if you do not wish to allow discount for this transaction. If you wish to grant a lower percentage or higher percentage of discount, you may over type the percentage with the percentage of discount you wish to allow.
12. When you have finished with the Quote, click on the OK button. The following confirmation message is displayed (if you did not select (tick) the No Confirm print option (tick box) on the Setup→System Parameters→Stock Information menu option):
    
    
13. Click on the Yes button to print the document. The document will be printed to the output method, as displayed on the Document Selection screen.
    - If you click on the No button on the confirmation screen, you may print the Quote later in the Input→Documents→Print menu option, the Document Selection screen or on the Documents tab of the Edit→Accounts→Debtor menu option.
    
    - You may also re-print the Quote whether it is confirmed and converted to an Invoice or not, provided that the Quote is not deleted.
    
    
14. You may proceed to create or edit another Quote or another document, or you may click on the Close button on the Document Selection screen to close or exit the Documents facility.
    - You may need to use the speed buttons (icons) on the Document Entry screen to delete a transaction, insert a transaction, insert a comment, delete all the transactions in the Quote.
    - Once the Quote has been accepted, you need to confirm and convert the Quote to an Invoice.
    
    - If a Quote is for some reason not accepted, you may delete the Quote in the Edit→Delete→Documents menu option.

Quotes may be printed when you have finished creating and editing a Quote in the Documents facility in the Input→Documents→Print menu option, or on the Documents tab of the Edit→Accounts→Debtor menu option. Printed Quotes may be edited, provided that they have not yet been confirmed and converted to an Invoice in the Input→Documents→Confirm menu option.

An example of a printed Quote, based on the default layout file, is as follows:

- The presentation and layout of the Quote may differ, if you have selected your own or any other layout file in the Document Selection screen, or on the Input→Documents→Print menu option.

- You may also select to print the company logo, instead of your address, on the Quotes. If you select to print your company logo, make sure that your address and contact numbers are included in your logo.

Quotes consists basically of three sections, i.e. the heading, transaction details and the footer.

1. Header section - contains the details of your business, the postal and delivery addresses (if delivery address was entered) of the debtor (customer), the document number, date, number of pages, Tax reference number, and the reference number of the creditor for the transaction, and account number. The Exemption Reference number is the Tax number as entered on the Edit→Accounts→Debtor (Accounting Information tab).
2. Transaction section - contains the details of the transactions as selected, entered and edited in the Document Entry screen.
   It displays the code and description of the stock items quoted, any comments, any discounts, etc. If you are registered as a VAT/GST/Sales Tax vendor, and you have selected a Tax code, the VAT/GST/Sales Tax amounts for each item (Exclusive amount, Tax amount and the Inclusive amount), will be displayed.
   Finally the total for all the transactions is displayed at the end of this section.
3. Footer section - contains the message as entered on the Setup→System Parameters→Documents (Quotes tab) menu option and the Company and Tax registration numbers, if entered on the Setup→System Parameters→Company Info (Address tab) menu option. This section also includes a place for the name and signature of the person who accepts the Quote, and the date on which the Quote is accepted.

- When a debtor (customer) accepts a Quote, the debtor (customer) may accept all the items on the Quote or may wish to add some other items or may even wish not to take all the items. You may confirm and convert the Quote to an Invoice. Note that Quotes cannot be updated (posted) to the ledger.