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You may need to produce a estimate for your customers. When the estimate is accepted, you may confirm the estimate (convert the Estimate to an Invoice).

The following inventory item types can be selected to process Estimates:

Default (trading inventory items)  


Sales (No inventory)

Financial entry

Option item

Option item (No inventory)

BOM (Bill of Materials)  

BOM (Bill of Materials) - Production  

Linked item

Estimates cannot be updated (posted) to the ledger and it generates no transactions. But, once the Estimate has been converted to an Invoice, the Invoice can be edited (if necessary) and updated (posted) to the ledger.

Options to create / edit Estimates:

1.New - On the “Estimates” screen, click the New button. Select a customer account on theCustomer  accounts screen.

2.Edit - On the “Estimates” screen, click the Edit button.

3.Copy -  "Documents Copy document" or "Documents Copy to Estimates" option on context menu (right-click).

The sections and fields of the Estimate screen, is as follows:

1.Document header:

a)Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Action ribbon. All documents matching the reference will be listed.

b)Salesperson - Select a Salesperson. This field is to show who handled the Estimate. The salespersons are used for reports and to filter and search documents.

c)Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents.

d)Date - By default, the system date will be displayed. You may enter or select any other date.

e)Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected customer account.  

f)Postal address - The postal address as entered for the customer.

g)Delivery address - The delivery address as entered for the customer on the Delivery address tab.

h)Message - The message, as entered in the Documents setup - Estimates tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file.

Message line 3 - Reference document numbers converted or copied document(s).

i)Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the customer.

j)Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.

k)Status - Open, Confirmed and Posted.

2.Document lines:

a)Item no. - Select a inventory item.

Options to select inventory items:

Inventory item lookup - Use the down arrow key to launch the Inventory lookup.

+ Open Fast add

Enter the inventory code, bar code or serial number in the document footer.

If the Financial entry inventory item type is selected, the Accounts lookup screen will be displayed. The description of the selected account will be displayed. You may overtype this.

If Abbreviation definitions were set in the Action → Journal entry menu (F9:Process), you may enter a character (or more) to auto-complete a description in the document line.

b)Remark - You may also click on the + (before inventory item code) to add a remark (additional information) for a inventory item. This remark will be printed before the comment (if added) on document layout files.

c)Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.

d)Order - The default quantity is 1. You may overtype the quantities.

e)Ship - The default quantity is 1. You may overtype the quantities.

f)Unit price - If cost prices have been entered in in the Cost price field for the selected inventory item, the cost price will be displayed. Cost prices exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active.

g)Discount - You may enter the discount percentage for the item.

h)Amount exclusive - This will is the quantities in the Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price.

You may use the F11: Copy feature to copy the document transactions / comments from an existing document.

3.Document footer:

a)Fast add item (code / barcode / serial) - Enter the inventory code, barcode or serial number. Press enter to add the item to the document lines.

b)Current balance - The balance of all posted and unposted documents for the customer.

c)Available - The available balance is calculated as the Credit limit minus the Current balance. When processing documents, and the credit limit is exceeded, a warning message will be displayed.

d)Credit limit - The credit limit as entered for the customer on the Accounting information tab.

e)Std disc% - Standard discount percentage is only applicable to customer accounts. The discount percentage as entered for the customer in the Customer discount field on the Accounting information tab.

4.Click on the OK button.

By default, a confirmation message “Do you wish to print this estimate?” will be displayed.

You may turn this feature off by selecting the "No print confirmation" option onInventory  information (Setup ribbon).

5.Click on the Yes button to print the Estimate.  


An example of the printed Estimate, is as follows:

This example is based on the Estimate (10 code). You may also select the following available order layout files:

- Estimate (15 code)

- Estimate (no codes)

- Estimate A4 (10 code)

- Estimate A4 (15 code)

- Estimate A4 (no codes)

- Estimate A4 Plain (10 code)

- Estimate A4 Plain (15 code)

- Estimate A4 Plain (no codes)

Confirming / Converting a Estimate to an Invoice

Estimate(s) needs to be checked and converted into Invoice(s).

To convert an order to a purchase document:

You may also convert Estimates to Invoices the Input → Confirm menu (Action ribbon).

1.Access the “Estimates” in the “Documents” field; if “Estimates” is not selected.

2.Select the Estimate(s) to convert and right-click.

3.On the context menu, select the Confirm estimates and orders option. A confirmation screen “Do you wish to continue?” will be displayed.

4.Click on the Yes button to proceed. Another confirmation screen “Do you wish to delete this estimates?” will be displayed.

5.Click on the No button not to delete the Estimate.

If you click on the Yes button, the Estimate will be deleted from the Estimates list of the Document entry screen.

Should you click on the No button the order will still be available on the Estimates list of the Document entry screen. You may then Copy the Estimate, change the account, edit the account, etc. before converting it to a purchase document.  

You may delete Estimates in Edit → Delete → Documents (Action ribbon).

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