Quotation

Perform the following steps to create a new quotation.

1. To access the Invoices main page, click on the Sales Panel and click on Quotations.

Click on “New Quotation” to Create a New Invoice.

2. Fill in the relevant details to create invoice.

💡 Optional fields can be skipped and left blank

💡 Utilise the duplicate and delete action icons to increase your efficiency!

3. Ensure that respective details are entered before creating the invoice: Item Note, Order QTY, Unit Price, Discount (%/$).

    1. Add notes per line item

    2. Indicate Qty ordered

    3. Indicate Unit Price

    4. Discount: Can select % or $ discount for each line item (Default = %)

    5. Auto calculate the amount for line item: (Discounted Unit Price x Order Qty)

    6. Duplicate line item in Quote & Delete line item from Quote

    7. Add terms/notes for each Quotation (eg. Payment Terms)

    8. Shipping/Delivery cost can be input by user

    9. Add Pricing Books

When ‘Apply Price Books Price’ is selected in “Configuration” , system auto-applies the highest/lowest price from the price book for each line item. 

(can change & remove the applied price book if needed)

    10. Quotation can be sent to customers via email

    11. Create Quotation (will appear in Main Quotes page after created)

Order Qty & Unit Price will be auto-filled if Importing from File used

To edit the Tax and Pricebooks, please refer to Configuration.

4. Quotation will be created successfully and now be listed in the quotations list in the Quotations page once “Created successfully” notification is shown at the top right corner.

💡 Once a quotation is successfully created, it cannot be deleted from the Backend Portal.

💡Be careful with the error message

Product Classes

Only products from certain product classes are able to be added to new quotations/invoices. Refer to the following table for addable product classes:

💡 While add-on products cannot be added to quotations, any linked normal products in add-on groups can be added to quotations/invoices. For more information, see Add-ons.

Composite products will display all their component products in corresponding quantities when added to a quotation/invoice. 

Normal, Package and Weight Scale products will appear as individual line items.

The Order Qty for each single component product in the composite will depend on the quantity of composite product entered by the users. For more information, see Composite Products.

1. Add Products Individually

a. Click on “New Quotation”

b. Before choosing your store, you cannot see the Product list

c. Click on “Add Product”

d. The window of “Add Product” would pop up

1. Seach by barcode, sku, or name
2. Select by Category
3. Select by sub-category
4. Select by checking in the boxes 

e. Fill in the mandatory fields

💡 Utilise the duplicate and delete action icons to increase your efficiency!

The Products section in the Create New Quotation page will vary according to the chosen Tax Type.

• No Tax: Display default value $0.00 [For No Tax]
• Tax Inclusive: 

• Tax Exclusive:

2. Bulk Import Products

The Backend Portal’s ERP Sales Bulk Import feature is used to:

• Add line items into a new quotation
• Overwrite existing line items in an existing quotation

a. Click on “+ New Quotation” to go to the “Quotation Details” page

b. Before choosing your store, you cannot see the Product list

c. Choose your store, remember that the store selected will be irreversible. After this you can see the “Products” list

d. Click on “Import From File” to start the bulk import

Note that there is a limit of 500 products that can uploaded each time using the Bulk Import feature

e. Click on “Quote Import Template” to download the csv file

f. Open the downloaded quote_import_template.csv, and remove the sample data at Rows 2 and 3. Ensure only Row 1 headers (sku, quantity, unit price) are in the sheet.

g. Input the quotation products’ sku, quantity and unit price in individual rows.

💡For more information on product sku/quantity/unit price, see 1 Products of the EPOS V5 BACKEND MANUAL.

h. Click on “Save” to upload the file to the quotation or click “Cancel” to exit the “Import Product” back to the quotation

💡Error messages:

If incorrect product sku are input into the template excel, there will be an error message displayed for the incorrect line item in the quotation after bulk import.

1. User can edit a created Quotation
2. A Quotation can be copied to an Invoice
3. A Quotation can be emailed to customer directly from user’s backend
4. A Quotation can be exported to PDF

[A] A Quotation will have a Status

The 3 Statuses will be manually triggered by the User.  

History of changes for Quotation are displayed under the Activities.

• Allows User to track:

• • When changes were made
  • What type of changes
  • Who made the changes

1. Choose the quotation you want to edit, click on its number — here is “134”

2. Click on the three dots -> Click “Edit”

1. Click on the quotation you want to email to the customers — here is “45678910”

2. Click the three dots and click on “Copy To Invoice”

 3. You’ll be directed to the “Copy To Invoice” Page 

Click on “Send To”, you can send the invoice receipt to the customer

Click on “Create Invoice”, it’ll be created successfully

💡Make sure all the details are filled correctly, you may save the invoice as draft if you’d like to edit it further. Invoices are non-editable once created.

4.  You’ll be directed to invoice page

a. Edit:

b. Make Payment:

c. View Receipt: Click on it, you’ll be directed to the Sales Report page at the backend

5. Error Messages

a. The products were deleted, need to edit the invoice to remove it

b. Need to do change with the tax type 

You can edit it in “Configuration”

1. Click on the quotation you want to email to the customers — here is “134”

2. Click on “Email To Customer”

3. Fill in Customer’s Email Address and Your Email Address

You can also add attached content to it 

4. Click “Send”, your quotation would be sent to the customer successfully!

Perform the following steps to create a new customer while creating a quotation:

1. To create a quotation, navigate to the V5 Backend Sales module and fill in the required details. If the customer is not found during the search, simply click on “+ New Customer” to add a new customer.

2. Fill in the relevant fields to create a new customer profile.

3. Click “Save” to proceed creating the customer profile.

4. Click “Yes” to proceed adding the newly created customer.

5. The newly added customer’s name can now be entered into the customer list, with their details saved in the system for future use.

💡The same process applies for the invoice page as well

 There are 2 ways of exporting you can do:

1. Export to Excel
2. Export to PDF

1. Export to Excel (Bulk Export)

2. Export to PDF (Export Individually)

a. Choose the quotation you want to export

b. Click on its number — here is “134”

Click on the three dots -> Click “Export to PDF”

The exported result: