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xTuple ERP Reference Guide |
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xTuple ERP Reference Guide |
| 1.1.1. Quote Item | ||
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 | 1.1. New Quote |  |
To create a new Quote Line Item, select the NEW button. The following screen will appear:
When creating a new Quote Line Item, you are presented with the following options:
Displays the Order Number specified in the header screen.
Displays the Line Item Number for the current Line Item.
Select to indicate you want the Quote header to be refreshed immediately in the background. When the header is refreshed immediately, you will be able to see the rows of Line Items being added to the order. However, this feature can impact performance when entering Quote Line Items. If you are experiencing performance issues, you should not select this option. The Quote will be refreshed when you close the Quote Line Item screen.
Enter the Item Number of the Item you want to sell. The Item list will contain sold Items available for purchase by the specified Customer. The list of available Items may vary from Customer to Customer, depending on how Pricing Schedules are implemented at your site. Once an Item Number is entered, the Inventory Unit of Measure and Item description will automatically appear.
Displays the Customer Part Number (i.e., Item Alias) that corresponds to the Item Number entered in the Item Number field. If the Alias is associated with a particular Customer account, then the Alias will only be displayed for Sales Orders and Quotes entered for that Customer. Item Aliases are defined on the Item master.
Optional selection used solely for gathering information related to Line Item substitutions. This feature can be used, for example, to gather information about Inventory shortages or Customer first preferences. There is no impact on the system of using this feature. Its function is simply to store information in the database, where it may be accessed for reporting purposes.
Specify the Site the Quote Item is sold from. Items may be supplied to Quotes from multiple Item Sites. After an Item Number is entered above, the system checks for available Item Sites for the Item. Any Item Sites having the "Sold from" flag set on them will be selectable from this Site list. By default, the Item Site having the highest Ranking will be selected as the first available Site. If more than one Item Site share a Ranking of "1," the Sites will be sorted in alphabetical order. Item Site Rankings are set on the Item Site master.
If a preferred Selling Site is specified for the Customer, then that Site will be selected here by default. If the preferred Selling Site is not selected—and you think it should be—verify that the Item Site master for the Line Item in question is marked as a "Sold from" Site.
Advanced Item Search (AIS) is a feature designed specifically with distribution in mind. This feature allows distributors and end users to quickly search for both Items and Item Aliases―as well as current inventory levels―filtering every keystroke. From this screen you also have the ability to create an Item Alias.
When using the Advanced Item Search, you must enter at least three characters (i.e., numbers, letters or a combination of both) before any search results will be returned. This is for speed of performance reasons.
Select to use the External Vendor Catalog screen to view Items as they appear within the various Vendor Catalogs you are subscribed to.
Select to view an Item image, if available.
Select to view a specification sheet for the Item, if available.
Enter the quantity of the specified Item being ordered.
The quantity ordered is based on the Quantity Unit of Measure.
Specify the Unit of Measure to be used when selling the Line Item. Sold Items may be assigned multiple Selling UOMs. These alternate UOMs may be defined on the Item master. If a Line Item has no Selling UOM defined, then the Inventory UOM will be used here by default.
Displays the Line Item quantity shipped (if any) to date.
Specify here and apply any discount for specified Customer for this Quote. This is a discount off the regular Customer Price, obtained either from the Customer master or a Pricing Schedule.
Displays the Unit Price for the Quote Item. By default, the system will choose the lower of the following two Prices: A) The most-specific Pricing Schedule Assignment or B) any Sale in effect at the time of Order entry. The specificity of Pricing Schedule Assignments is determined in the following descending order: By Customer Ship-To Address (most specific), by Customer, by Customer Type, by Customer Type pattern, by all Customers. The lookup feature located to the right of the field leads to a Price List screen.
If your Pricing Schedule has multiple Units of Measure (UOM) on it (or if several Pricing Schedules share the same level of Price specificity, but they have different UOMs) then the UOM which matches the selected UOM will be chosen—that is, as long as the quantity break does not exceed the quantity being priced. If no entry matches the UOM with a quantity break less than the quantity being priced, then the lowest value Price for any UOM will be chosen. To make sure a specific UOM is always chosen at the desired level of Price specificity, then your Pricing Schedules should include at least one UOM with a quantity break of 0.
The system can be configured to prevent users from editing the Net Unit Price. If your system is configured that way, the Net Unit Price field will not be editable. The Unit Cost and Unit Cost Markup % values on the Details tab can also be configured to be editable with permission settings. These values, if changed, will adjust the Net Unit Price.
The Price Unit of Measure is the same as the Selling UOM. If an Item has Selling UOMs defined, then the Item may be sold and priced in these alternate UOMs. If no Selling UOMs are defined, then the Inventory UOM will be used here by default.
Displays the Extended Price. The Extended Price for a Line Item is based on the quantity ordered multiplied by the Net Unit Price.
The scheduled date is the date when the Line Item should be Shipped. The user who enters the Line Item is responsible for determining the scheduled date. After entering the scheduled date, hit the TAB key on your keyboard to display values in the remaining display only fields.
The Line Item having the earliest scheduled date will determine the ship date for the Sales Order.
Enter the date when you promised delivery of the Line Item. This is an optional field. It will only be displayed on the screen if your system is configured to enable promise dates.
When entering Quotes you have the ability to view current supply considerations, including Item availability and dependencies. You may also create replenishment Orders (if they are needed) and change Work Order Materials and Operations.
Select to display Availability information for the Quote Item in the following categories. If the feature is turned on, the Availability totals will display only after a Scheduled Date has been entered for the Line Item.
Select option to view Inventory availability. The display lists Item availability for dependencies.
Displays the current Available Quantity on Hand (QOH) value.
Displays the quantity allocated to current Sales Orders and/or Work Orders in the system. An Item is considered allocated to a Sales Order if a Sales Order Line Item exists for the Item—and that Line Item has not yet been issued to Shipping. An Item is considered allocated to a Work Order if the Item is a material requirement—and the material has not yet been issued to the Work Order. Once a Sales Order Line Item is saved, the "Allocated" value will increase by the quantity ordered.
Displays the Quantity on Hand remaining after allocations have been accounted for, as in: QOH - Allocated Qty. = Unallocated Qty.
If the Quote Item is a manufactured Item, the quantity ordered by current Work Orders will be displayed. If the Quote Item is a purchased Item, the quantity ordered by current Purchase Orders will be displayed.
Displays the available quantity. Available quantity is determined using the following formula: Unallocated Qty. + On Order Qty. = Available Qty.
Displays the item quantity already reserved.
Displays the available item quantity remaining to be reserved.
Displays the Item Site Lead Time for the specified Line Item.
Show Availability using one of the following criteria:
Select to show projected Availability based on the scheduled date.
Select to show projected Availability based on the Lead Time specified in the Item Site master.
Displays component Items associated with sold manufactured Items in a nested list with a plus ("+") sign located to the far left of the screen next to each line that may be expanded to lower levels. By clicking your mouse on a plus sign, you reveal lower levels of information related to the Line Item.
If you wish to maintain Work Order materials and operations for a manufactured Item, select the "Supply Order" option on the "Supply" tab. The following will be displayed:
Supply Order Information For Manufactured Item
Supply Orders are created as soon as a valid Item, Order quantity, and scheduled date are entered.
If the Line Item is a manufactured Item, select this option to automatically create a Work Order for the specified quantity. For make-to-order manufactured Items, this option will be selected automatically―as long as the Item Site's "Stocked" flag is set to "False." The Work Order will be created once you save the Quote Line Item. Work Orders created automatically from a Quote will assume the same Order Number as the Quote—even if that Order Number has already been used by a previous Work Order.
For purchased Items, the following two different options may appear, depending on how the Item Site for the Item is set up: "Create Purchase Request" or "Create Purchase Order." In either case, you will be given the option to override any Item Source Price(s) which are in place. Also, linked Purchase Orders will be updated when Quote details are changed. If your site is configured to use drop shipping, an additional "Drop Ship" flag will also be shown for linked Purchase Orders. The drop ship function will search for an existing Purchase Order linked to the Quote with a matching Ship-To Address and add the Line Item to that Order—or create a new Order if none exists. Drop ship Purchase Orders inherit the Ship-To Address and Contact information from the Quote. Item Sources must be defined for drop ship Items—including each component of a Kit Item.
This option will not be selected by default if the relevant Item Site has the "Stocked" setting selected.
When changing an existing Quote Line Item, you will be asked for confirmation before the Work Order is rescheduled.
The number of the newly created Work Order is displayed.
Displays the Line Item Number for the Work Order.
The Work Order Status is displayed.
The quantity ordered by the Quote Line Item will display here. If the Line Item is a purchased Item, purchase quantity information will appear instead. Whenever Quote Line Item quantity is changed, the change will also be reflected in any linked Work Orders, Purchase Orders, or Purchase Requests.
The scheduled date of the Quote Line Item will display here. If the Line Item is a purchased Item, the purchasing due dates will appear instead.
Specify the Site a corresponding Work Order would be supplied from. Work Orders may only be created for manufactured Items having a supplying Site. Sites designated as "Supplied at" Sites in the Item Site master for an Item are considered supplying Sites. If no supplying Site exists for an Item, a Work Order may not be created for the Item.
Display lists an exploded view of the Materials and Operations for the Work Order.
Select to add Materials to the BOM for the Work Order.
Select to add Operations to the BOO for this Order Item.
The Materials and Operations can be changed from this screen while placing the Order. To do this, click the EDIT button.
To remove Materials or Operations from the Work Order, highlight the line in the exploded Work Order view and click the DELETE button. Repeat for every line that needs to be removed.
If this option is selected, the price will be based on the price of all Materials and Operations. These Material and Operations prices can be edited from the Quote Item screen.
The following will be displayed when the Item is a purchased Item:
Supply Order Information For Bought Item
If your site has enabled the "Allow Inventory Receipt Cost Override" option in the Inventory setup, then you will be able to override the default Unit Price here. This option applies only to Average cost Items.
Select this option if the Item should be automatically shipped when the Purchase Order receipt is posted.
To see a list of Item Sources, select the "Item Sources" option on the "Supply" tab. Available Item Sources will be displayed:
Available Item Sources
To display a list of substitutes for the selected Item or Site with availability information, select the "Substitutes" option on the "Supply" tab. The following will be displayed:
Available Substitutes
Substitutes are defined on the Item master. Right-click on an Item in the list and select to set the selected Item as a Line Item substitute. The original Line Item will be moved to the Substitute For field.
The following buttons are unique to this screen:
Select to view previous Line Items associated with the Quote.
Select to create a new Quote Line Item.
To view the Customer's sales history, select the "History" tab. The following screen will appear:
When viewing Customer history, you are presented with the following options:
Select to display historical costing information for the Item inside a specified date range. Purchased costs for the Item will be shown, if the Item has ever been received on a Purchase Order.
Select to display historical sales information for the Item inside a specified date range. Invoices for the Item will be shown, if the Item has ever been sold previously.
If an Item has Characteristics associated with it, you have the option of linking those Characteristics to a Sales Order Line Item. And, in the case where Sales Order demand automatically generates either a Purchase Request or a Work Order, the Characteristics defined here will be inherited by those subsequent Orders.
For configured Items, an additional pricing field will be available on the Item Characteristic screen. This pricing information will be passed to Sales Order Line Items when particular configurations are sold. The Price for configured Items may vary depending on the Characteristics selected at Sales Order entry time.
To associate Characteristics with a Quote Line Item, select the "Item Characteristics" tab at the bottom of the screen, as shown below:
To create a new Characteristic for your current context, select the NEW button from the Characteristics list. The following screen will appear:
When creating a new Characteristic, you are presented with the following options:
Select a Characteristic from the list of Characteristics available for your current context. To learn more about how Characteristics are linked to specific contexts, please see Section 9.2.2.1, “Characteristic”.
Enter a value to associate with the Characteristic.
In some contexts, the default option will appear. Select if the Value entered is the default Value for the specified Characteristic. Default Values will always be listed first where Characteristics are used.
To view Costs or adjust Tax information for a Quote Line Item, select the "Detail" tab at the bottom of the screen, as shown below:
When viewing Costs or adjusting Tax information for a Quote Line Item, you are presented with the following options:
Depending on configuration settings, the Unit Cost displays the Wholesale Price, or the standard or average Inventory Cost.
This value can be changed if the user has the necessary permissions. A change in this value will result in a new Net Unit Price.
Displays the sales List Price per unit.
Displays the Price given to the specified Customer. Special Customer Prices can be set for individual Customers or Customer Groups by using a Pricing Schedule.
Displays the percentage discount off the List Price. Indicates the difference between the List Price for an Item and the Net Unit Price as a percentage. This is the margin between the Net Unit Price and the List Price.
Displays the effective markup which is based on the Unit Cost and Net Unit Price values.
Like the Unit Cost, this value can be changed by a user with sufficient permissions and such a change will adjust Net Unit Price.
Displays the difference between extended price and extended cost.
The following Tax options are available, should you need to override the Tax Selection settings for the Line Item:
Specify the Tax Type for the Sales Order Item.
Displays the amount of Tax to be charged for the Sales Order Line Item quantity. To get a detailed view of the Tax calculation, click on the Tax link using your mouse.
To enter Notes related to a Quote Line Item, select the "Notes" tab at the bottom of the screen, as shown below:
When adding Notes related to a Quote Line Item, you are presented with the following options:
This is a scrolling text field with word-wrapping for entering general Notes related to the Quote Line Item.
If a Quote Item is marked to create a Work Order, the Production Notes for the created Work Order will contain the Quote Number, the Customer Name, and any additional Quote Line Item Notes.
To add Comments related to a Quote Line Item, select the "Comments" tab. The following screen will appear:
Whenever Quote Line Items are created or their quantities are changed, the system will automatically generate a Comment, which will appear in the list of Line Item Comments.
When adding or reviewing Comments, you are presented with the following options:
Select to display all Comments in the list in an expanded view which includes the entire text of each Comment. To edit a Comment, simply select the "Edit" link next to the Comment. That link will not be shown for Changelog Comments, which can't be edited. If the "Verbose Text" option is not selected, the Comment list will display only header level information for each Comment.
Display lists Comments related to the record.
The following buttons are available:
Opens screen for creating a new Comment.
Highlight a Comment and then select this button to reach a read-only view of the "Edit" screen.
Enables you to edit highlighted Comments—as long as the Comments are not "ChangeLog" Comments. ChangeLog Comments are system-generated and may not be edited. The edit screen is the same as that for creating a new Comment—except that when editing, the fields will contain Comment information. Double-clicking on a Comment will also bring you to the editing screen.
To enter a new Comment, select the NEW button. The following screen will appear:
Select a Comment Type from the drop-down list to classify the Comment. This is a required step. Comment Types may be system-defined (i.e., "ChangeLog" and "General") or user-defined, as described in Section 13.2.2, “Comment Types”. Once you have specified a Comment Type, begin typing your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.
The following buttons are unique to this screen:
Select to show the complete list (i.e., "thread") of Comments associated with the record. To hide the list, simply select the SHOW MORE button again. The Comment thread will show the most recent Comment first.
To enter the net Unit Price for a Quote Line Item, select the browse button located to the right of the "Net Unit Price" field. The following screen will appear:
When entering the net Unit Price for a Quote Line Item, you are presented with the following options:
Displays the Customer associated with the specified Quote. The name of the Customer will also be displayed.
Displays the Item Number associated with the specified Quote Line Item.
Inventory Unit of Measure.
Displays the Site associated with the Line Item.
Displays Line Item quantity specified on previous screen.
Used in conjunction with Unit Cost to calculate the Net Price when markup pricing is used.
Displays the Wholesale Price for the Line Item.
The Unit Cost and Site Cost are used to calculate the Net Price when markup pricing is used.
Display lists available pricing for the specified Quote Line Item.
The following buttons are unique to this screen:
Highlight a Price from the list of Prices, then select this button to enter the Price in the "Net Unit Price" field on the previous screen.
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| 1.1. New Quote |  | 1.2. List Quotes |