Employee

If a user relation is set up in Administration> Setup> User relations, the system inserts the ID and sales unit of the employee who is logged on and filters on quotations for this employee.

Note
If an employee is attached to more than one sales unit, the sales unit must be selected from the drop-down list.

If no user relation is set up, the field is blank, and you must select the employee from the drop-down list in the Employeefield to display all sales quotations for that employee.

To display all sales quotations for all employees, delete all values in the Employeefield and leave it blank.

You can combine an employee filter with other filters, such as filtering all lost quotations for a specific employee.

Sales unit

Select the sales unit to display sales quotations for that sales unit.

To display all sales quotations for all sales units, delete all values in this field and leave it blank.

Show

Select whether to see quotations, templates, or both in the form.

Quotation

The unique identification number of the sales quotation.

The sales quotation number sequence is set up in the Number sequencestab of the Accounts receivable parametersform.

Business account

The customer's business relation account in the Business relationsform, if CRM is used.

Customer account

The customer account number from the Customers form.

Sales responsible

The employee (salesperson) who is responsible for the sales order.

Quotation status

The status of the active quotation. You must use the Updatesbutton to change a sales quotation status.

For more information, see Quotation status.

Currency

The currency code that is used for the amounts and prices of the active sales quotation.

Expiry date

The date that the sales quotation expires and is no longer valid.

Sales order

The sales order number of the sales quotation, if the sales quotation has been confirmed (converted to a sales order).

Documents

View whether there are documents attached to the sales quotation. The icon changes from an empty sheet of paper to a book when documents are attached to the quotation.

The date and time when the sales quotation was created.

Name

The name of the customer or business relation who is to receive the sales quotation.

Contact ID

The external contact person to whom the quotation is issued.

Type ID

The business relation type from the Business relationsform.

Note
This field is only displayed if you are running the CRM license.

Invoice account

Use this field if the customer whose account number you want to invoice is different from the customer that placed the sales order.

The invoice account number is the account number in the Invoice accountfield in the Customers form, if that field is filled in. Alternatively, the customer account is set as the default account, but you can change the proposed account.

Item statistics are updated for the vendor, and the invoice account is credited with the invoice amount.

Quotation type

The type of quotation. Quotation types can be sales, various project types, service quotations, or quotation templates.

Document status

The description of the current document type.

Type

Select the category of quotation. The categories are set up and maintained in the Type form.

Follow-up date

The start date of any sales quotation follow-up activity.

For more information, see Follow-up days.

Customer requisition

The customer requisition number.

Customer reference

The customer's reference.

Group ID

Select the quotation template group identifier, which is the main categorization of a quotation template.

Template name

The unique name for the quotation template. This identifies the quotation template so you can select it when you create new quotations based on a template.

Active

Select whether to activate the quotation template. A quotation template must be active to be used.

Recipient

The employee who received the order.

Sales responsible

The employee who is responsible for the order.

Sales unit

The team of salespeople that is responsible for a common sales target.

Language

The language of the current label.

Sales origin

The default code for a sales origin, copied from the Accounts receivable parametersform.

Site

The site from which to ship the ordered items, as you specified in the Create quotationform.

Warehouse

The warehouse from which to take the ordered goods.

The warehouse specified here is automatically transferred to each sales quotation line, unless you made the warehouse mandatory for the ordered item in the Itemform.

Sales tax group

Enter the customer's tax group.

When you create the sales quotation, this field is copied from the Sales tax groupfield in the Customersform and is used as the default value in the field. For more information about how to create tax groups, see Sales tax groups (form).

The customer's tax group is transferred to the order and, from there, to the order line. Changes to the Sales tax groupheader field will be updated in the order lines only if set up to do so. Click the Update order linesbutton on the Updatestab in the Accounts receivable parametersform. When the order is invoiced, tax-related transactions are automatically generated. You can find additional information about how to set up tax groups in the Sales tax groups (form)and about how to set up tax codes and rates in the Sales tax codes (form).

Tax exempt number

Select the customer's tax exempt number, if the ordered goods are exempt from taxes.

The tax number is retrieved from the Customersform if specified for the customer invoice account, but you can change it or manually enter the tax number.

The tax exempt number is used to extract statistical information for the tax authorities.

If a project is associated with the sales order, the tax exempt number cannot be changed.

Prices incl. sales tax

Indicates whether order line sales prices include sales tax.

The content of this field are retrieved from the Customersform.

Enterprise number

The enterprise number that is used to identify Belgian companies.

Item tagging

Indicates whether item tagging is mandatory.

Case tagging

Indicates whether case tagging is mandatory.

Pallet tagging

Indicates whether pallet tagging is mandatory.

Delivery name

The name or company name of the delivery address.

Street name

The street name of the address.

ZIP/postal Code

The ZIP/postal Code of the delivery address.

City

The city for the delivery address.

County

The county within the state of the delivery address, if the country/region is the United States.

State

The state of the delivery address.

Country/region

The unique identification of the country/region of the delivery address. You can attach this to other tables, such as customers and vendors.

Delivery address

The address where the items are to be delivered.

Ship date

The confirmed ship date, if one exists; otherwise, the requested ship date.

Mode of delivery

The mode of delivery for the current order.

Delivery terms

The terms of delivery for the current sales order, such as free on board (FOB) or cost, insurance, freight (CIF). The terms of delivery specify delivery terms related to the change of ownership and costs of delivery. The terms of delivery must exist in the Terms of deliveryform ( Accounts receivable> Setup> Distribution> Terms of delivery).

Requested receipt date

The date the customer originally wants to have the order delivered.

Requested ship date

The date the selling company should ship the order to meet the customer's requested receipt date.

Delivery date control

Select whether to automatically calculate possible shipping and receipt dates.

Delivery reason

Select the purpose of this order, such as sales, transfer to warehouse, or sample.

You can create a list of reasons in the Reasons for delivery form ( Accounts receivable> Setup> Distribution> Reasons for delivery).

Note
The value will be printed on the packing slip only if you select the Shipping detailscheck box on the Packing sliptab in the Form setup form.

Reason for export

The explanation for why the goods are exported.

Time zone

The time zone of the shipping location.

If multisite functionality is activated, the site time zone is displayed. Otherwise, the company time zone is displayed.

Payment

Select the payment code that is generated by using the Terms of paymentform.

Cash discount

The cash discount for the current order.

The terms set up for the specified cash discount in the Cash discountsform are used to calculate the discount date and the discount sum granted when you invoice the order.

If a cash discount is specified for the customer in the Cash discountfield in the Customersform, it is automatically transferred to the current order.

Discount pct.

The percentage of the transaction that the cash discount represents.

Multiline discount

If a multiline discount group is selected on the customer account, the group name is transferred automatically to this field. The discount is automatically deducted from the quoted price.

If there are multiline discount agreements in effect for the multiline discount group for the items on the order, a multiline discount retrieved from the Price/Discounttable is shown. However, you must click Multiline discountin the Sales orderform. For additional details, see the Multiline discountfield in the Customersform.

Total discount

If a total discount group is selected on the customer account, the group name is transferred to this field. The discount is automatically deducted from the quoted price.

If there are discount agreements in effect for the line discount group and a corresponding line discount for the item, a line discount retrieved from the Price/Discounttable is shown. For additional details, see the Line discountfield in the Customersform. If a total discount group is associated with the customer, it is transferred automatically when you create the sales order.

If there are total discount agreements in effect for the total discount group, a total discount retrieved from the Price/Discounttable is calculated. However, you must click Total discountin the Sales orderform and use the Total discountfield on the Price/Discounttab in the Itemform. For more information, see the Line discountfield in the Customersform.

Total discount %

The order's total discount percentage.

You can generate the order's total discount percentage by entering a total discount percentage in the Sales orderform and then selecting one of the following methods of calculation:

• Click Totals– Opens the Sales order totals (form). Enter the discount percentage here.

• Click Total discountin the Sales orderform dialog box – Copies the total discount percentage to the Total discount %field.

The latter method of calculation requires that a total discount group has been associated with the sales order and a total discount agreement has been set up in the Price/Discounttable. The total discount group is transferred from the customer's base data when you create the order or when you manually specify the total discount group. For additional details, see the Total discountfield.

Line discount

If there is a line discount group selected on the customer account, the group name is transferred to this field. The discount is deducted from the quoted price.

If there are line discount agreements in effect for the line discount group for the items on the quotation, a line discount retrieved from the Price/Discounttable is shown on the relevant order lines. For additional details, see the Line discountfield in the Customersform.

Misc. charges group

An order miscellaneous charges group can be defined for various costs that are associated with an order. If no miscellaneous charges group is set up on the customer account, you can add one here.

The miscellaneous charges group can be associated with the sales quotation at both the header level and the line level. Examples of the group at the header level are freight, insurance, customs, and postage. Examples of the group at the line level are item-based taxes and piece-based freight rates.

In the Customersform, you can put a customer in a miscellaneous charges group. The group code is transferred to the quotation when you create it.

Note
Click Setup> Misc. chargesto calculate the miscellaneous charges.

Price group

Select the price group for the current quotation.

When you enter an item number and a quantity in a sales quotation line, the system looks for a price set up for the item in the specified price group. If no price is found, the system uses the price in the Itemstable. Alternatively, you can enter the price. The price group must be set up in the Price/discount groups (form).

If specified for the customer in the Customersform, the price group is automatically transferred to the sales order.

For additional details, see the Price groupfield in the Customersform.

Sales order

The sales order number of the confirmed sales quotation. This field is filled in only if the sales quotation has been converted to a sales order.

Campaign ID

The unique identifier for the campaign.

Call list ID

The call list name that is used for telemarketing.

Reason

End the status of a quotation and show the reason for winning or losing the sale.

Confirmation date

The transaction date.

Document title

Enter the title of the quotation that is to be included in the quotation document.

Document introduction

The introductions that you want to include in quotation documents.

Document conclusions

The conclusions that you want to include in quotation documents.

Transaction code

The terms of trade for the current order line that you want to use with Instrastat.

For more information, see Intrastat (form).

Transport

Specify the means of transportation for the current order, for Intrastat reporting purposes.

Port

The port at which the current order is to be loaded. This information is for Intrastat use. For more information, see Intrastat (form).

Statistics procedure

The code for the current statistical procedure.

List code

The indicator of the list code for the current invoice. The list code is used for reporting to the EU sales list.

County of origin/destination

The county within the state of the delivery address, if the country/region is the United States.

Department

Specify a department name.

For more information, see Dimensions (form).

Cost center

Specify a cost center name.

For more information, see Dimensions (form).

Purpose

Specify a purpose name.

For more information, see Dimensions (form).

Item number

The unique, user-defined code that is assigned when items are created. You should not use special characters or spaces in the item number.

Item numbers can be system-generated by linking the item number to a number sequence in Basic> Setup> Number sequences> Number sequences.

Quantity

Enter the number of items for which the customer has asked for a quotation.

If you define a standard sales quantity for the item the Itemform, that quantity will be proposed as a default entry. The quantity is rounded up to the nearest multiple of the Multiplefield value, if you specified one in the Itemform. You can also enter a minimum and maximum sales quantity in the inventory table. If the quantity is not kept within the specified limits, you will be warned before the quantity is approved. For more information, see the Unitfield.

Unit

The unit in which the item is sold. The unit measurement cannot be changed when the sales order has been used in one or more transactions.

The sales unit and inventory unit are closely related. For example, the item might be stocked in pounds and sold in ounces. The sales unit mirrors the customer's inventory unit. See the description of the Unitfield. Set up the actual conversion between different units in the Unit conversion (form).

Unit price

View or edit the sales price of the item from the Itemform.

Discount

Enter a line discount amount.

The amount can also be generated from the line discount agreements set up in the trade agreements. This requires that the trade agreements are active (see the Activate price/discountform). The calculation of the line discount depends on whether a multiline discount or a combination of line discount and multiline discount should be calculated. See existing options for discount combinations in order lines in the Discountfield on the Pricestab in the Accounts receivable parametersform.

Disc. pct.

Enter a line discount percentage, if it is not generated through the line discount agreements that are set up in the trade agreements (see the Activate price/discountform). The line discount calculation is based on the total line amount after the deduction of discounts and the addition of various order miscellaneous charges. For additional details, see the calculation of line amounts in the Net amountfield. When you update the sales invoice, the discount is posted to those discount accounts defined in the System accountsform.

Net amount

The total price of the order line after you deduct discounts and add other costs (miscellaneous charges). The line total is calculated as follows: Quantity * (((Unit price - Line discount total) / Price unit) + Miscellaneous charges) * (100 - Discount percentage)

Item name

The item description that is retrieved from the Itemform.

Text

Enter the relevant item description for the actual language. The text for the default language is shown in the Textfield on the Generaltab in the Itemform.

External

The customer item number.

The date and time when the record was created.

Lot ID

The identification of the item lot.

Quantity

The quantity that is ordered, in inventory units.

Overdelivery

Enter the accepted over-delivery in a percentage.

Underdelivery

Enter the accepted under-delivery in a percentage.

Requested receipt date

The date that the customer originally wants to have the order delivered.

Requested ship date

The date that the selling company should ship the order to meet the customer's requested receipt date.

Delivery date control

Select whether to automatically calculate possible shipping and receipt dates.

Mode of delivery

The mode of delivery for the current order.

Ledger account

Record a sale directly in the sales account, regardless of any association the item group may have with specific sales accounts in the posting setup for the item group.

Item sales tax group

Transfer the item's tax group from the item's base data to the order line.

When the order is invoiced, tax-related transactions are generated automatically. For more information about how to set up item tax groups, see Item sales tax groups (form). For more information about how to set up tax codes and rates, see Sales tax codes (form).

Sales tax group

Transfer the customer's tax group to the sales order and, from there, to the order line.

When the order is invoiced, tax-related transactions are generated automatically. For more information about how to set up tax groups, see Sales tax groups (form). For information about how to set up tax codes and rates, see Sales tax codes (form).

Sales group

The quotation item line's sales group.

For more information about the sales group, see the Sales groupfield information in the Sales orderform.

Item tagging

Indicates whether item tagging is mandatory.

Case tagging

Indicates whether case tagging is mandatory.

Pallet tagging

Indicates whether pallet tagging is mandatory.

Delivery name

The name or company name of the delivery address.

Street name

The street name of the delivery address.

ZIP/postal Code

The ZIP/postal Code of the delivery address.

City

The city of the delivery address.

County

The county within the state of the delivery address, if the country/region is the United States.

State

Specify the state of the delivery address.

Country/region

The unique identification of the country/region. This identification can be attached to other tables, such as customers and vendors.

Delivery address

Enter the address and ZIP/postal Code, and the rest will be inserted if the code exists in the ZIP/postal Code table.

Discount

A calculated or manually entered discount amount for the item line.

Disc. pct.

A calculated or manually entered discount percentage for the item line.

Multiline discount

The multiline discount per price unit.

Multiline discount %

The multiline discount percentage.

Sales misc. charges

The calculated miscellaneous charges that are independent of the quantity on the quotation line.

Price unit

The quantity of the item that is covered by the sales price.

Reference type

The item reference number of the associated inventory lot.

Reference number

The production order line that the current sales line covers.

Reference lot

The lot identifier of the item.

Bar code

The item's bar code in numbers.

Bar code setup

The item's bar code type. For information about setting up and using bar codes, see the Bar code setupand Item - bar codeforms.

Transaction code

The terms of trade for the current order line that is used with Intrastat.

For more information, see Intrastat (form).

Transport

Specify the means of transport for the current order, for Intrastat reporting purposes.

Port

Select the port where the current delivery is loaded. This is used in Intrastat reporting.

Statistics procedure

Select the code for the current statistical procedure, for Intrastat reporting purposes.

Triangular deal

Specify whether a deal is a triangular deal.

County of origin/destination

The county within the state of the delivery address, if the country/region is the United States.

Sub-BOM

The bill of materials number for a specific sub-bill of materials. If this field is blank, the active number is used.

Subroute

The route number for a specific subroute. If this field is blank, the active number is used.

Product model number

The product model identification.

Packing unit

Select a packing unit.

Packing units are used to calculate packaging material weights, packaging material fees, or both. If a packing unit has been defined for the selected item, the packing unit is loaded automatically.

Packing unit quantity

Enter the packing unit quantity.

The packing unit quantity is used to calculate packaging material weights, packaging material fees, or both.

If a packing unit has been defined for the item, the quantity is calculated automatically, based on the ordered quantity (in inventory units) divided by the packing unit factor of the selected packing unit.

Department

Specify a department name.

For more information, see Dimensions (form).

Cost center

Specify a cost center name.

For more information, see Dimensions (form).

Purpose

Specify a purpose name.

For more information, see Dimensions (form).

Configuration

Select an item configuration to specify an item with specific attributes.

For more information, see More Help….

Size

Specify the size of the item.

Color

Specify the color of the item.

Site

The site from which to ship the ordered items, as specified in the Create quotationform. .

Warehouse

The warehouse to take the ordered items from.

Batch number

Specify the batch number dimension

Location

Select a location in a warehouse.

Pallet ID

Select a unique identifier for the pallet (Serial Shipping Container Code)

Serial number

Specify the serial number dimension.