Sales (AR) / Quotation

1.0. Sales Quotation

How to issue a New Quotation?


As an OCi SAM user, issuing a new quotation is a fundamental step in the sales process. It allows you to formally present your company's offerings, including products or services, their prices, quantities, and any applicable terms and conditions to a potential customer.
Generating a clear and accurate quotation is crucial because it sets the foundation for a potential sale, manages customer expectations, and serves as a reference point for subsequent order processing and invoicing.
By using the "New Quotation" feature in OCi SAM, you can efficiently create professional-looking documents, track your sales pipeline, and ultimately contribute to the growth of the company by converting prospects into valuable customers.

Alert
STEPS: 
  1. Go to Sales > Quotation
  2. Click SALES Activity
  3. Click QUOTATION module
  4. Click NEW
  5. Customer Select: 
    EveryDay Customer Pte Ltd
  6. S/N enters: 1.
  7. ITEM select: SVC001
  8. DESCRIPTION: 
    Collect From: Changi Airport
    Deliver To: Jurong Island
    Contact: Mr Ho
  9. QTY enter: 20
  10. Check amount is 1,712.00
  11. Click ADD
    To save the document

What is Sub-Table Control Buttons? 
[+], [-], [↑], [↓], [$], [S] and [*] 


Sub-Table Control Buttons in OCi SAM are interface elements within document creation screens,
such as quotations or invoices, that allow users to manage the rows of information within a sub-table,
like itemized product lists.
These buttons are essential for accurately building documents by enabling you to add new items,
remove incorrect entries and rearrange the order of items to ensure clarity and logical flow within the document.
Some buttons are for you to check your certain information on the move, example last quote price, specific stock level, etc.

STEPS:
  1. Go to Sales > Quotation
  2. Click New or Edit any document
  3. Lookout for the square buttons displayed along the Left side of the sub-table.
  4. Buttons [+] and [-] enable user to add or delete rows to the document content.
    Note that every row added must have item code selected, otherwise the system will not this document to be saved.
  5. Buttons [↑] and [↓] are to move the row Up or Down respectively.
    This enables you to put them into the right sequential order.
  6. Button [$] enable you to check the past selling prices.
    Note that with this you are also able to check selling prices to other customers for the same item (where your cursor is).
  7. Button [S] check on the stock status for this item
  8. Button [*] will batch update of the detail content in the sub-table. E.g. S/No or Unit Prices

What is Contract, Approved, Close & Import to Invoice in Quotation?


Understanding "Contract," "Approved," "Close," and "Import to Invoice" statuses within the Quotation module of OCi SAM is crucial for users to effectively manage the sales lifecycle.
Knowing when to mark a quotation as a "Contract" signifies a formal agreement, changing a quotation to "Approved" indicates progression towards a sale,
"Close" helps to finalize and archive completed or lost opportunities, and "Import to Invoice" streamlines the process of converting a successful quotation into a billable document,
ensuring accurate record-keeping and efficient workflow from initial offer to final invoice.

Alert
STEPS:
  1. Go to Sales > Quotation
  2. Lookout for the Checkboxes around mid-bottom of the module.
  3. CONTRACT
    Tick on Contract if you want the system to monitor fulfilment status.
    Meaning quantities committed in Order versus quantities Delivered.
  4. APPROVED
    This will mark this Quotation as a confirmed order.
  5. CLOSED
    This will stop the system from monitoring this Quotation in Outstanding Quotation Report.
    It will also make this Quotation unavailable import to D.O. or Invoice
  6. IMPORT TO INVOICE
    By default, after Quotation you should be doing D.O.
    However, if you not issuing any D.O. but issuing the invoice afterward, you must Tick this box

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