The Quotations module enables the entry and maintenance of quotations, the printing of free-format quotations and, upon confirmation of the quote by the client, the confirmation of the details into Work in Progress, Sales Orders and Purchase Orders. The Quotations module generates quotes, which emulate sales orders, with up to five quotation quantities per line.
While Quotations may be as simple as a listing of stock parts, the power of the module becomes evident when one or more stock items must be specially made. In these cases, a supporting estimate can be created. This, in turn, may have one or more special parts, which again can be supported by an estimate, and so on, similar to a bill of materials. This process can be extended to fourteen levels, which are then rolled-up to complete the quotation's top level costing.
Prices are calculated through price mark-ups based on a % of individual Labor/material costs, and/or using a specified rate indicator for labor, and/or using an entered price for material. In addition three global markup percentages can be entered all labor, material and the total.
When the quotation is accepted, it can be used to record a sales order and, where necessary, a chain of master and sub-jobs to support it. Purchase requisitions and purchase orders can be created for special bought-out items or when shortages exist for bought-out items anywhere in the Sales Order/Job chain.
Besides using the Quotations module for quoting, SYSPRO has a simplified quoting system that can be used within Sales Order Entry, called Quick Entry. You use the Quick Entry function to enter quotes in a rapid and effective manner without having to enter all the details associated with the entry of a normal order. It is ideally suited to a telesales environment, where speed of entry is important and the facility to enter a quote rather than an order is vital. The quote can be stored for retrieval at a later stage and then converted into an order for a specific customer.
This task outlines the steps you need to follow to set up your Quotations module before you begin to process transactions.
Some of these steps are optional and will depend on how you intend implementing this module.
Navigate to the Set Key Information program.
Indicate the properties and numbering method you require for Quotations.
Quotations can be numbered at company level or at AR branch level.
If you want to set quotation numbering at Branch level then select the Branch option to use the AR Branches program to indicate the next quotation number to use for automatic numbering.
Quotations setup
Define the Configurationand Preferences setup options you require for Quotations.
Use the Quotation Document Format program to define the stationery formats required for printing quotations.
Use the Planners program to define the planners responsible for managing the inventory levels, schedules, and availability of selected items.
Use the Buyers program to define the buyers responsible for purchasing stock items.
Use the Browse on Standard Narrations program to assign user-defined text to specific narration codes.
Use the Salespersons program to define your salespersons and then add a salesperson to each customer using the Customers program.
Use the Reason Codes program to add the reason codes required to cancel a quotation, place a quotation on hold, or reject a quotation.
Use the Browse on Employee Rate Descriptions program to define the descriptions assigned to your employee rates.
Use the Cost Centers program to define your cost centers to collect and report on costs per department.
At least one cost center must be defined before you can create work centers. Against the cost center you assign the default information required for a group of work centers.
Use the Work Centers program to define your work centers for logical groupings of productive units.
Create work centers
Use the Work Center Move Matrices program to indicate the movement times between your work centers.
Use the Capacity Calendar Maintenance program to define the daily capacity of each individual work center.
You can overlay the Company calendar to establish available capacity. Non-working days from the Company calendar become non-working days for the work center.
Use the Machines program to define your machines and the standard time available time on each machine.
Use the Employees program to define the employees who work in your factory, together with their monthly standard times.
Use the Employee Time Unit of Measure program to define the unit of measure conversion factors between employee rate times and work center rate times.
Use the Tool Sets program to define details of the tools used to perform an operation and indicate the quantity of the tool that can be assigned to an operation.
Use the Non-stocked Codes program to create the codes you will use for non-stocked items when creating quotations.
Due to the flexibility of the Quotations system, it is not possible to prescribe a formal sequence of steps to process quotations. This section describes a possible sequence of events for processing quotations.
Optionally use the Estimates program to define the components and operations needed to make a non-stocked item. The enables you to estimate the possible cost of an item that you have not previously manufactured.
Use the Browse on Non-stocked Purchase Prices program to enter prices for non-stocked items.
Use the Quotations program to capture and maintain a number of offers that can be presented to the customer for consideration.
Use the Quotation Batch Printing program to print the quotations.
Use the Quotation Confirmation program to confirm an offer into a sales order or job.
Use the Estimates program to maintain purchase prices or estimates for non-stocked items which have been used in a quotation but do not have a purchase price or valid estimate held against them.
Optionally generate the List of Quotations report to review the quotations currently defined.
Use the Quotation Purge program to remove quotations which are no longer required from the system.
Use the Quotation Purge program to remove non-stocked codes which are not being used in any quotation or which are not quote-specific.