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The Sales Order Quote feature in Service Geeni enables you to create detailed quotations for customers, including stock and miscellaneous items, pricing, delivery details, and more. This guide provides a step-by-step walkthrough of how to raise a Sales Order Quotation, including how to reserve stock or raise a part request after creating the quote.
Getting There
To access this module:
Navigate to the Records module.
Click on the Quotations.
Click the Create New Quotation button. This opens the Quotation window.
Create a Sales Order Quotation
In the dropdown box labeled Please select the type of quote that you would like to raise, choose Sales Order Quotation.
The Sales Order Quotation screen is divided into two main sections:
General Information
SKU Section (Stock & Miscellaneous Items).
General Information
In this section, you’ll fill out key details about the customer and the quote.
Customer Account: Account number of the customer (Mandatory).
Site ID: Identifier for the customer's site location.
Invoice To Site ID: Check this box if the invoice should go to the selected site.
Primary Contact: Main contact person for the customer.
Delivery Address: Address where items will be delivered.
Branch: The branch responsible for the quote (Mandatory).
Telephone: Customer's contact number.
Payment Terms: Agreed-upon terms of payment (Mandatory).
Email: Email address for correspondence.
Contact: Name of the person to contact regarding this quote.
Delivery Charge: Any delivery fee to include.
Quote Template: Predefined format/template for the quote.
Delivery Date: Date of expected delivery (Mandatory).
Date of Quote: The date the quote is created (Mandatory).
Quote Valid Until: Expiry date for the quote validity.
Notes: Any additional information related to the quote.
VAT Code: Applicable VAT code (Mandatory).
SKU Section (Stock & Miscellaneous Items)
In the SKU section, you can add either Stock or Miscellaneous items to the quote.
Click Stock to add stock items.
Click Miscellaneous to add non-stock items.
When you add an item, the records section with populate with the following columns:
SKU/Miscellaneous: Item number of SKU/Miscellaneous.
PA Code: PA code description.
SA Code: SA code description.
Use Individual Part Sell Prices: Whether to use specific selling prices per item.
Selling Price: Price at which the item is sold.
Cost Price: Cost to your company for the item.
Discount %: Discount applied (if any).
Description: Description of the item.
Total: Total price after quantity and discount
Free Stock: Amount available in stock.
On Hand: Total amount physically.
Add a Stock Item
To add a new stock item:
Click the Stock button.
Under the SKU/Miscellaneous column, click the ellipsis (…) to Select an SKU.
Choose the desired item from the list or use the text box of search criteria section to search specific SKU.
All item details will auto-fill in the row.
You can edit the Quantity and Selling Price.
Adding Miscellaneous Items
You can add a Miscellaneous item in much the same way:
Click the Miscellaneous button.
Similar to Stock items, select the item.
Editable fields:
Quantity
Selling Price
PA Code
SA Code
Saving or Raising the Quotation
At the bottom of the screen, you’ll find the following options:
Raise Quotation: Submits and processes the quote.
Save as Draft: Saves the quote without submitting.
Cancel: Cancels the quote creation process.
Validation Alerts:
If the Quantity is left as 0, an alert will say: “Quantity is Required.”
If the Selling Price is left as 0, a confirmation will ask: “Do you want to set Selling Price as 0?”
Before raising the quote, a confirmation pop-up appears:
“Quotation will be raised. Please confirm you want to Raise Quotation.”
Click Yes to proceed.
A PDF version of the quote will open in a new browser tab.
Once the quote is raised, another pop-up will ask: “Do you want to reserve stock or raise a part request for the stock on the quotation?”
Your options are:
Stock Reservation
Part Request
No
Learn more about Stock Reservations and Part Requests here: