Creating a Sales Estimate
Creating sales estimates in XoroERP involves entering details of items and services for which your customers have requested a quotation. By doing so, customers can grasp the details of the items and associated costs, making it easier for them to accept the estimate.
Entering a Sales Estimate
When entering an estimate, you'll start by entering essential header-level information, such as the store, customer details, order date, and validity date.
Estimate header fields
Sales
Sale Store
This is the store from which the sale is being processed.
Sales
Ship Store
This is the store from which the estimate is being shipped. You can change this store if the goods are being shipped or picked up from another location.
Sales
Payment Term
You can specify the agreed-upon terms of payment for the estimate, defining when and how the customer should make the payment.
Sales
Ref No
A reference number can be entered here. Often this can be to an old Estimate# or an Estimate# from another system.
Sales
Select Customer
Type a name, phone number, or email here to select a customer for the order. Click the "i" icon (
) for more details on the selected customer.
Sales
Customer Tax Code
This is the tax code associated with the customer record. Changing this allows you to apply a different tax code to all the items in the SO. This field should be automatically fetched once a customer has been selected. This field can also be configured to be calculated automatically based on the customer's shipping address for customers from the US and Canada.
Sales
Date
This is the date the estimate is being recorded.
Sales
Valid Until Date
Select a date here to keep a track of how long this estimate will be valid for. By default, the validity of the estimate is 60 days. However, you can update the time period for the valid until date in the "Date offsets for Sales Order, Estimate and Invoice Date" app config.
Sales
Sales Rep
This is the Sales Rep for this estimate. Once a customer has been selected, this field will automatically be filled.
Sales
Follow Up Date
Select a follow-up date for the estimate here. This date is used in the Sales Rep Dashboard to indicate Estimates that need following up. By default, it is one week after the estimate date. However, you can update the time period for the follow-up date in the "Date offsets for Sales Order, Estimate and Invoice Date" app config.
Sales
Require Advance Payment
Use this field to enter an advance payment that is required from the customer; you can select an absolute amount or percentage of the order. This payment will be required to process the sales order.
Sales
Project/Class
Select a project or class to associate with this estimate.
Shipping
Ship Method
This field enables you to select the preferred method of shipment for the estimate. Select "Pick Up" if the customer is picking up the goods by themselves. Select "Delivery (Own Truck)" if your own company’s truck will be used for the delivery. Select "Delivery (Third Party)" if an external company will be shipping the goods for you.
Shipping
Ship Via/Carrier
Specify the carrier or shipping service responsible for delivering the order to the customer. If Delivery (Own Truck) is selected, the company’s own carrier can be selected. If however Delivery (Third Party) is selected, choose another company’s carrier for shipping (FedEx, UPS, etc.).
Shipping
F.O.B
Specify the freight on board - origin or destination.
Shipping
Total Weight
Specify the total estimated weight of the shipment for tracking and logistics purposes.
Shipping
Shipping Account Number
This field allows you to enter the unique identification number associated with a shipping or freight account. This number is used by shipping carriers or freight companies to track and bill shipments.
Shipping
Shipping Terms
This field allows you to specify the Shipping Terms options for the estimate. Available options are- Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing.
Shipping
Ship Service
This field allows you to specify the type of shipping service for the estimate, such as Standard Ground, Express Overnight, Two-Day Delivery, etc.
Shipping
Ship Package Type
This field allows you to specify the type of packaging used for the order shipment, such as "Box," "Envelope," or "Pallet".
Shipping
Shipping Notes
This field allows you to add any relevant notes or instructions related to the shipment.
Shipping
Estimated Ship Date
This field allows you to specify the date on which the order is estimated to be shipped.
Shipping
Shipping Cost
You can specify the total cost that will be incurred for shipping the order in this field.
Shipping
Tax Code
This field allows you to specify the tax code applicable for the shipping charges.
Shipping
Shipping Tax Amount
Specify the amount of tax applied to the shipping costs here.
Shipping
Total Amount
This field displays the overall total cost of the shipping, including shipping taxes.
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Bill To Address
This field displays the billing address for the estimate. When you select a customer, this field is automatically populated with the associated billing address, which can be edited as needed.
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Ship To Address
This field displays the shipping address for the estimate. When a customer is selected, this field is automatically filled with the corresponding shipping address. You can choose other addresses from the drop-down menu or edit the address by clicking on it.
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Exchange Rate
If the estimate is for a foreign customer, the "Exchange Rate" field allows you to specify the conversion rate for currency exchange.
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Customer Message
In this field, you can enter a personalized message for the customer or choose from pre-written messages to include in the estimate printout.
Footer
Memo
This field provides space for writing notes or any additional information related to the order. This allows you to add important details or instructions that need to be considered during order processing.
Adding Lines to an Estimate
After inputting the header level information in the estimate, you'll proceed to enter line-level details, which encompass the specific goods and services requested by the customer. In the line-level section, you can add individual items, and specify their quantities, unit prices, and any applicable discounts or taxes.
There are multiple ways to add an item to a sales order and are listed as follows:
Add Item: This option allows you to add a single item at a time to the estimate, ideal for quickly including individual items with specific attributes or quantities. To use this option, click the "Add Item" button in the Estimate Details section.
Advanced Variant Finder: With the Advanced Variant Finder, you can efficiently bulk add items using a variant grid view, perfect for managing complex product configurations or multiple variants in a single operation. To use this option, click the "Advanced Variant Finder" button in the Estimate Details section. XoroERP allows you to update the price of the item directly from the Advance Variant Finder option. This feature is based on the app config, “Enable Price Edit in Advance Variant Finder”.
If this configuration is turned ON, a new price field will be displayed in the Advance Variant Finder pop-up. By default, the price field will be automatically pre-filled with the minimum price obtained from all items with the same Option 1. For example, if the Option 1 code is "XL" and there are 5 items with "XL," the minimum price from those items will be set as the default value in the price field.
Users have the liberty to modify the price in the field as needed. You can update the price according to your specific requirements.
However, please note that, if you manually update the price from the "Unit Price Column", when you open the advance variant finder in the edit state then the price field will be disabled.
Quick Add Items: The Quick Add Items feature enables the bulk addition of items to the sales order using a table form with search capabilities, making it a convenient choice for quickly populating the order with multiple items. To use this option, click the "Quick Add Items" button in the Estimate Detailssection.
Last Ordered Items: This option allows you to bulk add items or easily repeat items from the customer's last ordered items, streamlining the reordering process for frequently purchased items. To use this option, click the "Last Ordered Items" button in the Estimate Details section.
Kit Finder: The Kit Finder feature simplifies adding kits to the sales order, allowing you to efficiently include pre-configured sets of items or components with a single selection. To use this option, click the "Kit Finder" button in the Estimate Details section.
Estimate Line Fields
Item#
The unique identifier for the item.
Item Type
This field displays the type of item, such as inventory, non-inventory, etc.
Description
This is an editable input field that displays the description of the item.
Unit Price
This is an editable input field that allows you to edit the unit price for the item.
Discount Type
Specifies the type of discount applied to the item: Percentage or Flat Amount.
Discount
This field allows you to apply a discount to the item.
Customer Item#
This field display's the item number assigned by the customer in item customer mapping module.
Qty
This is an editable input field that specifies the order quantity of the item.
Uom
This field specifies the unit of measure for the item (liter, unit, kilogram, etc.).
Notes
This field provides the ability to add notes or additional information for the item line.
Tax
This is an editable input field that specifies the tax code applied to the item.
Tax Amount
This field displays the calculated tax amount for the item.
Project/Class
This field allows you to select a project or class to associate with the item line.
EUP
This field indicates the Effective Unit Price for the item after the discount.
Availability
This field indicates whether the item is available or unavailable for sale from its Ship Store.
VAS Item
This is an editable input field that indicates whether the item has a VAS (Value-Added Service) item applied to it or not.
VAS Item Unit Cost
This field displays the unit cost for the Value-Added Service item.
VAS Item Total Cost
This field displays the total cost for the Value-Added Service item.
Amount
This field displays the calculated amount, which is the result of (Unit Price * Qty - Discount).
Alternative Item Number1
This field displays an alternative item number1 for the item, providing additional identification.
Alternative Item Number2
This field displays an alternative item number2 for the item, providing additional identification.
Alternative Item Number3
This field displays an alternative item number3 for the item, providing additional identification.
Barcode
This field allows you to enter the barcode associated with the item.
Pencil Icon
This field allows you to update the item quantity (add a new item or remove any item (set the qty to 0 to remove it)). If the “Enable Price Edit in Advance Variant Finder” app config is on, there will also be an option to edit the price in the advance variant finder.
After completing the header fields and adding items, click on the "Save" button to create an estimate. The system will automatically assign a unique number to the estimate in the format of ES-E000001, where "ES" denotes the sales store code and 1 denotes a sequential series. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered.
When the estimate is converted into a sales order, the SO number remains the same as the estimate number.
The new estimate will be created in the Open status. For more details on the estimate statuses, read Estimate statuses.
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