Setting Up Quotes or Orders – Surf

Quotes

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Quotes & Orders.

3. The Sales Quotes & Orders page appears. To add a quote, click Add Quote.

Tip

3. The Sales Quotes & Orders page appears. Click Add Quote.

4. The Sales Quote page appears. Set up the following information.

FIELD	STEP
QUOTE DETAILS heading
CUSTOMER/PROSPECT	To select the customer, click and click the customer name from the Customer Search window. To set up a customer record on the go, click New.
ACCOUNT MANAGER	Select one of the users as the account manager.
QUOTE NUMBER	Depending on the settings, the quote number can be automatically or manually set. If this is your first sales quote, you are required to provide a unique sales quote number. If auto-numbered, you need to provide a unique number to the first sales order and all subsequent sales orders will be numbered sequentially. For example, if the first quote number is 100, then subsequent quotes will be numbered 101, 102 and so on.
P.O.NUMBER	Not applicable.
STATUS	Select the status of the quote. You have the following choices: Open: The quote status is open. You can set up a sales invoice based on the quote. Closed - Won: The customer has accepted and the quote is closed. Closed - Lost: The customer has not accepted the quote and the quote is closed.
QUOTE DATE	Quote setup date. It depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list. You can set the quote date up to 5 years beyond the current set accounting period.
ADDRESSES & ATTACHMENTS heading: Enter the invoice and delivery addresses.
Product	To select a product, click to select the product from the Product Search window. To create a product record on the go, click New on the Product Search window.
Description	Product description is auto-filled. You may update the description.
Quantity	Product quantity.
Price	Price per unit is auto-filled based on the product settings. You may manually update the price.
Discount %	Discount, if any. It is auto-filled if you set up any default discount during customer record setup.
GST %	Applicable GST percentage.
Account	Account code is pre-configured. You may update it from the Advanced options.
Net Amount	Net quote amount.
ADD PAYMENT TERMS	Custom payment terms and conditions.
NOTES	Notes.

5. To save the quote record, click Save.

Sales Order

1. Log in and click the required business.

2. The Customers page appears. Click Sales > Quotes & Orders.

3. The Sales Quotes & Orders page appears. To set up a sales order, click Add Order.

4. The Sales Order page appears. Set up the following information.

FIELD	STEP
QUOTE DETAILS heading
CUSTOMER	To select the customer, click and click the customer name from the Customer Search window. To set up a customer record on the go, click New.
ACCOUNT MANAGER	Select one of the users as the account manager.
ORDER NUMBER	Depending on the settings, the order number can be set automatically or manually. If auto-numbered, you need to provide a unique number to the first sales order and all subsequent sales orders will be numbered sequentially.
P.O.NUMBER	Enter a unique purchase order number.
QUOTE/S.O. NO.	To set up the sales order from a sales quote, click and select the quote and the product details will be populated in the table. Note that the quote needs to be in the Open status.
STATUS	Select the sales order status. You have three choices: Open: The order status is open. You can set up a sales invoice based on the order. Closed - Won: The customer has accepted and the order is closed. Closed - Lost: The customer has not accepted the order and the order is closed.
ORDER DATE	Order setup date. It depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list. You can set the order date up to 5 years beyond the current set accounting period.
DUE DATE	The due date depends on the customer-specific credit terms. You can also set custom credit terms.
ADDRESSES & ATTACHMENTS heading
Product	To select a product, click to select the product from the Product Search window. To create a product record on the go, click New on the Product Search window.
Description	Product description is auto-filled. You may update the description.
Quantity	Product quantity.
Price	Price per unit is auto-filled based on the product settings. You may manually update the price.
Discount %	Discount, if any. It is auto-filled if you set up any default discount during customer record setup.
VAT %	Applicable VAT percentage.
Nominal	Account code is pre-configured. You may update it from the Advanced options.
Net Amount	Net order amount.
ADD PAYMENT TERMS	Custom payment terms and conditions.
NOTES	Notes.

5. To save the quote record, click Save.

Related Features

Certain quote or sales order information — VAT %, Nominal code and Net Amount — are not normally editable . The Advanced feature allows you to update such information while the History feature allows you to view a product purchase history by different customers. The features are described below.