Price Quotations tab allows preparing price quotations. If necessary, prepayment invoices, sales invoices and credit invoices can also be created. After saving, invoice will move to the correct tab automatically.
Adding a price quote does not create accounting entries. Price quotes can be sent to a buyer; subsequently, confirmed price quotes can be used for creating sales invoices. In order to do this, open the respective confirmed price quote and click on the ‘Copy’ button.
Price quotes can be filtered and sorted. It is possible to filter according to the start/end date, status and buyer. Once you have selected parameters for the filter, you need to click the ‘View’ button in order to display the results; if you want to clear the filter, you need to click on the ‘Clear filter’ button. For filtering, you can enter search dates on the start and end date fields. If you enter only the start date, the program will search for entries made on and after the respective date. If you enter the end date, the program will find all entries made until that date. If you enter both the start and the end date, the program will find all entries within that period.
It is possible to sort according to name, date, due date, buyer, sum and status. Price quotes list can be displayed in the program or saved and opened in PDF or Excel.
A new price quote can be added by selecting Billing > Sales invoices > Price quotations > Add a price quote from the program menu.
A window opens that contains:
Under General Information:
• Type – default type is price quotes; however, prepayment invoice or sales invoice can also be created if necessary.
• PDF template – a selection of various invoice templates. When selecting Settings > General settings > Invoice data, it is possible to set a default template.
• Invoice date – date can be selected from a calendar or entered manually.
• Turnover date – can be selected from a calendar or entered manually. When price quotations are confirmed, e-Financials does not create accounting entries. The turnover date is significant only once you have prepared a prepayment invoice or a sales invoice from the price quote by copying.
• Currency – if you would like to create a price quote in another currency, this allows selecting the correct currency. After selecting a currency, ‘Exchange rate’ row with gross amount in EUR will appear. Exchange rate row displays the exchange rate and date of extracting the rate from the bank. If necessary, exchange rate can be changed; rate that appears automatically must be deleted and the necessary rate entered. In this case, the date disappears. ‘Gross amount in EUR’ displays the amount in euros (it cannot be altered). (Currencies can be activated in the Active Currencies sub-module of the Settings module).
• Receivables account – account for which an invoice is created that is necessary when price quote is used for creating a prepayment invoice or a sales invoice.
• Mark as paid – it can be used to indicate that an invoice has been settled. It is necessary for creating a prepayment or a sales invoice based on a price quote.
Information about the manner of settling an invoice must be entered on the ‘Account’ field: in cash, from a bank account or a transaction with reporting persons.
Date of calculating the invoice is added automatically to the ‘Payment date’ field; it is possible to change this.
In order to add the possibility of marking an invoice as paid from a bank account, this feature must first be activated in the Settings module. Go to Settings > General settings > Program settings > Change and selectAllow marking as paid by bank account and save.
• Sales invoice contains trade secrets – necessary when price quote is turned into a prepayment invoice or a sales invoice.
• Intra-Community supply – it is necessary when creating a prepayment or a sales invoice based on a price quote.
Under the Buyer:
• Buyer – required field. Buyer can be selected from a list or a drop-down menu. A new buyer can be added with the ‘New Buyer’ button. If ‘Due date / term days’, ‘Delinquency charge percentage per day’ and ‘Reference number’ have been marked on the buyer card, then these fields are automatically filled in after selecting a buyer; however, these can also be changed manually. If the ‘Due date / term days’ and ‘Delinquency charge percentage per day’ differ on the buyer card from the ones on the selected invoice template, then the information on the buyer card is displayed on the sales invoice.
• The place of supply of goods – the country of supply of goods can be selected from a drop-down menu. Default setting is Estonia. It is necessary for creating a prepayment or a sales invoice based on a price quote.
• Invoice number – it is possible to select invoice series. Invoice series can be selected from the menu: Settings > General settings > Invoice series > Add a new entry. Once you have added due date in days and delinquency charge percentage to the invoice series card, this information will be displayed on sales invoices; however, if a buyer has a set due date and delinquency charge %, then the information entered on the price quote is replaced with information on the buyer card.
• Reference number – recommended field. It is necessary for creating a prepayment or a sales invoice based on a price quote.
• Due date / term days – a required field that is filled in according to the invoice series; however, if a buyer has a personalized due date, then the information on the price quote is replaced with the information on the buyer card. It is necessary for creating a prepayment or a sales invoice based on a price quote.
• Delinquency charge percentage per day – an obligatory field that is filled in according to the invoice series; however, if a buyer has a personalized delinquency charge percentage, then the information on the price quote is replaced with the information on the buyer card. It is necessary for creating a prepayment or a sales invoice based on a price quote.
• Internal notes – displayed in lists with a green exclamation mark by the invoice name. Internal notes can be used for leaving comments for internal use; the information is visible in the invoice window and is not added to the invoice that is sent to the buyer.
• Additional information to customer – price quotes that are sent to the customer are displayed.
Under Products/Services:
A new product can be added by clicking the ‘Add a new product’ button. Product/service row can be deleted by clicking on the cross at the end of the line. Adding a product/service row is mandatory. Another line for product/service can be added by clicking the blue ‘Add a new product/service’ button.
Products/Services section consists of two tabs: Discounts and Cost/Profit Centers.
Discount tabcan be used for entering the name of the product/service, name on the invoice, amount, unit, unit net price, discount %, discount total, net total and VAT %. Product/service name can be entered by searching or selecting it from the product/service drop-down menu.
Cost/Profit Centers tab– is visible on price quotations only when the Cost/Profit Centers sub-module has been activated and cost/profit centers added to it. To do this: Settings > General settings > Program settings > Change > select Activate cost/profit centers module.
After the required fields are filled in, click on the ‘Save’ or ‘Save and confirm’ button.
Saved price quote can be confirmed, changed, copied and deleted.
Saved price quote window displays:
• General information about the invoice: invoice date, turnover date, gross sum, invoice file (visible as a sales invoice in PDF format), existing uploaded paper invoice (it is possible to upload an invoice that was issued earlier).
• Buyer’s information: buyer, the place of supply of goods, invoice number, reference number, due date / term days, delinquency charge percentage per day.
• Product/service rows: product/service rows that were entered on the sales invoice are displayed.
Confirmed price quotecan be sent to a customer as a digital invoice, e-mailed, copied; in addition, the confirmation can be voided.
Confirmed price quote window displays:
• General invoice information: invoice date, turnover date, gross sum, invoice file (sales invoice in the PDF format), existing uploaded paper invoice (it is possible to upload a price quote that was issued earlier).
• Buyer’s information: buyer, the place of supply of goods, price quote number, reference number, due date / term days, delinquency charge percentage per day.
• Product/service rows: product/service rows that were entered on the price quote are displayed.
• Invoice sendings – once a price quote is sent to a buyer, this section contains information on the manner of sending, time of sending, name of the sender, information of the recipient (name of the entity, e-mail addresses, an operator in the case of e-invoice), and the status of the sent price quote (sent/rejected) with date and time. This section is only displayed when a price quote is sent to a buyer as a digital invoice or via e-mail.
Deleting a price quote
A saved price quote can be deleted by clicking on the ‘Delete’ button in the price quote window. A confirmed price quote can be deleted by clicking on the ‘Void Confirmation’ button and then on the ‘Delete’ button in the price quote window.
Preparing an invoice based on a price quote
In order to prepare an invoice based on a price quote, click on the ‘Copy’ button in the price quote window, then select ‘Sales invoice’ as the type. This way, both the price quote and the sales invoice based on it can be opened later. We recommend you add the number of the price quote in the ‘Additional information’ field.