AutoCount Sales Quotation
A comprehensive guide to preparing, managing, and printing price offers in AutoCount before a sale is confirmed.
What It Is and How It Works
A Sales Quotation in AutoCount is a document used to prepare, manage, and print a price offer for a customer before the sale is confirmed. It allows businesses to record quoted items, selling prices, discounts, delivery terms, payment terms, and quotation validity in one structured document.
Crucial System Behavior: In AutoCount, a quotation is a sales document for communication and tracking only, which means it does not affect stock movement or generate G/L entries at the quotation stage.
Why Use a Sales Quotation?
Professional Presentation
Present pricing clearly and professionally before a customer places an order, allowing them to review all commercial terms.
Future Referencing & Transfer
Quotations are saved in the system. The sales team can easily refer back to them later and directly transfer them into the next document.
Standardization
Standardize the way you present offers to customers, improving document consistency across your sales team.
Detailed Structuring
Include exact quantities, discount structures, and delivery expectations before the customer commits to purchasing.
What Information Can Be Included?
AutoCount’s quotation screen allows users to capture extensive data at both the document (header) level and the line item (detail) level.
Users can add specific product details, including:
- Item Code & Descriptions
- Expected Delivery Date
- Unit of Measurement & Qty
- Unit Price
How to Create a Sales Quotation
Navigate to the Screen
Go to Sales > Quotation and choose Create A New Quotation.
Fill Header Details
Select your customer and populate the quotation header details (dates, terms, agents).
Add Items and Services
Insert rows manually or search items from the lookup screen. You can utilize AutoCount's tools like instant item information to review price history or stock balance while preparing. Set dates and apply required discounts.
Save & Preview
Save the document and preview the printed layout to ensure proper formatting before sharing with the customer.
Approval and Transfer Control
By default, a quotation in AutoCount is automatically approved, and an approved quotation can be transferred to another document. However, companies needing tighter sales control can adjust this:
Manual Approval Workflow
Remove the automatic approval right in user access settings. Quotations must then be approved manually (especially when quoted prices or discounts require internal review) before they can be transferred.
"Allow to Transfer" Setting
If this option is unchecked on a document, the quotation cannot be transferred forward, giving businesses granular control over the sales pipeline.
Converting to a Sales Order
One of the main advantages of using Sales Quotation in AutoCount is the seamless transfer into a Sales Order upon customer acceptance.
No need to re-enter customer and item details again.
Prevents key-in errors by directly porting existing data.
System recommendation: transferring makes outstanding reports much more meaningful.
Benefits of Using Sales Quotation in AutoCount
Standardized Offers
Helps businesses standardize the way they present offers to customers, ensuring a professional image.
Document Consistency
Improves overall document consistency across the sales team and throughout the entire quotation process.
Reduced Data Entry
Significantly reduces repetitive data entry by allowing easy data retrieval and document transfer.
Seamless Transition
Makes it much easier to manage the transition from quotation to order once the customer accepts.
Clearer Records
Provides a clearer historical record of what was offered, including pricing, terms, and item details.
Better Communication
The structured record supports better communication with clients and ensures smoother follow-up actions.
Typical Sales Quotation Workflow
1. Prepare
Sales team prepares a quotation for the customer.
2. Review & Accept
Customer reviews pricing & terms. Internal approval if needed.
3. Transfer to Order
Quotation is transferred to a Sales Order for processing.
* Note: Both Quotation and Sales Order are non-accounting documents, organizing sales flow without immediately affecting stock or G/L.
Important Note on Legal Terminology
A Sales Quotation should be described as a commercial offer or sales proposal, not automatically as a legal agreement. Whether it becomes contractually binding depends on the customer's acceptance and the company's terms, not merely on the existence of the quotation itself. This wording is safer and more professional.
Frequently Asked Questions
Does a Sales Quotation affect stock in AutoCount?
No. A Sales Quotation does not affect inventory movement.
Does a Sales Quotation affect accounting entries?
No. A Sales Quotation does not affect General Ledger entries.
Can a Sales Quotation be transferred to a Sales Order?
Yes. An approved quotation can be transferred to a Sales Order.
Can businesses control whether a quotation is transferable?
Yes. AutoCount includes approval rights and an Allow to Transfer setting for transfer control.
Streamline Your Sales Quotation Process with AutoCount
Manage customer offers efficiently with AutoCount.
Record quotations, verify sales details, and track customer offers accurately with an integrated system.