Quotes File

From Polygon Back Office,

Select Accounts from the main menu,

Then select Quotes File, or,

From Polygon Back Office,

Open the Clients File by by clicking the Clients button on the toolbar,

Highlight the Client whose Quote you wish to create/view,

Click the Client Transactions button,

This will load the Client Transactions Form,

Then click the Quotes button.

This will display quotes for the selected client only.

Most Recent Records

When this form loads, the transaction list will automatically display a page of the most recently added quotes.  The number of items which are automatically displayed can be increased/decreased by changing the Auto-Load Transaction Threshold setting in the Polygon POS Management application settings.  See section Polygon POS Management Application Settings > Polygon POS Management > General - Transactional Browse Forms for more information about this setting.  

Filtering by Date

Older quotes can be viewed by, entering a date in the To and/or From text box.  Entering a date in the From text box only will exclude records from before this date.  Entering a date in the To text box only will to exclude records after this date.   Entering both a From date and a To date will display records which are dated within this period.  Leaving the From and To text boxes blank will display a page of the most recently added items (described above).  The To and From date boxes also provide pop-up menus for quick access to commonly used date ranges.  See section Navigation > Quick Entry of Commonly Used Dates for more information on this topic.

Filtering by Client

If you have accessed the quotes file from the Accounts menu, the quotes list can be filtered by which client was specified when the quote was recorded.  To do this click the browse button next to the Client drop down list, then highlight the desired client(s) and click the Select button.

Reminder: If you will be selecting multiple clients, remember to tick the Multi-select tick box on the Clients File pick list.  

Filtering by Supplied Status

The list of Quotes in the Quotes File can be filtered based on their status (Supplied or Not Supplied) status by selecting Supplied, Not Supplied or All from the Show list at the top of the form.  A quote's supplied status is set to Supplied when a Supplied Date is entered in the Quote Details form.  If no date is entered then the Quote status is set to Not Supplied.  When a quote is applied to a client invoice a supplied date is requested and the quote's supplied status is set to Supplied.

Get Records

Once you have entered your filtering options, click the Get Records button to apply the filters and display the requested data.  

The following options are available from the Quotes File:

•To Create a Quote - Click on the New button.  This will load the Quote Details form where you can enter the details of the new Quote;

Handy Hint: To make data entry a more streamlined process you can take advantage of the New From functionality. Highlighting an existing Quote and then clicking on the New From button creates a new Quote and loads it with the same details as the highlighted Quote.  Changes can be made to the new Quote before saving.  This is useful in cases where Quotes share the same characteristics (eg. many of the same quote items) are being entered.

•To Edit an Existing Quote - Highlight the Quote and click on the Change button.  This will load the Quote Details form where you can edit the selected Quote's details.  

•To Delete an Existing Quote - Highlight the Quote and then click on the Delete button, then click Yes to confirm deletion.  

•Reload List - This button is used in multi-user installations where multiple users may be entering data at the same time.  Clicking this button will refresh the displayed data to include any changes made by other users;  

•To Print - Clicking on the Print button generates a PDF report which shows the currently listed Quotes.  This report can be saved, printed or converted to CSV format which can be loaded into spreadsheet programs.  

•Find - To search for a particular Quote, type part of, or all of the Quote's Folio Number into the Find box.  The system will highlight the first listed item to contain this text in its Folio Number. Note: The search only applies to currently listed items.  If an item has been filtered out it will not be included in the search.  

When a filter is applied to the Quotes File, the filtered data is totaled and displayed at the bottom of the form under the heading Total for Selected Period.