Quote Details

From Polygon Back Office,

Access the Quotes File by selecting Accounts from the main menu, then selecting Quotes File,

Click the New button to create a new Quote, or,

Highlight a Quote you wish to view or modify, then click the Change button, or,

From Polygon Back Office,

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

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 load the Quotes file for this Client,

Click the New button to create a new Quote, or,

Select the Quote you wish to view or modify, then click the Change button.

Entering General Details:

Client - Click the browse button to select the client whom this quote is for;

Date - Select today’s date or enter another date in the Date field;

Quote Number - Record the quote number here;

Supplied Date - If the quote is to be marked as Supplied, enter the supplied date here.  If no date is entered this quote's supplied status will be Not Supplied;

Stock Quote - Tick this box if the quote items will be including PLUs which have been recorded in the Polygon POS Management PLUs File.  This can increase the efficiency of entering quote items because products can be selected directly from the PLU list.  If this tick box is un-ticked, this quote will be limited to manually entered quote items;

Tax Exclusive - Ticking this tick box indicates that item prices in this quote are excluding GST and that GST will be calculated and added to the Quote Total.  

Please note: If you have tagged this quote to “Use GST Exclusive Amounts" please ensure that you enter the the GST Exclusive price of each item. The system will calculate the GST Total and add this to the Subtotal to calculate the Quote Total.  This tick-box can be un-ticked if you want to enter prices as GST Inclusive.

Quote Details - Enter a description of this quote, or click the pick list button to select a quote description from the Pre-set Quote Description pick list.  

The addresses tab allows entry of a business address and a delivery address for this quote.  When a client is selected from the General tab, the address information is automatically filled.  This information can be edited if changes are required.  

The delivery address can be automatically filled to match the business address by clicking the Use Business Address button.  

The Notes tab is a free form field which allows you to enter additional information relevant to this quote.

Note: To easily see if notes have been entered for the quote.  Look for a magnifying glass icon shown on the notes tab.  If the magnifying glass icon isn't shown there are no notes for this supplier.  

The lower part of this form is used to specify which items are included in this quote.  Items can be PLU Items - selected from the PLU File or Non-PLU Items which are manually entered.  

PLU Items

If the Stock Quote tick box (shown on the General tab) is ticked, two lists will be shown.  The top list allows PLUs to added by clicking the Line Item button , then highlighting a PLU from the PLUs File pick list and clicking the Select button.  Repeat this process to add additional PLUs.

The item Description, Packs(quantity), Price, Discount, Extended (price x packs) and GST Type can be edited for each item in this list.  

•Update PLU item price in file - Important: If this tick box is ticked, any changes made to PLU prices in this quote will also be change the price of the PLU record in the PLU File.  If you want to change the price of an item for this quote only, remember to un-tick this tick box.  

•Deleting Items - If a mistake is made, quote items can be removed by selecting the quote item's row and then clicking the Delete button to the right of the list.  

Note: There is a separate Delete button for the PLU Items list and the Non-PLU Items list.  

Non PLU Items

This second list allows you to add non-PLU items to this quote.  This can be used to record items which aren't available from the PLU file, such as quotation fees and shipping charges.  

•Descriptions - Descriptions can be manually typed for each item in the list or selected from a list of commonly used item descriptions by clicking the Line Item icon . This will display the Pre-set Non-Stock Items pick list which enables you to record and re-use commonly used descriptions.  

•When adding a non stock item to a quote, an account, amount and GST type must be specified.  

•Account - Click the Line Item icon (next to the Code column) to select the account the sale of this item will be recorded to, or, type the account code manually into the Code field.  The account name will be displayed in the Account column.  

•Amount - Enter the price of this item in the Amount column.

•GST Type - Select the GST Type of this item from this list box.

When a quote is created, a Client quote Non PLU Item is added automatically.  Select an account and enter any quotation fee here.  If no quotation fee is applicable, this entry should be deleted by highlighting this row and clicking the Delete button to the right of this list. Note: There is a separate Delete button for the PLU Items list and the Non-PLU Items list.  

Before printing a quote, save any changes by clicking the OK button.  Re-open the quote and click the Print button.  A Report Selection Criteria window will be shown, if you will be printing to paper which has a letterhead, tick the Select Letterhead tick box to allow extra space at the top of the report.  This report can be saved, printed or converted to CSV format which can be loaded into spreadsheet programs.  

Quotes are tagged as being Accepted when the Client places an order for the stated Goods and Services.  To do this:

•Select the required Quote and press the Change button;

•Enter the date accepted in the Date Accepted field;

•The Quote's status will be changed from Pending to Accepted

Press the OK button to save changes.