Add goods and services to the quotation (free text items)
Free text items are items that do not have a record in the stock control module, and are not sales order items. You can use free text items for anything that requires a value on an order.
To add free text items
Open: Sales Order Processing > Quotations > Enter New Quotation | Quotation Details.
- Click Add items.
- Select Free text item.
-
Enter the line details.
Item line description Enter descriptive text for the line. Quantity Enter the quantity for the order. Selling price unit If required, specify the selling price unit. Unit price Enter the unit price for the item (greater than or equal to zero).
Unit cost Enter the unit cost (in the currency of the order). This is used to calculate the profit level for the item. Unit discount %
Unit discount £
If required, enter or amend the discount percentage or discount amount.
You can specify a line discount in the customer account Documents tab.
Note: To change a discount, you must have selected Override prices and discounts in the user permissions.
VAT rate Accept or amend the displayed VAT rate. Choose when invoices for orders containing free text lines are printed.
Select from the Confirmation required prior to invoicing drop-down list.
The default confirmation method is set in the SOP settings Processing tab. To change this, you must have selected Override Confirmation method in the User permissions.
Delivery dates Accept or amend requested and promised delivery dates.
The dates will default to the dates you have set for the quotation on the Quotation Details tab, but the dates can be changed for each item.
Note: If you need to change the delivery dates for all existing items in the quotation, change the requested and promised dates on the Quotation Details tab.
-
If required, enter Document Comments.
Picking List
Click this to enter comments to print on the picking list.
Despatch Note
Click this to enter comments to print on your despatch note.
-
If required, enter Project analysis and Nominal analysis information.
Project analysis
Select the Project Code and select the project item for Revenue postings from the Project analysis tab.
Note: Project analysis only applies if you have integrated with project accounting. The projects you can choose from are the projects with Allow Revenue selected on their status.
Nominal analysis
Select the Nominal analysis tab to see the default nominal account for revenue.
This is used to post the value of the stock. The nominal account is taken from the stock item record.
If you have selected to allow the amendment of nominal codes in the Invoice and Order Entry tab of SOP Settings, then check the nominal account displayed. Amend the code, if required.
-
To view or change discounts, analysis codes or profit.
Click Discounts, Analysis Codes or Profits.
-
Click Save to add the item to the quotation.
Note: You cannot save the item if the goods and the VAT values are negative.
Other tasks
Add goods and services to the quotation (standard items)
Add an additional charge to the quotation
Add a comment to the quotation
Reference
Create invoice and order items
Invoice and order user permissions
Processing options (SOP settings / Invoice and order settings)
Invoice and order entry (SOP settings / Invoice and order settings)