Updating Quotes
Before updating a Quote you need to Find an existing quote. Once you have found a quote. Click on the Edit link after the show link to the right of the Quote number and date. The Quote header and all the details items will be displayed on the screen. At this point you can update the existing Quote Header and Detail records. Plus, you can add or remove line items.
Click on image to enlarge then the back button to return
Quote Header Update Overview
A Happy Quote Header has input fields that are required. If you remove existing input from a required field you will receive and error when you try to save the quote. Below is the list of required fields for the Quote Header. Many of the fields are self explanatory (i.e Quote Date). Input fields that require further explanation will be detailed below the Field Definitions section. Once all required fields are entered you can either Save Quote or continue updating line items. Click Cancel which will not Save anything. If you see an asterisk above the input column that means it is a required field.
Copy Quote Link
The copy quote link will copy the existing quote to a new quote with an incremented quote sub number. The sub number is the number after the dash. For example if your quote number is 1234-0, the sub number is 0. After you click copy quote a new quote will be generated with the number of 1234-1, new sub number is 1. You will be editing the new quote number after clicking the Copy Quote link.
Tax Override
Happy is evaluating automatic tax calculation packages but we have not found one that fits our cost structure. When you check the tax override box and populate the additional tax total field this will be the tax displayed on the quote. If you have questions regarding tax calculations talk to Happy’s tax expert, Kelli. Tax rate currently does not print on the quote.
Discount Override
Similar to the Tax override this is where you enter a discount for the entire quote. Click the Discount override check box and enter and amount in the Discount field to give a discount to the customer. You can add a discount line item but this amount will not be include in the total quote discount. If there is a discount entered in this field it will print a discount line in the quote sub totals section. If the check box is not checked and there is no discount entered there will not be a Discount line in the sub total.
Quote Header Required Fields
| Field | Required | Description |
|---|---|---|
| Terms | Required | Payments Terms |
| FOB | Required | Free on Board |
| Quote Date | Required | Quote Date |
| Estimated Delivery Date | Required | Estimate of Delivery |
| Shipping Street | Required | Shipping street of address |
| Shipping City | Required | Shipping city of address |
| Shipping State | Required | Shipping state of address |
| Shipping Zip Code | Required | Shipping zip code of address |
Quote Header Input Field Definitions
- Payment Terms
- Customer Payment Terms
- Fob
- Free on Board
- Quote Date
- Quote Submission Date
- Estimated Delivery Date
- Estimated delivery date at Customer site
- Shipping Address
- Address to ship equipment
- Billing Address
- Physical billing Address for the Customer.
- Header External Notes
- Header Notes that print on the Quote that the Customer can see
- Header Internal Notes
- Header Notes that only Happy employees can see
- P.O. Notes
- Header Notes that print with Vendor Purchase Orders
Quote Detail Update Overview
Updating a Happy Quote Detail Line requires certain fields be populated. If you remove data from a required field you will receive an error until all required fields are populated. Below is the list of required fields on the Quote Detail. Some of the fields are self explanatory (i.e Description). Input fields that require further explanation will be detailed below in the Field Definitions section below. Once you have entered all the required fields you can update the line. You can either Save Quote which will save the Quote Detail or you click Cancel which will not Save anything you have entered. If you see and asterisk above the input column that means it is a required field.
Update and Add Detail Line Items
The add and update pages for quote line items function exactly the same.
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Quote Detail Required Fields
| Field | Required | Description |
|---|---|---|
| Description | Required | Part Description |
| Quantity | Required | Quantity of Parts |
| Weight | Required | Weight of Item |
| UOM | Required | Unit of Measure |
| Unit Price | Required | Selling Price |
| Vendor | Required | Vendor providing the item |
| Buyout Unit Price | Required | Cost of item from Vendor |
Quote Detail Input Field Definitions
- Part Number
- Selling Part Number - usually the vendor part number
- Description
- Description of the selling material
- Color
- Color of the material
- Quantity
- Number of items to sell
- UOM
- Unit of Measure
- Weight
- Individual weight of the item
- Unit Price
- Selling unit price of the item
- Taxable
- Identifies the item as taxable
- Total Amount
- Total amount of the line. Quantity times the unit price
- Quote Sub Total
- Sum of all the line items
- Vendor
- The Vendor that Happy is sourcing the item
- Buyout Price
- Unit cost Happy will pay the vendor
- Total Cost
- Sum of all the line item costs
- Vendor Discount
- This is an additional discount the vendor provides Happy.
Vendor Discount does not effect the quote discount it only shows up on the Purchase Order. It will not show up as a line item but as a deduction in the totals - Margin
- Happy’s margin for the item
- Quote Margin
- Happy’s margin for the entire quote
- Detail External Notes
- Prints on the quote after the product line item prints. Notes will print in italics and delimited by asterisks
- Detail Internal Notes
- Quote Detail Notes that only Happy employees can see
Helpful things to know
Customer Name is a link
Input fields with arrows at the end pointing up and down are called “select boxes”. You can click on the field and then scroll through the selections.
Dates default to today’s date
You should become accustomed to tabbing or using your mouse to navigate between input fields
SAVE YOUR QUOTE WHENEVER POSSIBLE. Quote detail line items are stored in memory until you save the quote.
Save Quote or Cancel
When you have completed filling in all the required input fields click the Save Quote button. If there are errors in the form you will be notified at the top of the screen. Fields that contain errors will have a red error message next to the field that needs to be corrected. After you have corrected the input errors click the Save Quote again.
If you want to cancel Creating the quote click Cancel and it will return you to the Happy Quote search page.