You will find the offer management on the left side of the quick start bar in the section "Order management". If you select the "Offer" menu item, the input mask is initially in search mode, which means that you can search in existing offers by entering a search text in any field and pressing the Enter key. The current mode is displayed in the status line (=header).
The cursor is automatically in the "Number" field. This is called a jump field. For more information and customization options, see Customizing Jump Fields.
Select offer address
Use the key combination Ctrl+N or the plus symbol in the toolbar to switch to "New creation" mode.
The address fields are displayed in different colors in the "Create new" mode and the field Matchcode of the address becomes the active input field. You can search for the address via any colored address field, whereby all search options and combinations described previously in the chapter Operation are available to you. The search is triggered by entering the Enter key. The number of addresses found is displayed in the bottom left-hand corner of the info bar as hits.
If several addresses are found, the browser (=list display) opens where you can select the desired address by clicking and confirm with the ENTER key. To close the browser (=list display) press the ESC key, now you can scroll through the addresses found with the cursor keys right/left, again confirm the address with the ENTER key.
The input mask is still in "Create New" mode (=Create New Offer), but now in input mode (=edit), this is indicated by the yellow background of the active field.
Change the fields according to your wishes and press the save function in the navigator (=check), or press the key combination CTRL+ENTER.
The entry is now continued with the items. Since you are creating a new transaction, you can search for the article immediately. In the status bar, the article search is indicated by Select article offer. Enter your search terms and select the desired item. The operation corresponds to the address selection described above.
The position is also saved with CTRL+ENTER. The input logic first jumps to the Quantity field. Change the proposed quantity and save the position with CTRL+ENT
Entering an item
If you want to change other fields, you can use the cursor keys up/down or TAB and SHIFT+TAB as well as the mouse to select the field to be changed and change the field contents.
After saving the position with CTRL+ENTER the input mask is still in the mode Select offer article.
Add all items in this way. If the entry is a text item, set the quantity to "0".
The offer can be viewed in the print preview or printed out at any time. To do this, select "Print..." from the "Print" menu. (=Ctrl+P) or "Print preview...".. (=Ctrl+F2). The standard report template is used for printing. However, any other template can also be used via the "Print" menu.
If you want to see which items have already been entered or change them, press the ESC key; the status bar displays the Search Offer mode. In this mode, the input field is the position number by default. If the position field is left empty and only the ENTER key is pressed, the first position is called up. You can then scroll through the saved positions with the cursor left/right or call up the data in the list display, i.e. the browser with CTRL+ENTER. To return to the new creation mode for items, press the CTRL+N key or the plus symbol in the toolbar.
Quotation items can be marked as alternative items.
Mark item as alternative item
In the "Advanced" area, tick the "Alternative positions" checkbox. All items marked in this way are not included in the total price. These items can be printed out separately when quotations are printed. In the standard report templates, items marked in this way are displayed in red in the total price and in parentheses. However, other representations in the printout are also possible here, which would have to be adapted accordingly in your report template.
When quotations are converted into orders, alternative items are not copied - they are filtered out. When copying quotations into new quotations, alternative items are always copied as well.
Titles can be used to structure extensive processes, such as quotations, orders, etc. Group related items under one heading - the so-called title - and process them as a whole. Titles with title totals can be printed.
- Clear display of operations (quotations, orders, etc.) as a tree structure
- convenient moving of titles with contained positions
- Moving positions between titles
- Moving positions within a title
- Positions can also be moved without using titles
- Output of the title heading in the printout
- Calculation of the subtotal in the printout per title as well as with an optional title compilation.
- Delete complete titles with all positions after previous query
- Operation of all functions both with mouse and keyboard
Title management is called up from the header area of an operation, i.e. an offer or order, with the key combination UMSCH+F9 or via the "Advanced" menu.
First select a name for your titles and create it before the items. It is also possible to create the titles afterwards and then assign the items to the titles, but this is much more work.
For a new transaction, the header data record must first be saved in order to be able to use the title management. Any titles can now be added to an operation. These are then available for selection in item entry. The possible titles are next to the item number field.
The printout can be influenced via the settings and there the subpoint Reports. There you can determine whether a new page is to be started at a title change or whether a title compilation is to take place at the end of the printout and much more.
Adding a new title
Press CTRL+N to add a new track to the end of the list. The newly created title can be changed in the title by immediately typing a new title name. Press the ENTER key to save the entry and F2 to change it again.
Inserting a Title
Switch to the header data area and call up title management. Select the title before which you want to insert the new title. Now press the INS key or select the corresponding item New/Insert title in the toolbar. You can change the title name directly by overwriting it or you can change it again by pressing F2.
Titles can be moved with the mouse using drag&drop. This means you click with the left mouse button on the title to be moved and drag it to the desired position while holding down the mouse button. Release the mouse button there.
Move a title:
- to another title to insert it before it
- to the main node, that is, the operation so that it is added last
Deleting a title
You delete the current title by pressing the DEL key. All items within the title are also deleted.
Editing items within titles
Positions can be moved with the mouse by drag&drop. This means you click with the left mouse button on the position to be moved and drag it to the desired position while holding down the mouse button. Release the mouse button there.
Move a position:
- to another position to insert it before it - the number of the target position is increased by one if necessary.
- on a title to insert it at the end of the title
- on the main node, that is, the activity, so that it is inserted as an independent item (without title assignment)
Moving titles with Drag&Drop
Alternatively, you can move the position with the keyboard. Press the CTRL key and simultaneously the ARROW key UP or DOWN.
Deleting an item
You can delete the current position simply by pressing the DEL key.
Numbering of positions
The order of the positions does not necessarily have to follow the order of the titles. For example, you can assign an item with a high item number to the first title to meet the requirements of a BOS. However, if you need an exact sequence, you can always use the numbering function to force an exact sequence. This function renumbers all items of the operation starting with 001.
Offer with titles
The selected offer can be used to carry out various actions. The individual options can be accessed via the "Actions" main menu item.
Mark as project
An offer can be marked as a project by selecting the menu item "Mark as project". If this quotation is later converted into an order or an invoice, a backward reference to this project quotation is saved for all new transaction types.
If an offer has already been marked as a project, an error message is displayed when you try to mark it as a project again.
Technically, an additional record is stored in the Project Offer table with the same ID number as the header record. All orders, invoices, etc. that refer to this project receive a backward referent in the header data record in the ProjectID field.
Select delivery address
A delivery address other than the billing address can be specified for an offer. This is done either via the Actions menu or via the small button in the upper right corner of the "Delivery address" input block.
After selecting the function, the matchcode of the invoice address is proposed first, but the value"-LF-" is added. If all delivery addresses have been created accordingly in the address master, a list of suitable delivery addresses can be output by entering the Enter key and calling the browser (Ctrl+Enter).
For example, if the invoice match code is "MEIER", the corresponding delivery addresses should be named, e.g. "MEIER-LF-WIESBADEN", "MEIER-LF-MUENCHEN" etc. The system displays a list of all delivery addresses sorted by city.
After confirming the delivery address, individual lines of the delivery address can be changed.
If you do not have a fixed delivery address, you can use the billing address yourself, for example, by removing the value"-LF-" before the search. This is better than using a blank address, because in the case of statistics that go via delivery addresses, the sales can be meaningfully assigned.
Select Pre-text and Post-text
A supplementary text and/or preliminary text can be entered for the quotation (the procedure is the same for both). A supplementary text is a text module that was previously created in article management. You can of course select any article at this point and copy the long text as supplementary text. By default, the supplementary text is printed after the final total.
Texts on offer
This menu item is only active if the offer header is in "Edit offer" mode.
The previously created article, which contains the corresponding text, can be selected using the dots in the Post text field. After confirming with the Enter key, the long text of the selected article is adopted as the subsequent text. If desired, the text can also be adapted to this offer in the text field.
Select article text
New numbering of quotation items
If you have gaps in the item numbers, you can use this menu option to renumber all items in this quotation. The first item then has the item number "001" and the next one the "002", and so on. All numbers are then sequential.
Choose terms of payment
As an alternative to the menu item in the actions menu, you can also use the small button in the upper right corner of the "Terms of payment" input block.
Change terms of payment
You can select one of the saved payment targets and confirm with the "OK" button or the Enter key.
You can then change the payment target directly in the offer form in text or amount fields.
EULANDA® ERP works net-oriented as standard. This means that all items in an offer are without VAT. In the final total, VAT will then be added to the total amount. Alternatively, a gross procedure can also be used. All individual items including VAT are shown and at the end the tax is deducted and shown.
If you switch an offer that has already been entered to gross mode, the total amount may differ due to the different rounding. Because with the gross procedure each VAT per position must be calculated in two digits. In extreme cases, this can result in a difference of 1 cent per item.
Please note that in the gross mode, when entering position prices, all information is gross, i.e. including VAT. If a special customer constantly needs a gross-oriented display, this mode can be preselected in the address master on the extended index card.
The mode can only be switched in the bid if the bid is in View or Browse mode and does not already contain gross prices.
If an offer with gross prices is available, it can be converted into net prices via this menu item. All positions are converted into prices without VAT. The VAT will then be added to the net total once at the end of the offer.
As a result of this conversion, the total offer price may differ slightly from the previous price. This is because a tax only has to be rounded once in net mode.
The mode can only be switched in the bid if the bid is in View or Browse mode and does not already contain net prices.
Copy this offer for a new customer
This menu item or the key combination Ctrl+Q can be used to duplicate an existing offer for another customer. The menu item can only be called up if the offer is in View or Browse mode.
After calling up this menu item, all fields except the address fields are blocked for entry. This mode is indicated in the status line (=header) with View offer - Select address or Browse offer - Select address. You can now select the new address.
After confirming the address selection, the quotation is copied with all items and a new quotation number is assigned. You can now change any fields or positions as usual.
Convert this offer completely to order
Using this menu item or the function key F12, an existing quotation can be converted directly into an order. The menu item can only be called up if the offer is in View or Browse mode.
Convert offer to order
By calling up this menu item, the current quotation is converted into an order. Alternative items are not copied to an order.
This process can be repeated as often as required, unless the option "Multiple conversions" has been deselected in the "Convert to order" section of the "Accessories settings" tab. After successful conversion, the system automatically branches to the Order module and calls the new order.
Turn offer into invoice
With this menu item or the key combination Ctrl+R an existing offer can be converted directly into an invoice. The menu item can only be called up if the offer is in View or Browse mode.
Turn offer into invoice
An order and a delivery note are created internally during this process. This means that this menu item works like a macro and all checks are also carried out that would be carried out if the individual operations were converted manually.
This process can be repeated as often as required, unless the option "Multiple conversions" has been deselected in the "Convert to order" section of the "Accessories settings" tab.
After successful conversion, the system automatically branches to the Invoice module and calls up the new invoice.
Adapt Jump Fields
Jump fields are those fields in a mask into which the cursor automatically jumps in "Edit" or "Create new" mode. For example, you can quickly search for an address or create a new offer.
In the quick start menu under Order management you can adjust the jump fields in the offer and order masks.
The settings for this can be found in the menu bar under "Extras".
Adapt Jump Fields
Customizable are the search fields, edit fields and (CTRL+Enter) fields in the header and in the positions, as well as the search field in addresses and articles.
Jump field menu
Adapt Jump Fields
A jump field can be selected and changed either by selecting it from the list or by clicking on the desired field.