How to: Make Offers
This topic applies to Microsoft Dynamics C5 2014 in Denmark.
You create a sales quote to record your offer to a customer to sell certain products on certain delivery and payment terms. You can send the sales quote to the customer to communicate the offer.
While you negotiate with the customer, you can change and resend the sales quote as much as needed. When the customer accepts the quote, you convert the sales quote to a sales invoice in which you process the sale. For more information, see How to: Invoice Sales.
Products can be both inventory items and services. For more information, see How to: Register a New Product. The sales quote process is the same for both product types.
Note
In Microsoft Dynamics C5 2014, a product is referred to using the term “item”.
You can fill the top FastTabs on the sales quote in two ways depending on whether the customer is already registered. This is indicated by alternate steps 3a through 3e in the following procedure.
To create a sales quote
On the Role Center, choose Sales Quotes.
On the Home tab, in the New group, choose New.
In the Customer Name field, enter the name of an existing customer.
Other fields on the Sales Quote FastTab are now filled with the standard information about the selected customer. If the customer is not registered, then follow these steps:
In the Customer Name field, enter the new customer’s name, and then leave the field.
In the dialog box that appears, choose either of the following:
Choose the No button if you do not want to register the customer at this point, for example because you want to wait until the quote is accepted. Proceed to fill in the fields in the Customer Details group, and then continue with step 4.
Choose the Yes button if you want to register the new customer at this point. Then proceed with the following steps.
In the Customer Templates window, choose a template to base the new customer card on, and then choose the OK button.
A new customer card opens, prefilled with the information about the selected customer template. The Name field is prefilled with the new customer’s name that you entered on the sales quote in step 3a.
Proceed to fill fields on the customer card that were not prefilled from the template and fields that are specific to the new customer, such as address and contact information. For more information, see How to: Register New Customers.
When you have completed the customer card, choose the Close button to return to the Sales Quote window.
Most of the fields on the Sales Quote FastTab are filled with information that you specified on the new customer card in step 3d. Any fields that are not prefilled can now be filled directly on the sales quote.
Fill in the remaining fields on the Sales Quote FastTab as described in the following table.
Field Description Document Date
Specify the date that you want to record as the creation date, for example on the printed sales quote. By default, today’s date is entered.
Requested Delivery Date
Specify the date when the customer wants products on the quote to be delivered.
Shipment Date
Specify the date when you expect to ship the products on the sales quote. By default, today’s date is entered.
Due Date
Specify when the sales quote must be paid.
By default, the field is calculated as the date in the Shipment Date field plus the period defined in the Payment Terms Code field.
Fill in the fields on the Quote Details FastTab as described in the following table.
Field Description Currency Code
Specify the currency of amounts on the sales quote lines.
Leave the field blank to use the customer’s default currency code.
VAT Bus. Posting Group
Choose the customer’s VAT specification to link transactions made for this customer with the appropriate general ledger account according to the VAT posting setup.
Payment Terms Code
Specify a formula, such as 14 days, that calculates the payment due date, payment discount date, and payment discount amount on the sales invoice that may result from the sales quote.
By default, the payment term from the customer card is entered.
Payment Method Code
Specify how the sales invoice that may result from the sales quote must be paid, such as bank transfer or check.
By default, the payment method from the customer card is entered.
Fill in the fields on the Ship-to and Bill-to Addresses FastTab with an alternate shipping address or an alternate invoice address. If the FastTab is not visible, on the Home tab, in the View group, choose Ship-to and Bill-to Address.
Note
In the Name field in the Bill-to Customer group, you can enter a customer that is not registered yet. In that case, you will follow the same steps as described in steps 3.a through 3.e.
The top FastTabs on the sales quote are completed. Proceed to fill the sales quote lines with inventory items or services that you are offering to the customer.
Note
If you have set up recurring sales lines for the customer, such as a monthly replenishment order, then you can insert these lines on the quote by choosing the Get Std. Cust. Sales Codes button.
On the Lines FastTab, in the No. field, enter the number of an inventory item or service.
In the Quantity field, enter the number of items to be offered.
Note
For items of type Service, the quantity is a time unit, such as hours, as indicated in the Unit of Measure Code field on the line.
The Line Amount field is updated to show the value in the Unit Price field multiplied by the value in the Quantity field.
The price and line amount are shown with or without VAT depending on what you selected in the Prices Including VAT field on the customer card.
Note
If you have set up specific item prices for the customer, then the price and amount on the quote line are automatically updated if the agreed price criteria are met. For more information, see How to: Create Sales Prices for a Customer.
In the Line Discount % field, enter a percentage if you want to grant the customer a discount on the product. The value in the Line Amount field is updated accordingly.
Note
If you have set up specific item discounts for the customer, then the line discount percentage, price, and amount on the quote line are automatically updated if the agreed discount criteria are met. For more information, see How to: Create Sales Line Discounts for a Customer.
To add a comment about the quote line that the customer can see on the printed sales quote, write a text in the Description field on an empty line.
Repeat steps 6 through 9 for every item that you want to sell to the customer.
The totals shown at the bottom of the sales quote are automatically calculated as you modify the lines or create new lines.
In the Invoice Discount Amount field, enter an amount that should be deducted from the value shown in the Total Incl. VAT field at the bottom of the quote.
Note
If you have set up quote discounts for the customer, then the specified percentage value is automatically inserted in the Customer Invoice Discount Percent field if the criteria are met, and the related amount is inserted in the Invoice Discount Amount field. For more information, see How to: Set Up Quote Discount Terms.
When the sales quote lines are completed, on the Home tab, in the Process group, choose Save PDF Document or Print.
If you selected Save PDF Document, a PDF file is saved that you can attach to an email to the customer.
If the customer accepts the quote, on the Home tab, in the Process group, choose Make Invoice.
A sales invoice is created based on the information in the sales quote in which you can process the sale. For more information, see How to: Invoice Sales.
The sales quote is removed from the database. In the Quote No. field on the sales invoice, you can see the number of the sales quote that it was made from.
See Also
Tasks
How to: Invoice Sales
How to: Register New Customers
Other Resources
How to: Register a New Product
Working with Microsoft Dynamics NAV
Small Business Role Center