Transaction ID (Sales Order ID)

• This is a unique identifier that represents a transaction.
• This is a system generated field when a transaction is initially recorded.

Workflow Type

• DEFAULT is the default value on add mode.
• This is a required field and used to determine the business process of the transaction whether it requires approval or not.

Customer

• This is a required field. User can use magnifying glass to search for existing customer ID or Customer Name

• If the user knows already the Customer ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the customer ID entered is valid.
• The blue hyperlink next to the magnifying glass is the Customer Name which allows users to easily navigate to the Customer Page if he has access to view customer Information.

Note
• Customer record must exist prior to creating a sales quotation transaction.
• After selecting a customer, the contact person (if present), billing address, shipping/delivery address, currency, exchange rate, and payment terms fields are automatically filled in based on the customer information configuration.

Contact Person

• This is an optional field and is already defaulted after selecting a customer. When adding new contact person, this should be configured under Contacts tab on the Customer Page.
• User should only select from the provided list.

Salesperson

• This is a required field. User can use magnifying glass to search for existing salesperson ID or Salesperson Name.

• Salesperson record must exist in Employee Page prior to creating sales quotation.
• If the user knows already the Salesperson ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the salesperson ID entered is valid.
• The blue hyperlink next to the magnifying glass is the salesperson name which allows users to easily navigate to the Employee Page if he has access to view employee Information.

External Reference No.

• This is an optional field that you set as a reference to the customer of their order.

Shipping / Delivery Address

• This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the shipping / delivery address.
• This field has a maximum length of 1000 characters and is utilized to determine where the product is to be delivered.
• Value of this field are concatenated from Address1, Address2, City, State, Country, and Postal code under the Main tab of Customer Page.

Billing Address

• This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the billing address.
• This field has a maximum length of 1000 characters and is utilized to determine where the product will be invoiced.
• Value of this field are concatenated from Address1, Address2, City, State, Country, and Postal code under the Main tab of Customer Page.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
• This field is visible in the printed document.

Notes

• This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
• This field is not visible in the printed document.

Currency

• This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the currency.
• User can also use magnifying glass to search for existing currency ID or currency name.

• Currency record must exist in Currency Page prior creating sales opportunity.
• If the user opts to change the currency and he knows already the currency ID, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the currency ID entered is valid.

• The blue hyperlink next to the magnifying glass is the currency description which allows users to easily navigate to the Currency Page if he has access to view currency Information.

Exchange Rate

• This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the exchange rate.
• Value should be based on the current exchange rate, particularly when converting from foreign to local currency.

Payment Terms

• This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the payment terms.
• User can also use magnifying glass to search for existing payment terms code or payment terms description.

• Payment Terms record must exist in Payment Terms Page prior creating sales quotation.
• If the user opts to change the payment terms and he knows already the payment terms code, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the payment terms code entered is valid.

• The blue hyperlink next to the magnifying glass is the payment terms description which allows users to easily navigate to the Payment Terms Page if he has access to view payment terms information.

Mode of Shipment

• This is a required field and is utilized to specify how the product will be transported.
• User should only select from the provided list.

Date Needed

• This is an optional field which may contain the date that the products / services are needed by the client / customer.

Valid Until

• This is a required field. This date field indicates the validity on up to when the quotation for the item(s) is valid.

Terms and Conditions

• This is an optional field with a maximum length of 1000 characters.
• This field defines the terms of service, conditions for using any service or to even limit responsibilities of the seller in case any harm is caused to the buyer due to using the provided goods or services.

Date Sent

• This is an optional field which may contain the date on which the item is sent.

Status

• This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

Sort Number

• This is a primary key used to sort the products in ascending order.
• In add mode, this is editable. This cannot be edited after it has been saved.

Product

• This is a required field. User can use magnifying glass to search for existing product.

• Product record must exist in Product Page prior creating sales quotation.
• This field is used to identify what specific items / services that the customer purchases.
• If the user knows already the product code, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the product code entered is valid.

• The blue hyperlink next to the magnifying glass is the concatenated brand name, catalog number, product description and product code which allows users to easily navigate to the Product Page if he has access to view product Information.

Quantity

• This is a required field that allows number with two decimal places. It is used to indicate the number of products that a customer has purchased.

UOM (Unit of Measurement)

• This is a required field. User can use magnifying glass to search for existing sales uom.

• If the product has only one sales uom, this is automatically filled in by clicking the magnifying glass or by pressing the “enter” key in the field.
• Sales UOM record must exist under the Sales UOM tab in Product Page. When adding new sales uom, navigate to Product Page under Sales UOM tab.
• The blue hyperlink next to the magnifying glass is the sales uom description which allows users to easily navigate to the Sales UOM Page if he has access to view product Information.

Price Level

• This is a required and pre-defined field that is configured in Product Selling Price Page that allows user to select only to the provided list.
• This is automatically field in after selecting a customer. If Custom Price is selected, unit price is modifiable.

Unit Price

• This field allows number with four decimal places. It is used to identify the price / cost per unit of a product / service.
• The system generated unit price will only function if the currency, product, and sales uom have already been entered.
• This field is automatically filled in with the most recent selling price depending on the selected price level, currency, and sales uom defined on the Product Selling Price Page.

Discount

• This is an optional field that is utilized to apply a per-item and per-unit discount to the customer.
• This field is modifiable if the selected price level is Custom Price.
• If the user enters a percentage value, the discount amount is calculated automatically based on the unit price and discount percentage.
• If the user enters a discount amount value, the discount percentage is calculated automatically based on the unit price and discount amount.

Price After Discount

• This is a system generated field that calculates the remaining amount after the discount has been applied.

Tax

• This field is utilized to impose a tax on the goods / service per unit that the customer purchases.
• This field is automatically filled in when a customer is selected depending on the specified default tax on the Customer Page
• If the user enters a percentage value, the tax amount is calculated automatically based on the unit price and tax percentage.
• If the user enters a tax amount value, the tax percentage is calculated automatically based on the unit price and tax amount.

Unit Price with Tax

• This field is utilized to determine the price/cost per unit including tax.
• This field is modifiable if the selected price level is the Custom Price.

Total Amount

• This is automatically computed and is utilized to determine the overall price/cost per item.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information about the specific item.
• This field is visible in the printed document.

Total Before Tax

• This is also called the net of vat which is computed automatically using the price after discount (Unit Price less discount) multiplied by the quantity.

Discount

• This is automatically calculated and is used to determine the overall discount provided to the client / customer.

Total Tax

• This is automatically computed and serves to determine the cumulative tax amount incurred by the client or customer for their purchases.

Rounding Variance

• This allows the user to modify the total tax due to variations in decimal places.

Total Amount Due

• This is automatically computed and is used to determine the overall amount the client / customer must pay.