Sales Quotes

Quote Setup

This tutorial describes how to complete quote setup.

1. Select System > System Settings from the top menu of Smartwerks Desktop.

2. Click Sales in the left column and then click the Quotes tab.
   • The Quotes tab only appears if you have licensed the Smartwerks quotes feature.

3. In the first field, enter the number of days that the quote will remain active. When the entered number of days has passed, the system automatically voids the quote transaction.
   • While the quote is active, it will appear as a quote in ticket search and can be turned into a normal transaction to sell the merchandise to the customer.
   • A voided quote does not appear in ticket search. Instead, it appears as a voided transaction.

4. Enter a message to print at the bottom of sales quotes (optional).

Creating a Sales Quote in Easy Sales

This tutorial describes how to create a sales quote for a customer in Smartwerks. With a quote, no items are committed or sold to the customer. The quote is saved in Smartwerks for the number of days specified at the Quote preference in System Settings (System > System Settings > Sales > Quotes).

1. Open your Google Chrome web browser and login into Smartwerks Easy Sales.

2. Select Sales Orders from the menu on the right.

3. Enter the Customer ID (customer number).

   If you don’t know the Customer ID, click the customer icon to the left of the field. When the search window appears, enter as much information about the customer as you know, and click Search. Matching customers then display. Click the correct one to select it for the transaction. If your company is using Smartwerks Rewards, the system will ask if the customer wants to join the Rewards program.

   To create a new customer on the search screen, click New and then enter the information for the customer. If the customer wants to join the Rewards program, check the appropriate box.

4. The customer information appears on the transaction.

5. From the Type drop-down list on the right of the screen, select Delivery.
   IMPORTANT: Quotes must be created using the Delivery transaction type. The initial Status of the order is ‘Quote’ and does not change to ‘Open’ until payment is collected and the Ok button is clicked on the Checkout window.

6. In the Sales Rep field, select the employee processing this sale.

7. To add a discount to the entire invoice, click Discount on the top menu. Enter the discount amount and then select whether the discount is a flat dollar amount or a percentage of the selling price. Enter a discount code (if applicable) and when everything is correct, click Apply.
   NOTE: You can add a discount to a single item by clicking on the item line after a product is added to the transaction. On the Edit Item window, enter the Discount amount and specify whether it is a flat dollar amount or a percentage of the selling price.

8. Scan or enter the Item Number, or click one of the ”Quick Items.” You can also use the Search feature (magnifying glass icon) to look one up. The item is added to the transaction.

9. If you need to make changes to the quantity, price, or description, or if you want to add a discount to the item, click on the item line. The Edit Item window opens.If you are ready to print/save the quote, skip to Step 11.

10. On the Edit Window:
    1. The default quantity being sold is ‘1’. To change it, enter the new quantity in the Quantity field.
       NOTE: If you are adding an item that requires a serial number, the quantity will be “1” and cannot be changed (since each quantity of the item requires a separate serial number). If the customer is interested in more than one of this item, enter it again on a separate line.
    2. If you need to change the price, make the necessary changes in the Price field.
    3. To add a discount, enter the Discount amount and specify whether it is a flat dollar amount or a percentage of the selling price.
    4. You can edit the Description if necessary. The changes only apply to this transaction.

11. Repeat steps 8-10 until all items are added to the quote.

12. Click Save.
    NOTE: Instead of saving the quote, you can choose the Print the invoice at this time and the quote will automatically be saved.

13. Accept or modify the BillTo and ShipTo information for the customer and then click Ok.

14. On the Print Invoice window, decide whether you want to email or download (and then print) a full or mini-receipt. If emailing, enter a valid email address. Then click Ok.

Turning an Existing Quote into a Transaction in Smartwerks Easy Sales

This tutorial describes how turn an existing quote into a transaction to sell the merchandise to the customer.

1. Open your Google Chrome web browser and login into Smartwerks Easy Sales.

2. Select Sales Orders from the menu on the right.

3. In the Invoice field, enter the Invoice Number of the quote.

4. Select the invoice to open it in the window.

5. Verify with the customer that all items on the transaction are correct. If not, make the necessary changes.

6. Click Checkout.
   NOTE: If you are not ready to checkout, click Save and the order will remain a quote.

7. Accept or modify the BillTo and ShipTo information for the customer and then click Save.

8. Select the payment type for the transaction. You can split payment among multiple payment types if necessary. Valid payment types are:
   • Cash
   • Credit
   • Check
   • Gift Cert
   • Gift Card
   • COD (Cash on Delivery)
   • 3rd Party Finance

9. Enter the amount being applied for this payment type.

10. Enter any required information for the payment type and click Apply Payment.

11. Provide change to the customer, if necessary, and click OK.

12. Select to Email or Download the invoice and specify whether to format it as a Full or Mini receipt.
    NOTE: Select the Gift Receipt checkbox to email or download a gift receipt for the transaction.

13. Verify the Email Address with the customer.

14. Click ‘Ok’ to complete the transaction and print the invoice.

15. Ship the order following the instructions in the ‘Shipping a Delivery Order’ tutorial.
    NOTE: To make changes to an open delivery order before it is shipped, see the ‘Editing a Delivery Order’ tutorial.