Sales estimates

SALES ESTIMATES

Sales estimates are the process of estimating future sales. Accurate sales forecasts enable companies to make informed business decisions and predict short-term and long-term performance. Companies can base their forecasts on past sales data, industry-wide comparisons, and economic trends. In ACCOXI the user can create the forecasted future sales of the business in sales module => estimates.

ESTIMATES

Key Features of ESTIMATES

  • Shows sales return in the estimate search window
  • Shows canceled estimates
  • Can convert the estimate to sales invoice
  • Can convert the estimate to sales order

ESTIMATE SEARCH

ESTIMATE Supplier search consists of various menus and it displays the details of the estimate.

Sales Estimates

Menus available in ESTIMATE search

ESTIMATE SEARCH

1.FILTER: The filter option in the ESTIMATE search window helps the user to filter the data shown in the window

    1. The filter of estimate search can be done in two ways-Either you can directly enter the party name/estimate number into the search bar near the filter option or by clicking the filter dropdown. You can filter the data by ref.no. Number/ party name.
    2. There is also another option available. By selecting the by the date the data can be filtered according to the starting date and ending dates of an estimate. There is also an option to see the data according to the status of the estimate like open, invoiced, and canceled.

2.NEW ESTIMATE: A new ESTIMATE can be entered using the new ESTIMATE button.

Steps to add a NEW ESTIMATE:

  • Go to sales module and select estimates
  • Click on new estimate + button 
  • Select the customer from the drop-down menu
  • Enter the date
  • Phone number, GSTIN, EMAIL, and type will be automatically created when we select the customer.
  • Enter a description of the estimate
  • Enter the shipping address of the customer
  • Select payment term and salesperson
  • Enter the products that you want to sell and their quantity and save

ESTIMATE

Fields

Description

Ref number

the reference number of the sales estimate will be generated automatically

date

Enter the date of the sales estimate. But by default the date will be set as the date of entering the transaction into ACCOXI.

Item rates

Select item rates

customer

Select the customer from the drop down menu

Phone number

Will be automatically updated when the user select the customer

 

email

Will be automatically updated when the user select the customer

 

GSTIN

Will be automatically selected when we select the customer

description

Enter the decription of the estimate

TYPE

Will be automatically selected when we select the customer

Ship to

Enter the sipping address of the customer

User can define multiple shipping address of the customer while creating new customer and the available shipping addresses will be visible in the drop down menu of the shipping address.

 

Payment TERM

Select payment term which is within how many days customers will pay the business

 

 

Sales person

Select the sales person who is responsible for the sale

 

Due date

Will be automatically selected when the user selects the customer

 

The due dates will be updated automatically according to the payment term defined while creating the new customer as well as changing payment term in the new sales invoice menu

Product or service

Enter the product/service here.by pressing the enter key it will give you the details of all products that you entered

batch

Select the batch of the product by clicking on the batches column

QTY

Enter the quantity of the products and save

Discount

The user can enable discount allowed on sales estimate in this column

These discounts may be discount after tax, before tax, item level or the user can restrict the discount. For to do this user should enable these options from settings=>preferences=>sales invoice=> do you give discounts option.

Save

By clicking save, sales estimate is created. and user will be redirected to sales estimate view window.

Clear

This option enables the user to clear the data entered in the new sales estimate window

 

Exit

User can exit from the estimate window by clicking this button.

Menus available in ESTIMATE View:

ESTIMATE VIEW

FIELDS

DESCRIPTION

1.      New ESTIMATE

New ESTIMATE button redirects to the create new ESTIMATE window

2.      Filter

 Filter menu enable the user to filter the sales Estimate data according to all, invoiced, open and cancelled.

3.      Pagination control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

 

 

4.      History

This menu helps the user to obtain the history details of the SALES INVOICE.

 

OPTIONS AVAILABLE IN HISTORY WINDOW

·         Shows all the edits and alterations of the sales estimate with date of the changes made

 

·         Shows the details about the invoices created from the estimate with its date, voucher number and amount

5.      Zoom in and out

This menu helps the user to zoom in the sales estimate

Zoom out button enable the user to reduce the zoom in size on the sales estimate

6.       Page size

 

There are three types of paper size menus available on the top side of the sales estimate form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

 

7.      Edit

Edit menu helps the user to edit or correct the details that entered in the sales estimate and can save again after it.

 

8.      Export to PDF

 

 

If the user wants to convert the sales invoice to PDF format, then export to PDF option is available.

After clicking export to pdf a save as directory option will appear and the user can opt the pdf file saving location

 

9.      Print

Print menu helps the user to print the created sales invoice if required.

After clicking the print button it will redirect to print options where the user can select the printer, number of copies to take etc.

 

10.  EMAIL

The user can send the created sales Estimate to the customers or to anyone through Email by using the Email button.  By default customer mail id will appear

 

11.  Convert to invoice

redirects the user to sales invoice menu with the sales estimate data and can easily create a sales invoice

12.  More features:

 

 

Convert to sales order: redirects the user to sales order menu with the sales estimate data and can easily create a sales order.

 

 Create duplicate: this function is an easy tool to copy invoices. This will redirects you to sales invoice window with the same data that you entered previously

 

 

  • Cancel invoice: this option is to cancel the estimate that you created.
  • When the user clicks the Cancel button, it shows a cancel window
  • By default it shows customer details like name of the customer invoice number of the transaction and the amount
  • And the user needs to enter the reason for the Cancellation.
  • And click ok to cancel the transaction
  • Select close to exit from the window without saving.

13.Exit: The exit button is located on the bottom right corner. If the user wants to exit the sales estimate view page click on exit button.

 

3.Export:

The purchase invoice list can be exported to Excel format. Click on the Export button at the   top right corner near the +New button. Select the file location and click on save.

 

 4.Refresh:

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

 

5.View icon: this icon redirects the user to debit note invoice view window

 

6.More option:

 You can edit, view, can export to pdf file as well as print the estimate details if required using the more icon.

  • EDIT option redirects the user to sales invoice window where the user can update the data in the debit note
  • View option redirects the user to a sales invoice detailed view where the user can view the sales invoice details entered.
  • Export to pdf: If the user wants to convert the sales invoice to PDF format, then export to PDF option is available.
  • Print: Print menu helps the user to print the created sales invoice if required

 7.Color filter:

Sales return and cancelled estimates are represented either in violet or red to denote return and cancelled.

8.Pagination Control:

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

 9.Exit:

Below the pagination control, there is exit button. If you want to exit the estimate search page click on exit button.

 

 

Frequently Asked Questions?

01How do I filter my Sales Estimate data?

  • Click on the Sales Module => Sales Estimate => Sales Estimate search opens.
  • Filter option is available below the Sales Estimate search bar at the left hand side.
  • Sales Estimate can be filtered based on party name, ref.no. Status etc. Either you can give any of the said criteria directly into the search bar near filter option or by clicking the filter down arrow option you can give the details into the fields directly.

02How do I create a new Sales Estimate?

  • Go to Sales Module and select Estimates
  • Click on new Estimate + button
  • Select the customer from the drop down menu
  • Enter the date
  • Phone number, GSTIN, EMAIL and type will be automatically created when we select the customer.
  • Enter description of the estimate
  • Enter the shipping address of the customer
  • Select payment term and sales person
  • Enter the products that you want to sell and their quantity and save

03How can I view the history of Sales Estimate transactions?

  • Click on the Sales => Sales Estimate => Sales Estimate search opens.
  • Click on the eye button on the corresponding sales estimate which is located in the right end side. Eye button represents the view of created sales estimate
  • Then user will be redirected to sales estimate view window from there click on the history button.
  • This menu helps the user to obtain the history details of the sales estimate
  • Comments and history Shows all the edits and alterations of the sales estimate with date of the changes made

04How to cancel a Sales Estimate created?

  • Click on the Sales => Sales Estimate => Sales Estimate search opens.
  • Click on the eye button on the corresponding sales estimate which is located in the right end side. Eye button represents the view of created sales estimate
  • Then user will be redirected to sales estimate view window from there click on the more option button and click cancel button.
  • And the user need to enter the reason for the Cancellation.
  • And click ok to cancel the transaction

05How to export the Sales Estimate details?

  • Click on the Sales Module => Sales Estimate => Sales Estimate search opens
  • Click on the Export button at the top right corner near the +New button. Select the file location and click on save.