1. Introduction

Figure 1.1. Automatically Generated Quotation Borneosoft Sales Management provides facility for you to record all stages of sales. Borneosoft Sales Management is tightly integrated with Contact and Calendar Management making it easy to use. Coupled with Product Management, you can have the quotation generated automatically for you. You start the sales stage by creating lead and adding contacts to it. You can add related events or tasks to lead. This helps you to easily find events (meetings) or tasks that are related to specific lead. The lead and associated contacts, events and tasks tracks all activities you have made or plan to make for the specific lead. This ensures that sales efforts are not duplicated, reducing the risk of irritating your customers. You can also rate your lead into three different rating: hot, warm and cold. This helps you to concentrate your sales efforts to those that have higher chance to ends with successful sales. You should qualify your leads at the appropriate time by setting the status from Prospecting to Qualified or Disqualified. You can then create opportunities from the qualified leads. All contacts, events and tasks related to the lead will be retained in the newly created opportunity. In the opportunity, you can add products and set the sales stage. Each sales stage has a corresponding probability that the sales will be won. The estimated revenue for the opportunity is calculated as the opportunity sales stage probability multiplied with expected revenue. You can enter the expected revenue or let it be calculated from the included products. The Product Management provides facility for you to enter product information such as availability, pricing and its adjustment (markup, margin, or discount) and product suppliera and manufacturer. You can also set multi-tier pricing where the product price is determined based on the amount. Different amount has different price. The product information is used to generate quotation automatically.

2. Sales Lead

Figure 2.1. Blank Lead Details There are two ways sales data can be entered into the application. It can be started by creating leads or by creating opportunities directly. The lead captures information about the customers that helps to focus to sales with high chance of success. The lead also concentrates the information such as contacts, events, tasks, notes and documents for easy access. A lead can be converted to an opportunity when it is qualified and products can be added to the opportunity. An opportunity brings more focus and attention on the customer needs. Products can be added to the opportunity and quotation can readily be generated as and when it is needed. Opportunities also provides performance measure for each sales. They can give forecast on the sales revenue. 2.1. Creating Lead Click the Lead folder or any of its sub-folders where the new lead will be put into. Click the 'New' button at the toolbar, or click the menu: 'Edit', 'New Item', or click the menu: 'File', 'Create New', 'Lead'. An empty lead details dialog box will open (Figure 2.1: Blank Lead Details). Click 'Save' when you finish entering the details.

2.1.1. Lead Status

2.1.2. Lead Rating

2.1.3. Industry Type

2.1.4. Lead Source

2.2. Adding Contacts to Lead

Figure 2.2. Adding New Contact to Lead Contact Person Decision Maker Project Manager Executive Sponsor Employee Reviewer Supplier Partner Sub Contractor Buyer End User Test User Tech. Team Member Advisor

2.2.1. Adding Contact to Lead by Creating New Contact

Figure 2.3. Adding Existing Contacts to Lead Click the Contact at the related items title bar. Click 'New' button at the related item toolbar. A dialog box will appear to enter contact details. Enter the contact details. An additional field is added to determine how the contact is related to the lead (Figure 2.2: Adding New Contact to Lead). Click 'Save' button at the toolbar. The new contact is saved into contact folder and at the same time it will be added to the lead.

2.2.2. Adding Contacts to Lead by Selecting Existing Contacts

Figure 2.4. Completed Lead Details Click the Contact at the related items title bar. Click 'Select' button () at the related item toolbar. A dialog box will appear to select existing contacts (Figure 2.3: Adding Existing Contacts to Lead). Those contacts that have already been added to the lead have ticks () on their row. Select how the contacts are related to the lead. Check the checkboxes of the contacts that will be added. Click 'Accept Selection' button () at the toolbar. The selected contacts will be added to the lead (Figure 2.4: Completed Lead Details).

2.3. Adding Events and Tasks to Lead

2.4. Adding Documents to Lead

2.5. Adding Notes to Lead

Figure 2.5. Blank Notes Notes can be added to lead in similar way as adding contacts to lead. New notes can be created by using the provided editor ( Figure 2.5: Blank Notes ).

2.6. Creating Opportunity from Lead

Figure 2.6. Account Alert for New Opportunity Figure 2.7. Selecting an Account for The New Opportunity

Figure 2.8. Closed Lead after Creating New Opportunity Figure 2.9. The New Opportunity Created from The Lead

2.7. Navigating Lead List

Figure 2.10. Expanded Lead List The contacts that are related to lead are shown together with lead information in the Lead List View (Figure 2.10: Expanded Lead List View). The Contacts' columns are: Contact Contact's name As How the contact is related to the lead Company Contact's company Work Contact's business telephone Email Contact's email

Figure 2.11. Collapsed Lead List The Leads' columns are Lead (lead's name) and Rating (lead's rating). The contacts' columns can be made non-visible by clicking 'Collapse' button ( ) at the toolbar, see Figure 2.10: Expanded Lead List View . The 'Collapse' button will change to 'Expand'. Clicking the 'Expand' button ( ) will make the contacts' columns visible again, see Figure 2.11: Collapsed Lead List View. When the lead list is expanded, the same lead is grouped with the same color. In expanded list view, the paging contains the number of contacts in all leads as well as the number of unique leads. In Figure 10: Expanded Lead List View , the paging is 1-50 of 4174 [4 of 298 Leads]. It means the list shows the first 50 contacts from a total of 4174 contacts and the first 4 unique leads from a total of 298 unique leads.

2.7.1. Lead Search Fields

Figure 2.12. Searching Decision Makers in All Leads For example, to search all decision makers of the leads, use search phrase: contactas:"Decision Maker". The search value must be surrounded with double quotes to indicate that the search has to be done in exact match. For this example, there is 304 contacts who are decision makers in the leads, see Figure 2.12: Searching Decision Makers in All Leads.

Figure 2.13. Searching Decision Makers in Company Wilkinson To filter further, additional search phrase can be added. For example, to search the decision maker of the company Wilkinson, use search phrase: +contactas:"Decision Maker" +companyname:Wilkinson, see Figure 2.13: Searching Decision Makers in Company Wilkinson. In this example, there are two decision makers from company Wilkinson Inc. They are Intezar Wearne and Capraz Avan. Intezar is involved in two leads and Capraz is involved in one lead. Only lead that involves Intezar on the first row, is a warm lead.

2.8. Lead Charts

2.8.1. #Converted Lead By Month

Figure 2.14. No of Converted Leads by Month The start and end of the fiscal year are determined by the country which has been selected in the organization details. For example, if the country selected is United States, the fiscal year is from October 1 st to September 30 th . If the country selected is Australia, the fiscal year is from 1 July to 30 June. Example of '#Converted Lead By Month' for the US current fiscal year, October 1, 2008 to September 30, 2009; assuming current date is August 11, 2009 is shown in Figure 2.14: No of Converted Leads by Month .

2.8.2. #Days for each Lead Status

Figure 2.15. No of Days for Each Lead Status As Bar Chart Figure 2.16. Percentage of Days for Each Lead Status As Pie Chart

2.8.3. #Lead for each Industry Type

Figure 2.17. No of Leads for Each Industry Type As Bar Chart Figure 2.18. Percentage of Leads for Each Industry Type As Pie Chart

2.8.4. #Lead for each Source

Figure 2.19. No of Leads for Each Source As Bar Chart Figure 2.20. Percentage of Leads for Each Source As Pie Chart

2.8.5. #Lead for each Rating

Figure 2.21. No of Leads for Each Rating As Bar Chart Figure 2.22. Percentage of Leads for Each Rating As Pie Chart

2.8.6. #Lead for each Status

Figure 2.23. No of Leads for Each Status As Bar Chart Figure 2.24. Percentage of Leads for Each Status As Pie Chart

2.8.7. #Lead for each Status by Month

2.8.8. #Lead for each Status by Day

Figure 2.25. No of Leads for Each Status By Month Figure 2.26. No of Leads for Each Status By Day

3. Sales Product

3.1. Creating Product

3.2. Product Fields

Figure 3.1. Blank Product Details The fields that need to be entered in product details are: Product Code Product Name Unit Possible values: minute hour day week month year meter mile kilogram box package incident call license user seat processor gigabyte megabyte kilobyte User is allowed to adjust pricing If this option is enabled, the normal user (not superuser) will be able to change the product pricing when the product is added to the opportunity. Single Unit Price The price of the product for a single unit. Tiered* Unit Price The price of the product at requested amount or at the minimum amount Use tiered unit price to calculate selling price If this option is enabled, the requested amount will determine the tiered unit price that eventually determines the selling price. Single Unit Cost The cost of the product for a single unit. Tiered* Unit Cost The cost of the product at requested amount or at the minimum amount Use tiered unit cost to calculate selling price. If this option enabled, the requested amount will determine the tiered unit cost that eventually determines the selling price. Selling Price Adjustment Possible values: Fixed Price Selling Price equals to the value the user enters into the 'Selling Price' input field. At Unit Price Selling Price = Single Unit Price or Selling Price = Tiered Unit Price, if 'Use tiered unit price to calculate Selling Price' is enabled. At Unit Cost Selling Price = Single Unit Cost or Selling Price = Tiered Unit Cost, if 'Use tiered unit cost to calculate Selling Price' is enabled. Margin (Currency symbol) If United States is selected as the country of the organization, the currency symbol is USD. The displayed option is 'Margin USD'. The amount, in this case in USD, needs to be entered in the input field after the option 'Margin USD'. Selling Price = Single Unit Cost + Margin USD or Selling Price = Tiered Unit Cost + Margin USD, if 'Use tiered unit cost to calculate Selling Price' is enabled. Margin % It is usually called 'Gross Profit Margin'. The percentage needs to be entered in the input field after the option 'Margin %'. 'Margin %' = 100 * (Selling Price – Unit Cost)/Selling Price. Selling Price = Single Unit Cost / (1 – 'Margin %'/100) or Selling Price = Tiered Unit Cost / (1 – 'Margin %'/100), if 'Use tiered unit cost to calculate Selling Price' is enabled. Discount (Currency symbol) If United States is selected as the country of the organization, the currency symbol is USD. The displayed option is 'Discount USD'. The amount, in this case in USD, needs to be entered in the input field after the option 'Discount USD'. Selling Price = Single Unit Price – Discount USD or Selling Price = Tiered Unit Price – Discount USD, if 'Use tiered unit price to calculate Selling Price' is enabled. Discount % The percentage needs to be entered in the input field after the option 'Discount %'. Selling Price = Single Unit Price * (1 – 'Discount %'/100) or Selling Price = Tiered Unit Price * (1 – 'Discount %'/100), if 'Use tiered unit price to calculate Selling Price' is enabled. Markup (Currency symbol) If United States is selected as the country of the organization, the currency symbol is USD. The displayed option is 'Markup USD'. The amount, in this case in USD, needs to be entered in the input field after the option 'Markup USD'. Selling Price = Single Unit Cost + Markup USD or Selling Price = Tiered Unit Cost + Markup USD, if 'Use tiered unit cost to calculate Selling Price' is enabled. Markup % The percentage needs to be entered in the input field after the option 'Markup %'. Selling Price = Single Unit Cost * (1 + 'Markup %'/100) or Selling Price = Tiered Unit Cost * (1 + 'Markup %'/100), if 'Use tiered unit cost to calculate Selling Price' is enabled. Selling Price This input field is only editable when 'Selling Price Adjustment' is set to 'Fixed Price'. No. of digits to the right of the decimal point for unit price/unit cost Possible values: #,###. No decimal fraction #,###.0 1 decimal fraction #,###.00 2 decimal fraction. That #,###.000 3 decimal fraction. This is usually used in for parts that have unit price/unit cost fraction of a cent. Rounding mode for unit price/unit cost Half Up Rounding mode to round towards "nearest neighbor" unless both neighbors are equidistant, in which case round up. Half Down Rounding mode to round towards "nearest neighbor" unless both neighbors are equidistant, in which case round down. Half Even Rounding mode to round towards the "nearest neighbor" unless both neighbors are equidistant, in which case, round towards the even neighbor. Up Rounding mode to round away from zero. Down Rounding mode to round towards zero. Ceiling Rounding mode to round towards positive infinity. Floor Rounding mode to round towards negative infinity. Unit in Stock Number of unit in stock. Available Unit This is not editable. Its value is calculated automatically. Available Unit = Unit in Stock – Total of Requested Amount in all opportunities Supplier and Manufacturer (Optional) The supplier and manufacturer need to be selected from existing companies. To select the supplier or manufacturer, click the 'Select/Create Company' button (). A dialog box will appear to select the company as supplier or manufacturer. When 'Update Existing Supplier Detail' and/or 'Update Existing Manufacturer Detail' are/is enabled, any changes made to the supplier and/or manufacturer will be saved in the existing company details. Notes

3.3. Creating Tiered Unit Price/Unit Cost

Figure 3.2. Adding Price Tier In the product details, click the 'Price Tier' or 'Cost Tier' at the related items title bar. Click 'New' button () to add a new row to the list, see Figure 3.2: Adding Price Tier. Click the new row under the column 'Amount Up To'. Enter the amount. Click the new row under the column 'Price'. Enter the price. Click 'Save' button () to save the changes.

Figure 3.3. Product Tiered Pricing Using Figure 3.2: Adding Price Tier as example, if the 'Use tiered unit price to calculate selling price' is enabled, the 'Tiered Unit Price' will be calculated automatically as 150. The tiered unit price will be calculated from Price Tier using the lowest 'Amount Up To' ( Figure 3.3: Product Tiered Pricing ).

3.4. Navigating Product List

Figure 3.4. Product List View An example of the product list view is shown in Figure 3.4: Product List View. The product list consists of columns: Product Name Product Code Unit Name Whether the Unit Price is tiered Single Unit Price Tiered Unit Price (Volume based unit price) Whether the Unit Cost is tiered Single Unit Cost Tiered Unit Cost (Volume based unit cost) Selected Price Adjustment Adjustment value Selling Price Unit in Stock Available Unit Supplier Name Manufacturer Name

3.4.1. Product Search Fields

4. Opportunity

4.1. Creating Opportunity

Figure 4.1. Blank Opportunity Details Click the Opportunity folder or any of its sub-folders where the new opportunity will be put into. Click the 'New' button at the toolbar, or click the menu: 'Edit', 'New Item', or click the menu: 'File', 'Create New', 'Opportunity'. An empty opportunity details dialog box will open (Figure 4.1: Blank Opportunity Details). Click 'Save' when you finish entering the details. A new opportunity will start with 'Open' case.

4.1.1. Opportunity Rating:

4.1.2. Opportunity Source

4.1.3. Opportunity Sales Stage:

4.2. Adding Contacts, Events, Tasks, Documents and Notes

4.3. Adding Companies

4.4. Adding Products to Opportunity by Selecting Existing Products

Figure 4.2. Selecting Existing Products Click the Product at the related items title bar. Click 'Select' button () at the related item toolbar. A dialog box will appear to select existing products (Figure 4.2: Selecting Existing Products). Check the checkboxes of the products that will be added. Enter the amount needed in the amount input field at the 'Amount' column. Optionally, adjust the pricing if the price adjustment is allowed for normal user. Click 'Accept Selection' button () at the toolbar. The selected products will be added to the opportunity.

4.5. Creating Products from inside Opportunity

Figure 4.3. Creating New Products from Inside Opportunity Details If the products have not been created, they need to be created first. Products can only be created by superuser. They can be created by clicking Products at the related item title bar and clicking 'New' button ( ) at the toolbar ( Figure 4.3: Creating New Products from Inside Opportunity Details ). A blank product details dialog box appears ( Figure 3.1: Blank Product Details).

4.6. Price Adjustment

Figure 4.4. Product Price Adjustment Price adjustment can be done by superuser. If the superuser enables 'User is allowed to adjust pricing' checkbox, normal user can adjust the pricing while the user adds product to the opportunity. The products that allow users to change the products' pricing can be identified with their input field having light green background ( Figure 4.4: Product Price Adjustment ).

4.6.1. Price Adjustment while adding Product to Opportunity

Figure 4.5. Product Price Adjustment - Sub Total Calculation In this example (see Figure 4.4: Product Price Adjustment ), entering 200 to the amount requested will set sub total to 22,694 (see Figure 4.5: Product Price Adjustment - Sub Total Calculation ).

Figure 4.6. Product Added to Opportunity Clicking the 'Accept Selection' button ( ) will add the selected product with adjusted price to the opportunity, see Figure 4.6: Product Added to Opportunity.

4.6.2. Working with Products inside Opportunity

Figure 4.7. Opportunity with Products An example where products have been added to the opportunity is shown in Figure 4.7: Opportunity with Products . The table cells with light green background are editable. The product pricing can be edited directly in the list: Click the 'Product' at the related items title bar. Click the input field with light green background, edit or select the value. Click 'Save' button () at the toolbar.

Figure 4.8. Selecting Products for An Opportunity Clicking the 'Select' button ( ) at the toolbar will open a products selection window ( Figure 4.8: Selecting Products for An Opportunity ). The products that have been selected are identified with green ticks.

Figure 4.9. Added Product to an Opportunity - Users can Adjust Pricing The product pricing can also be edited by opening up the product by selecting the product row and clicking the 'View' button ( ) at the toolbar. The details of the included product in the opportunity that allow the users to change product pricing is shown in Figure 4.9: Added Product to an Opportunity - Users can Adjust Pricing.

Figure 4.10. Added Product to an Opportunity - Users can NOT Adjust Pricing The details of the included product in the opportunity that does NOT allow the users to change product pricing is shown in Figure 4.10: Added Product to an Opportunity - Users can NOT Adjust Pricing. User is only allowed to change the amount.

4.7. Expected and Estimated Revenue Calculation

Figure 4.11. Product Expected and Estimated Revenue Automatic Calculation If the 'Calculate from included Products' checkbox is enabled, the 'Expected Revenue' will be calculated automatically every time products are added to the opportunity. The expected revenue equals the sum of all sub totals of the included products. However, if it is preferred that the expected revenue is entered manually, the 'Calculate from included Products' checkbox must be disabled. The 'Estimated Revenue' will be calculated automatically from the 'Expected Revenue'. The estimated revenue equals the expected revenue multiplied by the probability. In this example ( Figure 4.11: Product Expected and Estimated Revenue Automatic Calculation ), the probability is 10%, the expected revenue is USD 22,694.00, hence the estimated revenue is USD 2,269.40 (22,694.00 x 10%).

4.8. Adding Contacts, Events, Tasks, Notes, and Documents to Opportunity

4.9. Adding Companies to Opportunity

Figure 4.12. Expanded Opportunity List In addition to contacts, events, tasks, notes and documents, companies can be added as related items to an opportunity. The relationship of a company to opportunity can be one of the following: Competitor Supplier Partner Sub Contractor

Figure 4.13. Opportunity List 4.10. Navigating Opportunity List There are two types of opportunity list view, the expanded opportunity list where each opportunity's contacts are displayed ( Figure 4.12: Expanded Opportunity List ) and the opportunity list where only the opportunities are displayed ( Figure 4.13: Opportunity List ).

Clicking the 'Expand' or 'Collapse' button ( ) will expand or collapse the opportunity list. The collapsed opportunity list consists of columns:

1. Opportunity Name
2. Opportunity's Sales Stage
3. Opportunity's Expected Close Date
4. Account Name
5. Rating

4.10.1. Opportunity Search Fields

4.10.2. Searching Opportunity Start, Expected Close and Actual Close Date

4.11. Opportunity Charts

4.12. Charts on Single Opportunity Data Set

Figure 4.14. Opportunity from which The Charts for Single Opportunity is Generated The charts that uses data sets from a single opportunity can be accessed by viewing the opportunity details and clicking 'View Chart' button ( ). An example of an opportunity where the following charts are generated, is shown in Figure 4.14: Opportunity from which The Charts for Single Opportunity is Generated.

4.12.1. Expected Revenue Over Time

4.12.2. Estimated Revenue Over Time

Figure 4.15. Expected Revenue Over Time Figure 4.16. Estimated Revenue Over Time

4.12.3. Sales Stage Gantt Chart

Figure 4.17. Sales Stage Gantt Chart This chart displays the how the sales progresses over time by showing the start and end dates of each sales stage ( Figure 4.17: Sales Stage Gantt Chart ).

4.12.4. Working Days Spent on Each Sales Stage

4.12.5. Calendar Days Spent on Each Sales Stage

Figure 4.18. Working Days Spent on Each Sales Stage Figure 4.19. Calendar Days Spent on Each Sales Stage

4.13. Charts on All Opportunities Data Set

4.13.1. #Days for each Opportunity Sales Stage

Figure 4.20. No of Days for Each Opportunity Sales Stage As Bar Chart Figure 4.21. Percentage of Days for Each Opportunity Sales Stage As Pie Chart

4.13.2. #Opportunity for Each Source

Figure 4.22. No of Opportunities for Each Source As Bar Chart Figure 4.23. Percentage of Opportunities for Each Source As Pie Chart

4.13.3. #Opportunity for Each Rating

Figure 4.24. No of Opportunities for Each Rating As Bar Chart Figure 4.25. Percentage of Opportunities for Each Rating As Pie Chart

4.13.4. #Opportunity for each Sales Stage

Figure 4.26. No of Opportunities for Each Sales Stage As Bar Chart Figure 4.27. Percentage of Opportunities for Each Sales Stage As Pie Chart

4.13.5. #Opportunity for each Sales Stage By Month

4.13.6. #Opportunity for each Sales Stage By Day

Figure 4.28. No of Opportunities for Each Sales Stage By Month Figure 4.29. No of Opportunities for Each Sales Stage By Day

5. Quotation

Quotation can be generated from an opportunity at any time by clicking the button after the 'Quotation Status' inside the opportunity details ( Figure 5.1: Generating Quotation from an Opportunity ). A quotation dialog box will appear ( Figure 5.2: Quotation ).

Figure 5.1. Generating Quotation from an Opportunity Figure 5.2. Quotation

Figure 5.3. Line Items inside Quotation Figure 5.4. Contacts in Quotation

5.1. Quotation Fields

Figure 5.5. Selecting Quotation's Contact as Recipient Figure 5.6. Selecting Contact as Recipient of the Quotation Figure 5.7. Selected Contact as Recipient of the Quotation

5.2. Working with Line Items

5.2.1. Inserting Comment

Comment can be inserted by selecting the row where the comment will be inserted before the row and then clicking the 'Insert' menu at the toolbar of the Line Item List, and select 'Comment' menu item ( Figure 5.8: Inserting Comment Line Item ). Comment has only a comment field to store additional information about the line items in the quotation ( Figure 5.9: Inserted Comment Line Item ). Clicking 'Save' button ( ) will save the entered comments.

Figure 5.8. Inserting Comment Line Item Figure 5.9. Inserted Comment Line Item

5.2.2. Inserting Sub Total

Sub Total line item can be inserted by selecting the row where the Sub Total line item will be inserted before the row and then clicking the 'Insert' menu at the toolbar of the Line Item List, and select 'Sub Total' menu item ( Figure 5.10: Inserting Sub Total Line Item ). Sub Total line item has two fields. They are the description field to store additional information about the line items in the quotation and the sub total field ( Figure 5.11: Inserted Sub Total Line Item ). Clicking 'Save' button ( ) will save the entered description.

Figure 5.10. Inserting Sub Total Line Item Figure 5.11. Inserted Sub Total Line Item

5.2.3. Inserting Accumulated Sub Total

Accumulated Sub Total line item can be inserted by selecting the row where the Accumulated Sub Total line item will be inserted before the row and then clicking the 'Insert' menu at the toolbar of the Line Item List, and select 'Accumulated Sub Total' menu item ( Figure 5.12: Inserting Accumulated Sub Total Line Item ). Accumulated Sub Total line item has two fields. They are the description field to store additional information about the line items in the quotation and the accumulated sub total field ( Figure 5.13: Inserted Accumulated Sub Total Line Item ). Clicking 'Save' button ( ) will save the entered description.

Figure 5.12. Inserting Accumulated Sub Total Line Item Figure 5.13. Inserted Accumulated Sub Total Line Item

5.2.4. Removing Comment, Sub Total, or Accumulated Sub Total

Clicking the checkbox of the comment, sub total or accumulated sub total line item, and clicking 'Delist' button ( ) will remove the line item from the list. The value of other sub totals will be re-calculated.

5.2.5. Reordering Line Items

Figure 5.14. Moving Line Item Figure 5.15. Moved Line Item

5.2.6. Entering and Removing Delivery Date

Figure 5.16. Entering Line Item Delivery Date Clicking the delivery date cell will show the delivery date input fields ( Figure 5.16: Entering Line Item Delivery Date ). Clicking the tick button ( ) will set the delivery date. Clicking the cross button ( ) will remove the delivery date.

5.3. Generating Quotation as PDF file

Figure 5.17. Generating Quotation in PDF Format When details about the quotation and line items have been entered, the quotation in PDF format can be generated by clicking the 'Preview' or 'PDF' button. The 'Preview' button will open a new window showing the generated quotation in PDF format. Acrobat reader plugin for your browser is needed to view the PDF document. The 'PDF' button will generate the quotation in PDF format without opening a new window but the generated PDF file is stored inside Document list ( Figure 5.17: Generating Quotation in PDF Format ).

Figure 5.18. Example of Generated Quotation in PDF Format The generated Quotation in PDF format in this example is shown in Figure 5.18: Example of Generated Quotation in PDF Format . 5.4. Working with Quotation Template The quotation in PDF format is generated by merging the quotation template with the data from the quotation and line item details. There are three sources of quotation template: System template This cannot be modified. It may be updated from time to time when software update is released. Company Template This can be modified only by the superuser. Initially it is set to the system template. The company template can be reset to system template anytime after modification. Any modification made before the reset will be lost. User template This can be modified by the user and the modification is specific to the quotation. The modification does not affect user template for other quotations. The user template for specific quotation can be reset to the company template anytime after modification, the reset does not affect user template for other quotations.

5.4.1. Quotation Template Tag

The template contains tags that will be replaced with the data from the quotation and line items. To insert the tag, click the 'Insert Tag' button ( ) at the quotation template toolbar. A dialog box will appear with selection of tags, see Figure 5.20: Quotation Template Tag . The tag can be inserted at the cursor in the quotation template by clicking one the tags.

Figure 5.19. Quotation Template Figure 5.20. Quotation Template Tag

Figure 5.21. Line Items Tag With Delivery Date Figure 5.22. Line Items Tag Without Delivery Date

5.4.2. Quotation Template's Header and Footer

Figure 5.23. Quotation Template's Header Figure 5.24. Quotation Template's Footer

Figure 5.25. Quotation Page Numbering and Company Logo The tag {{mycompanylogo}} will be replaced with the company logo that has been uploaded into company details. The forward slash at the quotation template's footer is for the page numbering, see Figure 5.25: Quotation Page Numbering and Company Logo .

5.5. Navigating Quotation List

Figure 5.26. Quotation List An example of the quotation list view is shown in Figure 5.26: Quotation List . The quotation list consists of columns: Quotation No Company name Quotation Date Quotation Expiry Date Quotation Status Its possible values are: Rejected PO Raised Revised Acknowledged Sent and Waiting Response Draft

5.5.1. Quotation Search Fields

5.5.2. Searching Quotation Date and Quotation Expiry Date

6. Account

6.1. Creating Account

Figure 6.1. Empty Account Details Figure 6.2. Selecting Company for an Account

6.2. Account Fields

6.3. Navigating Account List

Figure 6.3. Account List View An example of the account list view is shown in Figure 6.3: Account List View . The account list consists of columns: Account Name Account Code Company Name Company's City Company's Telephone Company's Fax Company's Website Account's Rating Account's Revenue

6.4. Account Search Fields