Frequently Asked Question

Deleting a Single Quote

In order to delete a quote, the quote transaction needs to be finalized. To do this, you will need to go into invoicing (4. Sales Desk > 1. Invoicing). From there, you need to look the quote up, finalize it, delete the original quotation and then void the completed transaction

Looking Up The Quote

Looking Up Quote By Customer

First, you can enter the customer number for whom the quote is written and press Enter. This should bring up the 'Q Present' message along the bottom of the screen. 

Pressing 'Q' here will open the quote lookup screen for this customer. Within the quote lookup screen, you can optionally look quotes up by PO. If you do not know the PO, just press enter to pass through the field.

Select the quote you wish to use by selecting the line number

Entering The Quote # Directly

Once in the invoice screen, press the F3 button twice to bring up the 'quotation' prompt at the bottom of the screen

Searching For The Quote

If you are not sure of the customer and do not have the quote transaction number, you can search the entire quotation listing. 

In the invoicing screen, press the F3 button twice to bring up the 'quotation' prompt at the bottom of the screen. 

With the cursor in the 'quotation' field, press F11. This will bring up the quotation search screen. The quotation search routine does require either a customer or a PO. To bypass either field and search all customers or POs, press enter.

Select the quote you wish to use by selecting the line number

Closing and Deleting The Quote

Once you have recalled the quote in question you are given 3 options, (C)hange, (R)eprint, (I)nvoice. 

Change - This will allow you to change the payment type, discount, freight or PO number 
Reprint - This allows you to reprint the quotation
Invoice - This finalizes the quotation (and, for the purpose of this document, delete the quote)

Select I to finalize the quotation. The quote will be converted to an invoice and you will be given the standard final invoice prompts. 

Press F1 to accept and continue, and finalize the invoice as a sale. If this is a quote for a non-charge account, it is suggested to pay the invoice as cash to make for the easiest method of clearing afterwards.

Deleting The Quote

Once finalized, you are given the option to delete the original quote.

Press Y to delete the quote. This will bring you back up to the customer number field. From here, press F3 once to recall the invoice that was just created (it will pre-populate the transaction number). Press enter to accept and open it.

Press V to void this invoice. 

You have now completed the process of finalizing, deleting and cleaning up a single quotation.

Purging Old Quotes

If you are looking to remove all quotes within a specific date range, you can use the Quotation purge routine. 9. System Utilities > 4. Sales Desk > 4. Quotation Purge.

Enter the beginning and ending dates for the range in which you want to delete. ANY quotes with a date between these two dates will be deleted. That is, all quotes for all customers.

Press F1 to accept. As the process runs, it will show the transactions on screen that are being deleted.