Request for Quotation

Understanding Request for Quotation

Request for Quotation is the stage where the Purchase requisition is received by the employee after getting approvals from the PO Authorization and Finance Authorization. It is here when the employee asks for quotations for the materials requested from various vendors. This helps the company to make the best decision depending on the quotes they give.

 

Settings

Navigate to Settings > Purchase.

Under the Purchase Preferences tab, check the box Request for Quotation.

Click on Update.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Campaign Permissions to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable the Manage Procurement Quotation permission.

Click on Save.

 

Using Request for Quotation

Navigate to Left Menu > Purchase > Request for Quotation.

Any Purchase Requisition that receives approval from the PO Authorization and Finance Authorization are listed here.

Check the box beside the Requestor Employee. 

Click on the yellow box and click Get Quotation.

In the Quotation window that pops up, select the date and time. Also, select the vendor name from the dropdown options available. The user can select multiple vendors.

Click on Save.

Once done, the request for quotation will go to all the vendors listed. The vendors will send their quotations which will be listed under the Request for Quotation index page.

This will now be Reflected in the In progress Option under Request for Quotation.

 

Approving or Rejecting Request for Quotation

Select the Not Received option or Received option from the Quotation Status dropdown. Also enter the date and time. Enter any comments, if required.

Click on Save.

Once rejected, it will show under the Completed tab.

The Status of the Received ones will show as Pending in the Request For Quotation Index Page. 

Scroll to the right and select Action>Generate PO.

A PO form will open for the user. For more details on it, please refer to the PO document.

 

Purchase Requisition

Understanding Purchase Requisition

A Purchase Requisition is the request from a department/employee to its purchase team for buying any stock for their own use or for sale. A request for it is first reviewed by the Purchase Department after which an approval or rejection is given depending upon the feasibility and need. It is after the approval that a Purchase Order is created

 

Settings

Navigate to Settings > Purchase.

Under the Purchase Preferences tab, check the box Purchase Requisition.

Click on Update.

 

Creating Purchase Requisition

Navigate to Left Menu > Purchase > Purchase Requisition.

All the Purchase Requisition created would be visible on the index page.

Click on the plus button on the top right.

A Purchase Requisition form will open.

Enter all the mandatory fields.

Also, scroll down and enter all the Product Details.

Click on Save.

Note: After a Purchase Requisition is created, it needs two approvals. One from the PO Authorization and the other from the Finance Authorization. Once approved, it will become a Purchase Order.

 

Approving Purchase Requisition

Navigate to Left Menu > Purchase > Purchase Requisition.

All the Purchase Requisition created would be visible on the index page.

Scroll to the right of the purchase requisition for which the approval needs to be given. 

Select the Auth Status option from the Action dropdown menu.

In the Authorization Status pop up window that appears, select the Approve or Reject option.

Click on Save.

Once approved from PO Authorization, Finance Authorization needs to be approved in the same way.

After getting both the approvals, a check box appears on the extreme left hand side of the purchase requisition.

Check the box and click on the three dots> Quotation All.

Click on Submit.

Note: Once the user submits the Purchase Requisition, they will go to the team that is responsible to get in touch with the vendors for their request.

 

Pricelist

Understanding Price List

A price list is a document or database that outlines the prices of products or services offered by a business. It provides a comprehensive listing of items along with their respective prices, often organized by categories or product lines. Price lists are used by businesses to communicate pricing information to Price Lists.

 

Adding Price List

Adding a Price List in AntMyERP is easy! You just need to put in their important info into one place. Here’s what you do.

In the Product Master, enter the important pricing information for each product. This includes details such as Maximum Retail Price (MRP), Dealer Price, Special Price, and Minimum Selling Price (MSP).Once you input the pricing information for a product in the Product Master, it will automatically get reflected under the Price List section.

 

Creating Price List from the Creation Page

Navigate to the Left Menu > Settings > Masters > Products.

Click the + Icon button on the top right corner of the page.

Begin by adding all product fields details along with a price list check mark.

(Please note that this check mark of price list will appear in communications document like Quotations)

Enter all mandatory fields along with all the details of your Price List

After entering all the details, click Save.

Productivity Tool: You can add Price List from the Quick Add directly adding Product.

Note: Price List entries are added while creating, editing  Product within AntMyERP.

 

Exporting / Downloading Price List 

Navigate to Left Menu > CRM Sales > Reports > Price List 

You will lands in Price List Listing Page

Now go to the Top Right Menu > Download Price Lists> Save

All your Price Lists data will be downloaded here.

All your Price Lists are Exported from your AntMyERP to CSV. file

Note : Export / download can be done only by the users who have the permission from admin.

 

View Price Lists

Navigate to Left Menu > CRM Sales > Reports > Price List 

You will lands in Price List Listing Page

Locate the Price List in the Price register with the help of Live Search and type the Product name which you want to display price.

Now you can view the Price List whom you want to View.please follow below steps.

 

Editing Price Lists

Navigate to Left Menu > CRM Sales >Reports > Price List 

You will lands in Price List Listing Page

If you want to edit the Price list for the Product, these changes only happen by editing product master and updating prices.

Make the necessary changes to the Product will be captured in the price list automatically. 

 

Deleting Price Lists

Navigate to Left Menu > CRM Sales >Reports > Price List 

You will lands in Price List Listing Page

If you want to delete data from the Product of Price list.

Edit Product and remove all prices related details. 

Now this Product will no longer be displayed under Price List Register.

Note: If a Price List details are removed from Product master, these products no longer display under Price list register.

User Permission:

“Manage Price List Register” is the User permission applied then only the user is able to view this Report under his own log in.

 

Product Categories

Understanding Product Category

A product category is a group of similar products together based on their characteristics, functions, or target markets. Essentially, it’s a way of organizing products to make them easier to understand and compare for both businesses and consumers.

 

Adding a Product Category

Adding a Product Category in AntMyERP is easy! You just need to put in their important info into one place. Here’s what you do.

You can add Product Category as follows

 

Creating Product Category from the Creation Page

Navigate to the Left Menu > Settings > Masters > CRM Sales >Product Category

Click the You will lands in Product Category Listing Page

On the Top Right Menu navigate to + Button to create Product Category.

Enter all mandatory fields along with all the details of Product Category.

After entering all the details, click Save.

Productivity Tool: You can add Product Category  from the Product page directly.

Note: Duplicate product category entries are not permitted within AntMyERP to maintain data integrity.

 

Exporting / Downloading Product Category

Navigate to the Left Menu > Settings > Masters > CRM Sales >Product Category

Click the You will lands in Product Category Listing Page

Filter from the LIVE Search / Filter. Now you have filtered data which need to be exported 

Now go to the Top Right Menu navigate to Download 

All your product category data will be downloaded as per the Search or Filter

All your product categories are Exported from your AntMyERP to CSV. file

Note : Export/download can be done only by the users who have the permission from admin.

 

View Product Category

Navigate to the Left Menu > Settings > Masters > CRM Sales >Product Category

Click the You will land in the Product Category Listing Page.

Locate the Product Category name in the Product Category list .

 

Editing Product Categories

Navigate to Left Menu > CRM Sales > Product Category 

You will lands in Product Category Listing Page.

Locate the Product Category in the Product Category list with the help of Live Search and click on the View option from the Action dropdown menu. 

Alternatively you can Right Click on the Product Category whom you want to Edit.

Make the necessary changes to the Product Category details.

Save the updated information.

 

Deleting Product Categories

Navigate to Left Menu > CRM Sales > Product Category 

You will lands in Product Category Listing Page.

Locate the Product Category in the Product Category list with the help of Live Search and click on the View option from the Action dropdown menu. 

Alternatively you can Right Click on the Product Category whom you want to Delete.

Confirm the deletion in the pop-up window.

Note: If a specific Product Category has completed any transactions, they cannot be deleted.

 

Creating copy from existing Product Category 

Navigate to Left Menu > CRM Sales > Product Category 

You will lands in Product Category Listing Page

Locate the product category in the product category list and click on the copy option from the Action dropdown menu.

Alternatively you can Right Click on the product whom you want to copy.

Make the necessary changes to the product category details and click Save.

Productivity Tool: You can add Product category from the Right Click directly from the Product Category Listing Page

Note: Duplicate Product Category entries are not permitted within AntMyERP to maintain data integrity.

 

Important Field & Description: 

This section provides a comprehensive overview of the various fields and their descriptions when adding or editing Product Category details within AntMyERP.

Track By Sr no : Serial Number Tracking is a system which will allow you to track individual units of an item right from its creation through to its sale. Each unit will possess a unique identification number which will help you find out exactly which unit was sold to whom.

OEM Serial Number : Serial numbers are defined by every manufacturer. 

Creator Serial Number : Serial numbers are generated from the current date and time also called as Creator serial number. 

Without Serial Number : Product is without serial number measured in Quantity.

 

Product Overview

Understanding Product

A Product is anything that your company offers, whether it’s a product or a service. It also includes parts needed to make products before they’re sold. With AntMyERP, you can keep track of all your items, whether individual products or bundles.

AntMyERP helps you manage your sales and purchases smoothly. If you offer services, you can create an item for each one. Making sure you fill out the Item Master is really important for using AntMyERP successfully.

Getting Started with Product

Before you start adding a Product in your system, we strongly recommend to know more about Product Category and Product Type.

Know Product Type

AntMyERP manages a very detailed product structure so that it covers your business requirements and workflow.

Product type is a group of products which fulfill a similar need for a market segment or market as a whole. Product type can also be defined as a set of common specific characteristics in products or goods. These types can be on various parameters like :

Other 

All tangible items can be classified as goods. Goods are products that can be touched and seen, and are produced to satisfy consumers’ wants. Goods can be either durable goods or consumer goods.

When adding any product in the product master where service is required, select Others as the product type. This enables users to easily log a service ticket for the product when needed.

Care Pack

Care Packs provide an enhanced level of support and/or an extended period of coverage/ warranty for your Product hardware and can be purchased within the first year of hardware purchase. Click here to purchase a Care Pack. Post Warranty plans are meant to provide additional coverage after your base warranty expires.

When selecting the Product Type as Care pack, the product will be utilized specifically as a care pack and will not be displayed in service or request toner tickets. Instead, it will be managed under Assets Management as a care pack, where additional warranty services are provided to the product. This categorization ensures that care packs are appropriately managed and distinguished from other service-related tickets within the system.

Note : You can not log the service calls for the Product which comes under Care Pack.

Spare Parts

A spare part is an interchangeable part that is kept in an inventory and used for the repair or refurbishment of defective equipment/units. Spare parts are parts that you can buy separately to replace old or broken parts in a piece of equipment.

When adding spare parts in the product master for service purposes, please select Spare parts as the product type. This ensures that users can request the required spare parts under a service ticket. If a spare part is requested under a service ticket, the product name will only be displayed in the list of spares if the product type is selected as spare parts.

Note : Spare parts also act as a Product and can be the Part of any Product.

Toner

A toner cartridge, also called laser toner, is the consumable component of a laser printer. Toner cartridges contain toner powder, a fine, dry mixture of plastic particles, carbon and black or other coloring agents that make the actual image on the paper.

When adding a toner cartridge in the MPS Business ON system, please categorize it under the Product Type Toner. By selecting Toner as the product type, the toner cartridge will automatically appear in the call log pop-up when users request a toner ticket. This ensures efficient and accurate tracking of toner requests within the system.

Once you are fully aware about Product Category and Product Type, then you can start adding Product in AntMyERP.

Adding a Product

Adding a product in AntMyERP is easy! You just need to put their important info into one place. Here’s what you do.

You can add product in two ways

• Creating Product from the Creation Page
• Importing Product

 

Creating Product from the Creation Page

Navigate to the Left Menu > Setting > Masters > CRM Sales > Product

Page lands on Product Listing Page.

Add Product  by click on the plus button on the product listing page.

Begin by Uploading Product Image and entering the Product name.

(Please note that this Product will appear in all your communications documents like Quotations, Contract, Sales Order, Delivery Note and Invoice)

Enter all mandatory fields along with all the details of your product.

After entering all the details, click on Save and Exit.

Productivity Tool: You can add product from the Quick Add directly

Note: Duplicate product entries are not permitted within AntMyERP to maintain data integrity.

AntMyERP manages a complex product structure as per the business requirements. For instance, you can select different Product Types as per your business requirement.

Importing Product

Navigate to the Left Menu > Setting > Masters > CRM Sales > Product.

You will land on the Product Listing Page.

On the Top Right Menu navigate to Three Dot Icon > Import Products.

Read Instructions and Click Download Sample File ( CSV. ) for your reference by clicking sample file.

Ensure that all the fields are mapped and  filled correctly while adding your Products.

Now go to the Top Right Menu navigate to Three Dot Icon > Import Products

Click on Upload Product and select the file to be imported.

Click on Save.

All your products are imported in your AntMyERP to transact.

Note: You can upload 500 products at a time. Only CSV. file is supported.

Exporting Product

Navigate to the Left Menu > Setting > Masters > CRM Sales > Product.

You will land on the Product Listing Page.

Filter from the LIVE Search / Filter. Now you have filtered data which needs to be exported.

Now go to the Top Right Menu navigate to Three Dot Icon > Export Products > Save

All your products data will be exported as per the Search or Filter

All your products are Exported from your AntMyERP to CSV. file

Note : Export can be done only by the users who have the permission from admin.

View Products

Navigate to the Left Menu > Setting > Masters > CRM Sales > Product.

You will land on the Product Listing Page

Locate the Product in the product list and Click on Edit.

Edit Products

Navigate to the Left Menu > Setting > Masters > CRM Sales > Product.

You will land on the Product Listing Page.

Locate the product in the product list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the product whom you want to Edit.

Make the necessary changes to the product details.

Save the updated information.

Delete Products

Navigate to the Left Menu > Setting > Masters > CRM Sales > Product.

You will land on the Product Listing Page.

Locate the product in the product list and click on the Delete option from the Action dropdown menu. Alternatively you can Right Click on the product whom you want to Delete.

Confirm the deletion in the pop-up window.

Note: If a specific product has completed any transactions, they cannot be deleted.

Copying Product from an Existing Product.

Navigate to the Left Menu > Setting > Masters > CRM Sales > Product.

You will land on the Product Listing Page.

Locate the product in the product list and click on the copy option from the Action dropdown menu. Alternatively you can Right Click on the product whom you want to copy.

Make the necessary changes to the product details and click on Save.

Productivity Tool: You can add products by Right Clicking directly from the Products Listing Page.

Note: Duplicate product entries are not permitted within AntMyERP to maintain data integrity.

Managing Products : Active and Inactive

If you need to stop doing business with a product for any reason, you can easily make them Inactive. Just go to their profile, change the status to Inactive, and Save the changes.

Once a product is inactive, nobody in your company can create any new transactions like sales orders, deliveries, service calls or invoices for them.

If you need to start working with the product again, simply go through the same process and mark them as Active. Then you can start transacting with them as usual.

Permission: Keep in mind that this action requires permission, so users need to have the right authorization to make a product active or inactive.

• Manage Product
• Edit Product

 

Product Price List

Your Product Price List is auto populated in AntMyERP.

Learn more about Price List

Few Field & Description: 

This section provides a comprehensive overview of the various fields and their descriptions when adding or editing product details within AntMyERP.

Brand: A brand is a product, service or concept that is publicly distinguished from other products, services or concepts so that it can be easily communicated and usually marketed. Check mark if you want to get it displayed in Proposal.

SKU : A stock keeping unit (SKU) is a unique identifier for a product, typically assigned by a retailer or manufacturer. It is used to track inventory and is typically associated with a product’s barcode. An example of a SKU is XYZ-12345. This would be the unique identifier for a specific product. Check mark if you want to get it displayed in Proposal.

Maximum Retail Price : Maximum Retail Price (MRP) is a manufacturer calculated price that is the highest price that can be charged for a product sold in India. It is mandatory by law to print the price on every product. Check mark if you want to get it displayed in Proposal.

Dealer Price : The Dealer Price refers to the price of each company product to which it refers, as established by the Company from time to time, before any cash or other applicable discounts are deducted for the Dealer. Check mark if you want to get it displayed in Proposal.

Special Price : A product that is being sold for less than its usual price or the act of selling something for less than the usual price. Shoppers will be able to take advantage of special offers after the holidays. Check mark if you want to get it displayed in Proposal.

Minimum Selling Price : MSP stands for Minimum Selling Price. Setting the minimum selling price for a product or service is essential for any business.The goal of MSP is to ensure that the product or service remains profitable in the competitive market. Check mark if you want to get it displayed in Proposal.

Part No: Parts, or components, are identified with unique numbers. As product designs are created, each part is given a unique number that can be revision controlled and used to build one or more product assemblies. Check mark if you want to get it displayed in Proposal.

Description : A product description is used to describe and explain the benefits of your product. In other words, it provides all the information and details of your product. Check mark if you want to get it displayed in Proposal.

Specification : A specification often refers to a set of documented requirements to be satisfied by a material, design, product, or service. A specification is often a type of technical standard. There are different types of technical or engineering specifications, and the term is used differently in different technical contexts. Check mark if you want to get it displayed in Proposal.

As part of our ongoing efforts to improve user experience and streamline our product management processes, I am excited to propose enhancements to our Add Product interface. These improvements aim to provide users with clearer product information and streamline data entry tasks.

• Proposal Overview:

These all fields will get displayed in Proposal.

• Integration of Brand, SKU, and Part Number Display:

We propose integrating the display of essential product details – Brand, SKU (Stock Keeping Unit), and Part Number – directly below the product name in the Add Product interface.

This integration will facilitate quicker and more accurate product identification during the selection process.

• Display of Pricing Information Post-Product Addition:

After a product has been added, we suggest displaying key pricing information below the product name, including MRP (Maximum Retail Price), DP (Dealer Price), SP (Selling Price), and MSP (Minimum Selling Price), if these fields are marked in the Product Master for the respective product.

This feature will offer users immediate visibility into important pricing details without the need for additional navigation.

• Autofill of Description of Services/Goods:

Upon product addition, we propose automatically populating the Description of Services/Goods box with relevant data from the Product Master if the corresponding checkbox is selected.

This enhancement will reduce manual data entry efforts and ensure consistency in product descriptions.