Rental Quotation

Understanding Rental Quotation

A Rental Quotation is created when an organization gives any equipment for rent for a particular period of time to the customer. Here, the amount is charged for the type of equipment and the number of days it is given for rent. This is not for sale, and the equipment will be returned to the company.

 

Settings

Navigate to Settings > Sales.

Under the Quotation Preferences tab, check the box Rental Quotation.

Click on Update.

 

Creating Rental Quotation

Navigate to Left Menu > CRM Sales > Quotation.

Click on the plus button and select the Rental dropdown option.

Fill in all the details in the Rental Quotation form that opens.

Select the products from the product list under the Add Product dropdown option.

Click on Save.

Note: A Rental Quotation can also be added from the Lead ticket.

 

Viewing Sales Quotation

Navigate to Left Menu > CRM Sales > Quotation.

Click on the Rental Quotation No. which you want to view under the Quotations tab.

On the right hand side of the Quotation Proposal page there are eight buttons which are used for the following:

Edit: This button is used to edit the form if any changes need to be made.

Copy : This button is used to copy the quotation to create a new quotation for other customers.

Accept : This button is clicked to indicate acceptance of the quotation.

Reject : This button is clicked to reject/ non acceptance of  the quotation.

Send Mail : This button is used to directly mail the form to the customer.

Print : This prints the form for physical mailing/ storage purposes.

Back : This button takes to the quotation page.

Proforma : A proforma invoice is a preliminary bill of sale sent by a seller to a buyer in advance of a shipment or delivery of goods or services.

Notes: The rental form can also be opened by selecting the Rental option while qualifying the Lead.

 

Sales Quotation

Understanding Sales Quotation

A sales quotation is a document that details the price of your product or service for a prospective customer. It serves as a formal notice of the expected cost rather than a binding contract.

 

Settings

Navigate to Settings > Sales.

Under the Quotation Preferences tab, check the box Sales Quotation.

Click on Update.

 

Creating Sales Quotation

Navigate to Left Menu > CRM Sales > Quotation.

Click on the plus button and select the Sales from dropdown option.

Fill in all the details in the Sales Quotation form that opens.

Select the products from the product list under the Add Product dropdown option.

Click on Save.

Note: In Sales Quotation, a user can take a single GST for all the products.

 

Viewing Sales Quotation

Navigate to Left Menu > CRM Sales > Quotation.

Click on the Sales Quotation No. which you want to view under the Quotations tab.

On the right hand side of the Quotation Proposal page there are eight buttons which are used for the following:

Edit: This button is used to edit the form if any changes need to be made.

Copy : This button is used to copy the quotation to create a new quotation for other customers.

Accept : This button is clicked to indicate acceptance of the quotation.

Reject : This button is clicked to reject/ non acceptance of  the quotation.

Send Mail : This button is used to directly mail the form to the customer.

Print : This prints the form for physical mailing/ storage purposes.

Back : This button takes the page to the quotation page.

Proforma : A proforma invoice is a preliminary bill of sale sent by a seller to a buyer in advance of a shipment or delivery of goods or services.

 

Unit Purchase Order With Multiple GST

Understanding Unit Purchase Order

A Unit Purchase Order with Multiple GST means you’re buying different things, and each thing has its own tax rate. So, when you create the purchase order, you list all the items you’re buying and the tax rate for each item separately. This helps you keep track of how much tax you need to pay for each item.

 

Permissions for Creating a New Unit Purchase Order

To Create, Copy, or edit the Unit Purchase Order, you must have super admin privileges or the necessary permissions.

To initiate the “Permissions” 

Navigate to Settings

Click on Users and Roles

Search for a user or group to whom you want to give permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for below

Manage Po List

Show Only Self Created PO (for Viewing Select Created Unit Purchase order)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

 

Create a New Unit Purchase Order

You can create a Unit Purchase Order in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a Unit Purchase Order Through a Qualified Lead

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on Lead for Purchase Listing Page

Locate the Lead for Purchase in the Lead for Purchase list and click on the PO option from the Action dropdown menu. Alternatively, you can Right Click on the Lead for Purchase whom you want to Raise the Unit purchase order.

After clicking on the  PO, select the PO type as New or Existing. 

New : When a Unit Purchase Order is made completely new without any connection to any Leads.

After clicking on the New Unit Purchase Order form, it will open.

 Please enter all mandatory fields along with all the details of your Purchase Order. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save.

Existing: When Lead for Purchase is connected to an already existing Unit Purchase order.

Add the Purchase Order number and Save, The Unit Purchase Order will be connected with Lead for purchase 

 

Create a Unit Purchase Order newly without a Qualified Lead

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order page

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

Select Unit. Unit Purchase Order Form will open

Please enter all mandatory fields along with all the details of your Unit Purchase order. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save. 

The Purchase order will be reflected in The Pending Tab.

Productivity Tool: You can add Unit Purchase Order from the Quick Add icon on the top directly

 

Settings and Preferences for Unit Purchase order

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page.

Now go to the Top Right Menu and navigate to Three Dot Icon > Purchase Settings.

Select the Settings you want to Enable below

Purchase Order– To manage the Purchase Order Business type which you require

PO Authorisation setting– To Enable  Unit Purchase Order Authorisation Setup

Click on Updates.

 

View Unit Purchase order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Unit Purchase Order number in the Purchase Order List and click on the View option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order for which you want to View and select

The Purchase Order will open, and you can Edit, Print, Copy, Accept and Reject this Purchase Order by clicking on the respective icon on the Top Right.

 

Editing Unit Purchase Order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Unit Purchase Order numberin the Purchase Order and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the Unit Purchase Order that you want to Edit and  select

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Unit Purchase Order

Please note : you can’t delete a Unit Purchase Order only when it is Pending and Accepted Stage.You cannot delete the Contracted Unit Purchase order.

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Unit Purchase Order number in the Purchase Order and click on the Delete option from the Action dropdown menu. Alternatively, you can Right Click on the Unit Purchase Order that you want to Delete and  select

This will reflect on the Deleted tab of the Purchase Order.

 

Accept Unit Purchase Order

When the Vendor or supplier Accepts the pricing and terms of the Unit Purchase Order, accept the Unit Purchase order

Navigate to the Left Menu > > Purchase > Purchase Order. Go to Accepted Tab

You will land on Purchase Order Listing page

Locate the Unit Purchase Order number in the Purchase Order list.

Click on the Accept Tab on the Right

This Purchase Order will now show up in the Accepted tab of Purchase order.

 

Unit Purchase Order Convert to Contract

After Accepting, convert the Purchase to a Contract.

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page

Locate the Unit Purchase Order number in the Purchase Order  and click on the Convert to Contract option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order that you want to Convert to a Contract and select.

• Enter the Credit days.
• PO Contract period start and End dates.
• Enter any other fields wherever necessary, and click Save.

Purchase order will be converted into contract and will reflect in contracted tab of Purchase order

 

Reject Unit Purchase order

When the Vendor or supplier Rejects the pricing and terms of the Unit Purchase order, reject the Purchase Order 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Unit Purchase Order number in the Unit Purchase Order list.

Click on the Reject Tab on the Right

This Unit Purchase Order will now show in the rejected Tab of purchase order

 

Purchase Order General

Understanding General Purchase Order

A General Purchase Order is given to Vendor or Supplier for items not directly related to the products and stock of the company. It’s an open purchase order where you can fill in any product name field. Goods receipt Note (GRN) is not required for a General Purchase order. The items covered by this type of purchase order are not part of the company’s product list. For example, stationery, beverage charges, and other miscellaneous expenses.

Purchase Setting – Enable/Disable Rental PO.

Purchase Setting – Purchase Order – Purchase Order For Renting Product – Check mark – enable and uncheck for disable  – Update Setting.

If the Purchase Order For Renting Product Setting is disabled then Purchase Order Create PO (+ Button) is not displayed under the “General” dropdown.

 

Permissions for Creating a New General Purchase Order

To Create, Copy, or edit the General Purchase Order, you must have super admin privileges or the necessary permissions.

To initiate the “Permissions” 

Navigate to Settings

Click on Users and Roles

Search user or group to whom you want to give the permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for below

Manage Po List

Show Only Self Created PO (for Viewing Select Created General Purchase order)

Create PO

Edit PO

View PO

Delete PO

Click on Save.

 

Create a New General Purchase Order

You can create a General Purchase Order in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a General Purchase Order Through Qualified Lead

Navigate to Left Menu > Purchase > Lead for Purchase 

You will land in Lead for Purchase Listing Page

Locate the Lead for Purchase in the Lead for Purchase list and click on the PO option from the Action dropdown menu. Alternatively, you can Right Click on the Lead for Purchase whom you want to Raise the General purchase order.

After clicking on the  PO, select the PO type as New or Existing, 

New : When a General Purchase Order is made completely new without any connection to any Leads.

After clicking on New General Purchase Order form will open

Enter all mandatory fields along with all the details of your Purchase Order. 

After entering all the details, click on Save.

Existing: When Lead for Purchase is connected to an already existing General Purchase order.

Add the Purchase Order number and Save. The General Purchase Order will be connected with Lead for purchase.

 

Create a General Purchase Order newly without a Qualified Lead

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order page

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

Select General. General Purchase Order Form will open

Please enter all mandatory fields along with all the details of your General Purchase order. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save. 

The Purchase order will be reflected in The Pending Tab.

Productivity Tool: You can add General Purchase Order from the Quick Add icon on the top directly

 

Settings and Preferences for General Purchase order

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page.

Now go to the Top Right Menu and navigate to Three Dot Icon > Purchase Settings.

Select the Settings you want to Enable below

Purchase Order– To manage the Purchase Order Business type which you require

PO Authorisation setting- To Enable  General Purchase Order Authorisation Setup

Click on Updates.

 

View General Purchase order

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the General Purchase Order number in the Purchase Order List and click on the View option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order for which you want to View and select the PO.

Purchase Order  will open you can Edit, Print, Copy Accept and Reject this Purchase Order by clicking on the respective icon on Top Right.

 

Editing General Purchase Order

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page

Locate the General Purchase Order number in the Purchase Order and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the General Purchase Order That you want to Edit and  select the PO.

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting General Purchase Order

Note: You can’t delete a General Purchase Order only when it is Pending and Accepted Stage.You cannot delete the Contracted General Purchase order.

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page

Locate the General Purchase Order number in the Purchase Order and click on the Delete option from the Action dropdown menu. Alternatively, you can Right Click on the General Purchase Order that you want to Delete and  select

This will reflect on the Deleted tab of the Purchase Order.

 

Accept General Purchase Order

When the Vendor or supplier Accepts the pricing and terms of the General Purchase Order accept the General Purchase order

Navigate to Left Menu >  Purchase > Purchase Order. Go to the Accepted Tab.

You will land on the Purchase Order Listing page.

Locate the General Purchase Order number in the Purchase Order list.

Click on the Accept Tab on the Right

This Purchase Order will now show in the Accepted tab of Purchase order.

 

General Purchase Order Convert to Contract

After Accept converts the Purchase to contract.

Navigate to Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page

Locate the General Purchase Order number in the Purchase Order  and click on the Convert to contract option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order that you want to Convert to Contract and  select.

• Enter the Credit days.
• PO Contract period start and End dates.
• Enter any other fields wherever necessary, and click Save.

Purchase order will be converted into contract and will reflect in the contracted tab of Purchase order.

 

Reject General Purchase Order

When the Vendor or supplier Rejects the pricing and terms of the General Purchase order, reject the Purchase Order 

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the General Purchase Order number in the General Purchase Order list.

Click on the Reject Tab on the Right

This General Purchase Order will now show in rejected Tab of purchase order

 

Purchase Order for Visit Charges

Understanding Visit Charge Purchase Order

A “visit charge purchase order” typically refers to a purchase order issued to a Vendor or Supplier for services rendered during a visit or an appointment. This type of purchase order is commonly used in industries where services are provided on-site, such as maintenance, repair, or consultation services.

When a Vendor or supplier makes a visit to a customer’s location to perform a service, a purchase order is issued with the details of the service, including the visit charge. The purchase order serves as a formal agreement between the customer and the Vendor or Supplier regarding the services to be performed and the associated costs.

Purchase Setting – Enable/Disable PO.

Purchase Setting – Purchase Order – Purchase Order For Visit – Check mark – enable and uncheck for disable  – Update Setting.

If the setting for Purchase Order For Visit is disabled, then the Purchase Order Create PO + Button will not display the “Visit Charge” Option.

 

Permissions for Creating a New Visit Charge Purchase Order

To Create, Copy, or edit the Visit Charge Purchase Order, you must have super admin privileges or the necessary permissions.

To initiate the “Permissions“ 

Navigate to Settings

Click on Users and Roles

Search for a user or group to whom you want to give permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for below

Manage Po List

Show Only Self Created PO (for Viewing Select Created Visit Charge Purchase order)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

 

Create a New Visit Charge Purchase Order

You can create a Visit Charge Purchase Order in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a Visit Charge Purchase Order Through Qualified Lead

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on Lead for Purchase Listing Page

Locate the Lead for Purchase in the Lead for Purchase list and click on the PO option from the Action dropdown menu. Alternatively, you can Right Click on the Lead for Purchase whom you want to Raise the Visit Charge purchase order.

After clicking on the  PO, select the PO type as New or Existing. 

New : When a Visit Charge Purchase Order is made completely new without any connection to any Leads.

After clicking on New Visit Charge, a Purchase Order form will open

 Please enter all mandatory fields along with all the details of your Purchase Order. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save.

Existing: When Lead for Purchase is connected to an already existing Visit Charge Purchase order.

Add the Purchase Order number and Save, The Visit Charge Purchase Order will be connected with Lead for purchase 

 

Create a New Visit Charge Purchase Order without a Qualified Lead

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order page

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

Select Visit Charge. Visit Charge Purchase Order Form will open

Please enter all mandatory fields along with all the details of your Visit Charge Purchase order. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save. 

The Purchase order will be reflected in The Pending Tab.

Productivity Tool: You can add Visit Charge Purchase Order from the Quick Add icon on the top directly

 

Settings and Preferences for Visit Charge Purchase order

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page.

Now go to the Top Right Menu and navigate to Three Dot Icon > Purchase Settings.

Select the Settings you want to Enable below.

Purchase Order– To manage the Purchase Order Business type which you require

PO Authorisation setting– To Enable  Visit Charge Purchase Order Authorisation Setup

Click on Updates.

 

View Visit Charge Purchase order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Visit Charge Purchase Order number in the Purchase Order List and click on the View option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order for which you want to View and select

The Purchase Order will open, and you can Edit, Print, Copy Accept and Reject this Purchase Order by clicking on the respective icon on the Top Right.

 

Editing Visit Charge Purchase Order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Visit Charge Purchase Order number in the Purchase Order and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the Visit Charge Purchase Order that you want to Edit and select

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Visit Charge Purchase Order

Please note : You can’t delete a Visit Charge Purchase Order only when it is in the Pending and Accepted Stages. You cannot delete the Contracted Visit Charge Purchase order.

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Visit Charge Purchase Order number in the Purchase Order and click on the Delete option from the Action dropdown menu. Alternatively, you can Right Click on the Visit Charge Purchase Order that you want to Delete and select

This will reflect on the Deleted tab of the Purchase Order.

 

Accept Visit Charge Purchase Order

When the Vendor or supplier Accepts the pricing and terms of the Visit Charge Purchase Order accept the Visit Charge Purchase order

Navigate to the Left Menu > > Purchase > Purchase Order

You will land on Purchase Order Listing page

Locate the Visit Charge Purchase Order Number in the Purchase Order list.

Click on the Accept Tab on the Right

This Purchase Order will now show up in the Accepted tab of the Purchase order.

 

Visit Charge Purchase Order Convert to Contract

After Accept converts the Purchase into a contract.

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page. Go to Accepted Tab

Locate the Visit Charge Purchase Order number in the Purchase Order  and click on the Convert to contract option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order that you want to Convert to a Contract and select.

• Enter the Credit days.
• PO Contract period start and End dates.
• Enter any other fields wherever necessary, and click Save.

Purchase order will be converted into contract and will reflect in contracted tab of Purchase order

 

Reject Visit Charge Purchase order

When the Vendor or supplier Rejects the pricing and terms of the Visit Charge Purchase order, reject the Purchase Order 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Visit Charge Purchase Order number in the Visit Charge Purchase Order list.

Click on the Reject Tab on the Right

This Visit Charge Purchase Order will now show in the rejected Tab of purchase order