V9 - Adding and editing estimates

To add an estimate:

Select either of the following methods:
1. The Quick add (add_circle) menu. On the Task bar, go to Quick add > Sales > Estimate.
2. The Estimate list. Go to Operations > Sales > Estimates, then select +Add.
The estimate edit page appears as shown below:
In the Customer field:
1. For an existing customer, use the dropdown list to select the desired customer. SOS Inventory will populate the estimate fields with relevant data from the existing customer definition.
2. If adding a new customer, select Add new customer.
  1. A pop-up window will appear with a Customer edit page.
  2. Complete the data fields needed for the customer. Refer to Customer management and the Customers list and Customer field descriptions for more information, if needed.
  3. Save and close the Customer edit page when finished.
  4. SOS Inventory will populate the estimate fields with relevant data from the new customer definition.
Enter or edit the data as needed for the estimate, referring to Sales transaction field descriptions for help. Note the following as you complete the transaction:
1. Estimate reference #.
  1. If your company has enabled Estimate numbering (Tools & settings > Configuration > Sales > Estimates), the system will assign a reference number when the transaction is saved.
  2. If your company has not enabled Estimate numbering, or you wish to put in a different estimate reference number, manually enter a number.
2. Location. Select a location from the dropdown.
3. Customer notes. If you revise this field, it will also update the Notes field in the customer definition when the transaction is saved.
4. The Billing address and Shipping address. You can select a different address from the default via their respective Address dropdown lists (if additional addresses are on file for this customer) or edit the address manually. Use the pencil icon (edit) as needed to expand an address block for editing and to collapse it when finished.
5. Currency and Exchange rate. If you are using SOS Inventory's Multicurrency feature, the customer's home Currency will be pulled from the customer definition.
  1. If that currency is included in the European Central Bank (ECB) currency feed, SOS Inventory will automatically populate the Exchange rate information.
  2. If the currency is not included in the ECB feed, you must manually enter the Exchange rate.
  3. Refer to Multicurrency for more details, including information on the currencies in the ECB feed and how to manually enter an exchange rate.
6. Price tier. You can use multiple price tiers on the same estimate. See Using price tiers on sales transactions for more information.
7. Enter each of your line items into the estimate.
  1. In the Items dropdown, select an existing item or Add new item.
    1. If adding a new item, a pop-up window will appear with an Item edit page.
      1. Refer to Defining, adding and editing items and Item field descriptions for information about completing the item definition.
      2. Save and close the Item edit page when finished.
      3. SOS will return to the estimate and add the new line item.
    2. Any item entered into the estimate will include all relevant information retrieved from the item definition. Columns displayed are set and may include additional columns, based on your settings. You can edit these fields, except where grayed out.
    3. At a minimum, enter the Quantity for the item.
  2. Repeat Step 3.f.i. and its sub-steps for each line item.
8. If a shipping value is needed, enter the Shipping Amt.
9. If you are applying a discount to this transaction, enter either the Discount % or Discount Amt.
  1. When you enter a value in one field, SOS will automatically calculate the value of the other.
  2. Whether the discount is applied by default before or after the tax is dependent upon your company's Discount taxable setting (Tools & settings > Configuration > Sales > General). However, you can use the Discount/tax toggle to override the default.
10. Complete other data fields as needed.
Upon saving the estimate, SOS Inventory will do the following:
1. Add the estimate to the Estimates list and to the queue to sync to QuickBooks Online.
2. If a change was made to the customer Notes, the customer definition will be updated.

Editing an existing estimate

An existing estimate can be opened for viewing or editing by selecting its transaction reference number link in the Ref # column. You will need to enable editing line by line to make changes to the estimate if you use Transaction edit mode.

Be sure to save any changes you make.