Creating accurate and timely estimates is crucial for managing client expectations and streamlining the sales process. SIX ERP simplifies this task with a straightforward process for generating new estimates. This manual guides you through each step to ensure a smooth creation process.
Accessing the Estimate Creation Interface: Navigate to Sales > Estimates > CREATE NEW ESTIMATE / PROFORMA. Alternatively, you can use the Keyboard Shortcut SHIFT - E to initate new estimate creation.
Before selecting a client for your estimate, ensure the client is already added in SIX ERP under Customers > New Customer. If the client is not yet added, you must complete this step first.
Fetching Client Information: Upon selecting a client for your estimate, their information will automatically populate from the profile you previously created, or an existing client profile. This includes both primary and billing information.
Editing Client Information: Should you need to adjust any client information for the estimate, click on the edit icon next to the client selection. This allows you to update details as necessary for the estimate.
Changes made here affect only the estimate and not the permanent client profile in SIX ERP.
If billing or shipping information needs customization for the estimate beyond what is stored in the client’s profile, these can be edited at this stage. Remember, changes made here are specific to the estimate and do not alter the client’s stored profile details.
Number: Estimate numbers are automatically generated and sequential, starting from 001. This numbering follows the sequence set in the system settings but can be manually adjusted if needed.
Status: New estimates default to a draft status. The status can be updated at any point, and note that sending the estimate to a client automatically changes its status to "SENT".
Currency: The currency is pre-selected based on the default or the currency specified in the selected client’s profile. Currency settings ensure consistency and accuracy in financial documentation.
Sale Agent: Assigning a sale agent to the estimate is possible, facilitating sales tracking and reporting. Visibility of the sale agent’s name on the estimate can be toggled in the settings.
Items for the estimate can be added with detailed specifications, including tax options. It’s important to confirm each item by clicking the blue check icon to ensure it is included in the estimate. The items listed in an estimate are fixed upon creation, and changes to items in the sales inventory will not retroactively affect existing estimates.
Admin Note: This field is for internal use and can be used by admins or staff to include relevant information or reminders about the estimate.
Customer Note: Notes entered here are visible to the client on both the HTML and PDF versions of the estimate, allowing you to communicate important information or instructions.
Terms and Conditions: Specific terms can be directly inputted for each estimate or set to automatically populate based on predefined settings in SIX ERP.
Estimates are not just figures on a page; they are the foundation of trust and transparency in client relations, paving the way for successful partnerships and shared visions.
Upon completing the estimate, including any necessary adjustments to the total amount, click SUBMIT to save.
There are 2 options of saving available:
Save & Send: This action finalizes the estimate and sends it to the customer immediately.
Save and Send later: This action finalizes the estimate and stores it within SIX ERP for future reference and action.
Once the estimate is either sent or simply saved you will be returned to the Estimate List view with the newly created estimate opened in Split-View Preview Mode. You may immediatly continue working on further actions.
Continuing from the creation of estimates, SIX ERP offers the flexibility to further streamline your sales and operational workflow by converting these estimates/proformas into various essential documents. Once an estimate or proforma has been accepted by a client, it can seamlessly transition into a Client Purchase Order, a Delivery Note, or an Invoice. This conversion process not only reduces the administrative workload but also ensures accuracy and consistency across your financial documents.
Converting to a Client Purchase Order: This step formalizes the client's intent to purchase the quoted goods or services, acting as a legally binding agreement between the client and your business.
Creating a Delivery Note: For businesses that deal with physical goods, converting an estimate into a delivery note is crucial. This document outlines the details of the goods delivered, serving as proof of delivery and facilitating the fulfillment process.
Transforming into an Invoice: The final step in the sales process, converting an estimate or proforma into an invoice, requests payment from the client. This conversion signifies the completion of the sales agreement and initiates the payment collection process.
Each of these conversions is designed to integrate seamlessly within SIX ERP, ensuring that moving from one stage to the next is a fluid and error-free process. By leveraging these capabilities, businesses can enhance their operational efficiency, maintain accuracy in documentation, and provide a smoother experience for their clients.
Administrators have the capability to manage several backend settings to streamline the estimate creation process:
Estimate Numbering: Configure the sequence of estimate numbers via Setup > Settings > Finance > Estimates > Next Number. This can help maintain an organized and logical numbering system.
Sale Agent Visibility: Determine whether the sale agent’s name appears on estimates through Setup > Settings > Finance > Estimates > Show sale agent on estimate.
Predefined Terms and Conditions: Set up default terms for estimates at Setup > Settings > Finance > Estimate. This allows for consistent terms across all estimates unless manually overridden during the estimate creation.
By following this detailed process and utilizing the administrative settings available, creating and managing estimates in SIX ERP becomes a streamlined and efficient part of your sales and financial management workflows.