Estimate

Overview

• Estimates can be converted into sales orders, invoices, or sales receipts.

• The status of an estimate reflects its current state in the sales process.

• Estimates can be synchronized with your integrated accounting software.

Creating an Estimate

To create a new estimate:

1. Navigate to Sales > Estimate in the main menu.

2. Click on Add New on the top right on the top right.

3. Fill out the estimate form with the following information:

   • Date : The date of the estimate

   • Customer : Select the customer

   • Estimate Number : Automatically generated or manually entered

   • Location : Location where items are being received

4. Add any additional information: You can switch to determine which additional fields to show by clicking on the gear icon on the top right.

   • Payment Terms : Payment terms (optional)

   • Due Date : Date when the estimate expires (optional)

   • Sales Rep : Assign a sales representative (optional)

   • Ship Date : Date when the items are expected to be shipped (optional)

   • Ship Method : Shipping method (optional)

   • External Channel : Channel where the estimate is created (if applicable)

   • Class , Department , Project : Additional tags to categorize the estimate (optional)

5. For each item or service being quoted:

   • Select the Item

   • Enter the Quantity

   • Specify the Unit Price

   • Add any Description if needed

6. Apply any discounts, shipping charges, or taxes as necessary

7. Add any additional notes or terms

8. Click Save to create the estimate

Estimate Status

ianaiERP tracks the following statuses for estimates:

• Open : The default status for new estimates

• Cancelled : Estimate has been voided and will not be processed

• Accepted : When the customer agrees to the terms and the estimate is ready to be converted to a sales order, invoice, or sales receipt

• Rejected : If the customer does not agree to the terms and wants to renegotiate

• Converted : When no further action is required because the estimate has been converted to another transaction type

Converting Estimates

To convert an estimate to another transaction type:

1. Go to the Estimates list (Sales > Estimates)

2. Find the desired estimate and click on its Actions dropdown

3. Select one of the following options:

   • Create Sales Order

   • Create Invoice

   • Create Sales Receipt

ianaiERP will automatically import all relevant data from the estimate into the new transaction.

Best Practices

1. Use clear, detailed descriptions for items and services on the estimate.

2. Set reasonable expiration dates to encourage timely customer decisions.

3. Follow up with customers on open estimates to improve conversion rates.

4. Regularly review and update your pricing and terms on estimates.

5. Use estimate reports to analyze your sales pipeline and quote-to-sale conversion rates.

Related Features

• Customers

• Items

• Sales Orders

For more detailed information on managing estimates, please refer to the specific sections in this documentation.