How to Create and Manage Sales Estimations

A Sales Estimation acts as a formal quotation sent to a client when they request pricing for your products or services. It outlines the customer details, items, quantities, and expected costs before a final sale is made. Once the customer approves the estimation, it can be easily converted into a final sales invoice.

**[Image: Sales Estimation dashboard overview showing the list of estimations, filters, and the Add New button]**

1. Navigating the Sales Estimation Dashboard

The dashboard provides a complete overview of all your current and past estimations. From here, you can:

• Filter by Status: Use the "Status" dropdown to view estimations based on their current state (e.g., Approved).
• Adjust View: Change the number of entries displayed per page (e.g., show 10, 20, or more items).
• Search: Use the search bar to quickly find an estimation by typing a customer name, branch, or voucher number.

2. Creating a New Sales Estimation

To create a new quotation for a client, follow these steps:

1. Click the blue + Add New button in the top right corner of the dashboard.
2. Voucher Number: The system automatically generates a unique estimation voucher number.
3. Branch: Select the branch issuing the quotation from the dropdown menu.
4. Customer A/C: Select the customer's account from the dropdown list.
   Adding a New Customer: If the customer is not in the system, click + Add New Customer. A modal window will appear. Fill in the required details (marked with red asterisks), such as Customer Name, City, Address, and Mobile Number. Click Save to instantly add and select the new customer.
5. Sales Account: Choose the type of sale (e.g., Credit Sale or Cash Sale).
6. Date & Due Date: Verify or change the estimation date and specify an optional due date.
7. Additional Details: You can fill in the Party Name, optional Remarks, or Notes.
8. Tax Billing: The Tax Billing checkbox is enabled by default. If you uncheck it, the system will prompt: "Are you sure to disable all Tax?" Confirm if you wish to create a non-taxable estimation.

**[Image: Adding items to the estimation form, highlighting the product grid, quantities, and amounts]**

3. Adding Products and Items

Once the header details are filled, you can begin adding the requested items to the estimation grid:

1. Item Selection: Click into the Item Name/Barcode field. You can either scan a barcode or type the product name (e.g., "Mobile").
2. Advanced Product Search (F4): If you cannot find an item, click the Search Product [F4] button. This opens a detailed search window showing item costs, rates, VAT, and currently available stock. Select your item and click Close.
3. Quantity & Rate: Enter the base quantity the customer requires. The standard rate will auto-populate, but you can manually adjust it if needed.
4. Applying Discounts: You can offer discounts on specific line items in two ways:
   • Sp.Disc %: Enter a percentage-based discount (e.g., 10%).
   • Spec.Disc: Enter a flat monetary amount to discount.
5. Review Taxes & Totals: The system automatically calculates the VAT (e.g., 5%), Total Tax Amount, and Net Amount for the line item. Press Enter or click the checkmark to add the item to the list.
6. Link FOC (Free of Cost): If you are providing complimentary items alongside the main product, you can use the "Link FOC" option to attach them to the estimation.

4. Finalizing and Saving

Review the bottom of the screen to see the Total Quantity, Gross Amount, and final Net Total. Once everything is correct, click the blue Save button at the bottom right. A success notification will appear at the top of the screen confirming the record is saved.

**[Image: View mode of a saved estimation showing Print, Edit, and Export to Excel buttons along with internal tabs]**

5. Managing, Printing, and Editing Estimations

After saving, you will be taken back to the dashboard. Find your newly created estimation and double-click it to open the view mode. From here, you have several powerful options:

• Print: Click the Print button to generate a professional PDF document featuring your company letterhead, ready to be sent to the customer.
• Export to Excel: Click this option to download the estimation details in spreadsheet format.
• Edit: If the customer negotiates a different price or wants to change quantities, click the Edit button. This re-opens the form, allowing you to add items, remove items, or alter prices. Click Update (Save) when finished.
• Delete: Removes the estimation from the system entirely.
• Manage Attachments & Notes: Below the action buttons, you will find additional tabs:
  • Notes & History: Add internal remarks regarding customer interactions.
  • Attachments: Drag and drop related files, such as customer requirement documents or reference images, directly into the system.