A quotation is a document issued by the seller to the customers to provide them with pricing and various conditions for consideration before making a purchasing decision.
In terms of accounting, a quotation doesn't involve any recording of accounts (debit/credit). In other words, the price of the goods/services stated in the quotation do not affect the financial statement.
Creating a quotation can be done individually or in multiple copies by the Import function.
An import of Quotation documents can be done in 2 methods:
Method 1: Import Quotations using the 'Create Many Document' feature within the PEAK program.
Method 2: Import Quotations using an Excel file.
Method 1: Import Quotations using the 'Create Many Document' feature within the PEAK program. can be done following these steps:
Step 1.1: Select the Revenue menu >> Import Document.
Step 1.2: Click on 'Create Many Document'.
Step 1.3: Select 'Quotation'. Once selected, click on 'Create Import Data'.
Step 1.4: Specify the details:
Doc. No.: The sequence number of the quotation will indicate the number of documents you want to create
Ref.: Fill in reference document.(if any)
Doc. Date: It shows the date when the document is created. By default, it is set to the current date, but you can change it if needed.
Customer: Specify the customer name.
Pricing Type: Specify the price type as Include VAT, Exclude VAT , or None (No VAT). If 'none' is selected, you will not be able to specify the VAT type.
Include VAT: If the selling price is 100 THB, the customer needs to pay 100 THB + 7% value-added tax (VAT) = 107 THB. The seller will have a revenue of 100 THB, and the VAT will be 7 THB.
Exclude VAT : If the selling price is 100 THB, the customer pays 100 THB, but the seller's revenue will be 93.46 THB, and the VAT will be 6.54 THB.
Product/Service: Specify the product or service for the quotation.
Account: Specify the account number to enter the data.
Description: It will be derived from the product name created in the product section. You can also add additional descriptions here, and the system supports up to 1,000 characters.
Quantity: Specify the quantity of the product for the quotation. The system supports decimal numbers up to 4 decimal places.
Price/Q: Specify the price per unit. The system supports decimal numbers up to 4 decimal places.
Disc./Q: Specify the discount per unit. The system supports decimal numbers up to 4 decimal places.
Pre-tax Amount: This is the amount before adding the 7% VAT. PEAK Program will calculate automatically.
VAT: Specify the tax for the product to be included in the invoice. You can choose from three options:
7%
0%
None
VAT Amount and Net Amount: PEAK Program will calculate automatically.
WHT: Specify the withholding tax rate or the amount for that item.
Remark: Specify additional notes in the document.
Classification: Classification for reporting in the PEAK Board (currently, only 1 item/document can be specified for import).
You can scroll to enter the details.
Note: Required information to be filled in:
B: Document Date
D, E,F: Customer
H: Product/Service
J: Description
When you have already entered the details of each document, there will be a checkmark icon next to the document number field.
If you want to add another Quotation document, you can click the button '+ Add document'.
In the case where there are multiple items in a purchase document, follow these steps:
Click '+ Add item in document' button to add a sub-item.
Select the Doc No. of the document where you want to add the sub-item.
Choose the number of sub-items you want to add.
Click '+ Add item in document' button.
For this example, adding a sub-item in Document Number: 1. Add 2 Items.
The transaction will display an additional 2 rows for entering the sub-item.
In case of adding more documents or sub-items than needed, you can delete the row by clicking (X) as shown in the example below.
When you have already entered all the required information, click 'Create all documents'.
Once all documents have been created, the bell icon in the top right corner will notify you about the import of Quotation documents.
You can view the import details by clicking on the bell icon >> 'View data'
After you click 'View data', you can view the document details by clicking on the document number.
For the example of the Quotation documents.
Method 2: Import Quotations using an Excel File
Step 2.1: Click the 'Import Document' button. >> Select 'Format PEAK'.
Step 2.2: Select the items to import as 'Quotation' and click the 'Download this form (.xlsx)' button.
Example Excel form:
It is recommended to read the additional details in the 'Description' sheet before filling in the data.
Step 2.3: When you have completed entering the data, save it on your device.
Step 2.4: To upload the saved file, drag and drop it into the system or click 'Search' to search for the file. Once you have selected the file successfully, click the 'Import' button to import it into the system.
