The steps involved in adding a new quote, job or purchase order are all very similar and are covered by this tutorial.
You can either create a quote, job or purchase order from scratch or copy an existing one to create a new one. This tutorial covers creating one from scratch. To simplify the tutorial, the quote, job or purchase order will be referred to as the transaction.
Before you start, you need to make sure the following already exist in Blaq:
- the customer (for quotes/jobs) or supplier (for purchase orders) you are going to use
- any employees involved with the transaction
- any products you are going to use
If the above all exist, you are ready to start.
- Create the transaction
- Go to the relevant section - Sales » Quotes, Sales » Jobs/Invoices or Purchasing » Purchase Orders - by using the menu at the top of the window.
- Click on the 'New' button on the toolbar above the transactions list. A new transaction will be created and you will be on the 'Details' tab.
- Select an Account for the transaction by clicking on the button to the right of the Account field. You will see a window listing your accounts. You can either select one from the first page or click on the buttons at the top of the window to go forward/back through the list, or search for an account by typing all or part of its name in the search box at the bottom of the window. Once you've selected an account you will return the the transaction and the details of the account will be inserted into the transaction.
- Enter the remaining details in the 'Details' tab. Fields with a '*' next to them need to be completed before you can save the details. Fields which are greyed out are only there for display purposes and can't be edited.
- Addresses are used to show where a job should be delivered, an invoice should be sent or a purchase order picked up from.
- Click on the 'Addresses' tab. If the customer/supplier you chose above was setup with addresses, they will be shown here, otherwise you will need to enter them. You can edit them here also, if needed.
- Click on the 'Comments' tab. Here you can add comments about the transaction, but they aren't necessary. 'Internal' comments are only for internal company reference, 'Customer' comments can be shown when the transaction is printed if the template has been setup to do this.
- Production Details
- Click on the 'Production Details' tab. Here you can add 'Sections' (sometimes referred to as 'Items') and 'Components' to the transaction. A Section is used to divide a transaction into parts, but doesn't contain any product information. A Component is the actual product which is being sold/purchased. Components are added to Sections. You firstly need to add at least one Section before adding Components.
- Click on the 'Add Section' button to add a Section. A window will be displayed with fields for the Section. Fill in the fields, though only 'Title' is necessary.
- Click on the 'Save' button when you've completed the details about the Section. You will see the Section now in the Production Details. If needed, you can change the Section by double-clicking on it and editing it.
- Click on the 'Add Component' button to add a Component. A window will be displayed with the Component's fields.
- The first field is 'Code'. You need to select a product for the component. You can either enter the code (defined in the Products section) here, or click on the button to the right of the Code field to open a window for selecting a product.
- When you've selected a product, you will return to the Component window. Fill in or alter any of the other details in this window as necessary.
- When finished editing the Component, click on the 'Save' button. You will return to the Production Details and the Component will be added.
- Continue adding Sections and Components as necessary.
They are the basic steps to creating a Quote, Job or Purchase Order.
Last modified: 27/04/2011