Overview:

An Estimate in TamilAccounting ERP is a financial calculation prepared based on judgment, historical data, and experience. Estimates are crucial in preparing financial statements when exact values are not determinable. The Estimates List under the CRM module allows users to manage and track these estimates efficiently. The list provides an overview of all created estimates and offers tools to edit, manage, and convert estimates into sales orders.

Navigating to Estimates:

• Path: Go to CRM > Estimates tab in the TamilAccounting ERP.
• Here, you can find the list of all estimates that have been created. The interface provides a search functionality to filter and locate specific estimates based on various criteria.

Key Sections:

1. Search and Filter Options:

   • Reference: Search for estimates using the reference number.
   • Date: Filter estimates within a specific date range by selecting the start and end dates.
   • Location: Filter estimates by the location associated with them.
   • Item: Filter estimates based on the items included in the estimate.
   • Salesman: Filter by the salesperson responsible for the estimate.
   • Branch: Narrow down estimates by the branch handling the transaction.
   • Customer: Search for estimates related to a specific customer.
   • Status: Filter by the status of the estimate, such as "Pending," "Approved," or "Expired."

2. Estimates List:

   • The list displays all estimates along with key details:
     • Reference: The unique identifier for each estimate. Clicking on the reference number allows you to view the full details of the estimate.
     • Customer: The customer associated with the estimate. Clicking the customer's name provides more details about the customer.
     • Estimate Date: The date on which the estimate was created.
     • Required By: The date by which the customer requires the goods or services.
     • Delivery To: The location where the goods or services are to be delivered.
     • Estimate Total: The total estimated amount for the transaction.
     • Status: The current status of the estimate, such as "Pending," "Approved," or "Expired." An "Expired" status indicates that the estimate is no longer valid and needs to be reviewed or updated.

3. More Button:

   • Next to each estimate, a "More" button provides several options for managing the estimate:
     • Edit: This option allows you to modify the details of the estimate. You can change the items, quantities, prices, and other relevant details.
     • Void: This option voids the estimate, making it invalid. It’s important to note that an estimate can only be voided if it hasn’t been converted into a sales order.
     • Sales Order: This option converts the estimate into a sales order. Once converted, the estimate can no longer be voided, as it has moved to the next stage in the sales process.
     • Mail: This option allows you to send the estimate to the customer or other recipients via email. The system will use the email address associated with the customer.
     • Print: This option generates a printable version of the estimate, which can be used for physical documentation or sharing with customers.

4. Editing and Managing Estimates:

   • Edit Icon:
     • Located next to each estimate, the pencil icon allows you to quickly edit the estimate details. This is useful for making adjustments to prices, quantities, delivery dates, or any other relevant information.
   • Void Icon:
     • The red "X" icon is used to void an estimate. Voiding an estimate is a final action and cannot be reversed. Ensure that the estimate has not been converted into a sales order before voiding it.
   • Converting to Sales Order:
     • Estimates that are approved can be converted into sales orders using the "Sales Order" option. This process formalizes the transaction and moves it to the next step in the sales cycle.

5. Viewing Estimates:

   • You can view detailed information about an estimate by clicking on its reference number. This opens a comprehensive view where you can see all the details, including items, quantities, prices, and customer information.

Tips:

• Regularly Review Estimates: Keep track of the status of estimates to ensure they are updated or converted into sales orders before they expire.
• Use Filters for Efficiency: Utilize the search and filter options to quickly locate specific estimates, especially when managing a large number of transactions.
• Monitor Expired Estimates: Pay attention to estimates with an "Expired" status and take action to update or renew them as needed.