You can find the offer overview under [Projects] – [Offers]. Every offer has a number, optional a additional number, a customer for which this offer is generated, an entry- and a valid date, a status as well as a short information about the offer. With the free text you can mark your offers for a better overview.
Figure: Offer overview
In addition you have on the right side the options to copy the offer, edit or delete it, print different views of the offer, as well as generating a purchase order from the offer. The difference between copy and edit an offer is, that when you copy it, customer data and offer number will disappear – this can be used when you want to make an similar offer for another contact. When you reproduce the offer, the offer number will be adopted and supplemented with /1, /2 and so on. This is a kind of versioning – this can be used when the hearing takes longer time and you will never loose the overview of the actual version.
Tipps: Almost all tables in Verpura can be searched using search box. Note that also part terms will be found in Verpura, it means that when you have the term “Mustermann” in a row in the table and it will be found through the search keyword “Muster”, “mann” or “usterma”.
Figure: Extended search
By clicking on “Extended search” you can limit Verpura only to search specific columns of the table in the opening box. You only need to select the columns. And using the Control-Key(Ctrl), a multiple selection is possible.
You can also sort the table by clicking one of the column headers. By first click the column will be sorted in ascending and with a second click it will be in descending.
Figure: Column headers
At the end of the table, you also have the option to export the contents of the table as CVS, Excel, XML or PDF.You can export the data from a table in Verpura and then import into other programs or edit it in Excel, etc.
Figure: Export data
There are different ways to print an offer:
The first icon A (“Print offer”) shows a PDF file of the offer.
The second icon B (“Print offer confirmation”) creates an offer confirmation for the customer, if he accepts the offer.
And with the fourth button K (“Print cost report”) you can print a non binding cost report for the offer.
When you don't need these special features you can also bind different offer layouts for this functions.
Figure: Offer as PDF file
You can also adjust your documents yourself. For this go to the menu [START] - [SETTINGS] and click on the button in the block [Edit default patterns] to open the administration for document templates:
You will find templates for all PDF-files generated by Verpura here. You can access the Verpura standard and the currently used template. The letter can be adjusted and tested here.
Verpura generates PDF documents by performing an XSL transformation. The design is defined by so-called Formatting Objects (FO). Further information you will find here. Roughly, Verpura generates the PDF document from a XML file with the content and a stylesheet that defines the appearance. There are also proprietary editors for these stylesheets, eg. www.altova.com/XMLSpy.
XML-file with reference data (e.g. Invoicedata)
XML-file with layout (XSL-Stylesheet)
Generated PDF-file (e.g. finished invoice)
An XML-File with content might look like that:
Figure: XML-File with content (partly)
The corresponding XSL File might look like the following. It contains like xsl:value-of that insert the content from the xml file above in the layout:
Figure: the corresponding XSL-File for the layout
The complete PDF file is generated from these two files. You can adjust and test the XSL file and submit the new XSL file with a click on the button “adopt your pattern“. Be sure to save your last working version of the XSL file before adjusting it so that you can revert to a working version if you made some faulty changes.
Create and edit an offer
To create an offer you have to click at [Projects] – [Offers] on the button “New Offer”. For editing you can click on the desired offer in the overview table.
In both cases the detail view of the offer is opened. On the left side you can modify the base data like customer, information, valid date and much more. Don't forget to click on the “Save” button when you make changes!
Hint: Generally offers are numbered continuous. If you use a different number system for your offers we can provide this for you!
Figure: Edit offer
Select customer / contact person
You can select either a customer or a contact person for your offers. Therefor choose a customer or a contact person and click on the corresponding Button “Auto-fill block with customer data” or “Auto-fill block with contact person data”.
Verpura will fill automatic the address block with the data of your selected customer or contact person, but you can also modify the address or salutation manually.
On the left side of the detail view you have the possibility to select text blocks for the header and the footer of the offer. This will be displayed before and after the offer articles in the PDF file. Some default texts already exist, but you can also add or modify your own text blocks in the menu [Start] – [Properties] in the tab “Edit Textblock”.
Choose a predefined text block from the selectbox and click on the green button aside. This will affect, that the text is inserted at the end of the textfield. Now you can also modify the text if you want.
Add products / services / partslists
In addition you can also add free products and tasks with the buttons “Add custom product” and “Add custom task”. This can be used when you want to book a product or service that you normally don't have in your assortment, it's just a “one-time good”. You also keep your inventory clean by this method.
Besides you can append free textlines with our without a subtotal in your offers. This is helpful when you want to group your products or want to have a small comment between the different articles.
Here you can see an Overview of some articles in an offer:
Figure: Overview offer articles
With a click on “Edit free text” on the left side of each row, you can add a short text to each article. You can use this for special requests or as a description of a product. In this textarea you can write bold letters and make enumerations. Above all you can change the discount, single price and so on directly in each line. Be aware to save each change with the save icon on the right side!
On the right side of each line you can also change the position of the article or delete it.
On the end of the page there are the totals. Here you can define a special discount for the offer, as example to round the total sum to an integer. Also here, don't forget to save the changes!
Figure: Total sums
You have different possibilities to manage the payment conditions like the due date of invoices, discounts or allowances.
The most general payment conditions can be managed in the menu [General] – [Properties] in the fieldset „Payment modalities“:
Additionally you can define special payment conditions for every contact. To do this open the slidebox „payment conditions“ in the menu [Contacts] – [Overview].
In this slidebox you can also define that this contact gets a discount on a specific product category.
Verpura takes the payment conditions you set in the properties as default payment conditions for new contacts.
You have the possibility to define the discount on the total sum of an offer at the bottom of the page in the fieldset “sums”:
Additionally you can define a discount for every offer line:
Do not forget to save your changes with the save button on the right side.
You can adjust the payment conditions for every project. Click on a project in the menu [Projects] – [Overview] and enter them in the fieldset „Payment conditions“:
Verpura takes the payment conditions you set for the contact as default payment conditions for new projects. These paymentconditions apply to the total sum of all invoices created for this project.
You have the possibility to enter a fixed discount or a discount in percent. Do not forget to save your changes with the save button on the right side.
When you create an invoice (LINK) you have the possibility to ultimately adjust the payment conditions. You can do this in the fieldset “limitations”:
The default payment conditions are taken from the project settings when you create an invoice from a project, from the contact settings when you create an customer invoice and from the properties when you create an invoice for a cashsale.
Generate project or invoice from an offer
In the top of the offer detail view you can see buttons to generate a project or an invoice from an offer.
Therefor click on the relevant button and select the articles you want to adopt to a new project or an new invoice. The next step is to fill in the basic data. After saving this you have finished the creation of the project or accordingly the invoice.
The following diagram shows which modules of Verpura change the stock of products. In Verpura the stock of each storehouse is handled separately. As the stock of each product and storehouse is counted, the storehouse is the center of the diagram. If your company does not have different storehouses you can work with one central storehouse.
- The stock of your products is reduced when you create a project from an offer and select the product to be taken over to the project:
- Products are also taken from the storehouse when you create an invoice from an offer. If you cancel an invoice the products are returned to the storehouse.
- The amount of products in your storehouse will also be reduced when you book a product on a project:
- Outgoing purchases can be used to order products from your suppliers and automatically manage the stocks for purchased products. These products are added to your storehouse when you change the status of an outgoing purchase to „finished“.
- Products are taken from the storehouse when you set the status of an incoming purchase to “finished”.
- You can adjust the stock of your products in the product management module of verpura in the fieldset „Add or modify storehouse level“:
- If you make a cash sale or a customer invoice the products are also taken from your storehouse. If you cancel the invoice the products are returned to the storehouse.
- The stock of the products on a delivery order will be reduced when you set the status to „delivered”.
Offers with the status “finished”, “invalid/out of date”, “replaced by alternative offer” or “rejected by customer” are moved to the offer archive. You can see all archived offers with a click on the button “Offer Archive”. If it is necessary you can also change the status from already archived offers to “in progress” or something else.
The structure of the offer archive is equal to the normal offer overview.
The offer report provides you a list with all open an all finished offers, on the one hand for the actual logged in user and on the other hand for all users of your Verpura account. If you only want to see the offers that you created, we can change it for you with the right management in Verpura.
Figure: Offer report
As extension to Verpura you can use the interfacesolution from the company Sermocore. Sermocore offers the possibility to transmit all accountings (invoices, offers, orders, and so on) to a corporate client in a digital form. This client can use this data and import it automatically into his programm. The fileformat of the accounting can also be changed - exactly to this format, that your partner company supports. This feature is an extension of vERPura - Contact us for adding this module to your user.