This user guide provides instructions on how to create and manage new offers in the Netvisor system. The guide covers entering the basic information of the offer, offer lines, and saving, printing, and sending the offer. Additionally, it discusses reviewing the processing history.

Offer and order processing is available with Professional or Premium packages. The package can be updated if necessary in Netvisor Store.

CONTENTS

You can open the offer creation view by selecting Sales > Offers > New offer.

You can also create a new offer in the following ways:

  • Select Create new > Offer from the top bar.
  • Select the green plus button in the "Latest offers" box in the customer view.
  • Search for products via Product search and select "Export selected to sales offer" at the bottom of the page.

Creating and processing a new offer requires edit rights to the Accounting section (Accounts receivable) Order processing. With these rights, the user can also create and process sales orders.


New offer

In the view, you can select the customer and enter the basic information of the offer. The basic information can also be set after you have clicked the Save button and the offer view opens.

Proceed as follows when creating a new offer:

  1. Select an existing customer or select Enter new customer if you want to add a new customer.
  2. Enter the basic information of the offer as required.
  3. Select Save after you have selected the customer and filled in the other required information.

When creating an offer, order, and sales invoice, a warning is displayed if delays have been observed in the customer's payment behavior. The warning is shown when both of the following conditions are met:

  • The customer's payment date relative to the due date during the previous 12 months is on average at least +30 days.
  • The customer's payment date relative to the due date during the previous 3 months is at least +14 days higher than the 12‑month average (for example, 0 days -> +14 days). In addition, the customer must have at least one paid or credit loss invoice per quarter during the previous 12 months.

After saving, the offer view opens, where the offer details, offer lines, and additional information are shown in their own sections.

Offer details

Pre-selected offers from the offer list can be browsed using the browse function. The arrows forward and backward move the view from one offer to another.

Customer

  • By clicking the customer's name, you can preview the customer card information.
  • Select "Manage customer information" if you want to update the customer card information.
  • Update the customer details and retrieve the customer to the offer again so that the changes are updated to the offer being processed.
  • Use the options at the end of the line if you want to change the customer or update the customer's information.

Billing address

  • The billing address information is automatically updated from the customer details.

Delivery address

  • Select the place of business through the search function or enter the delivery address manually.

Offer number

  • By default, the system suggests the next available offer number.
  • If necessary, enter the offer number manually if you want to overwrite the default number.
  • Note that a manually entered number defines from which number onwards the following offer and order numbers are generated sequentially.
  • The offer number also reserves the order number, meaning the same number is also formed for the order created from the offer.

Offer valid

  • If necessary, set a validity date for the offer.

Delivery date

  • By default, the current day is suggested.
  • Leave the field empty if the delivery date is not needed on the offer, as the information is not mandatory.

Delivery terms and method

  • Select the appropriate delivery terms and delivery method from the dropdown menu.
  • If necessary, edit the options by selecting Sales > Sales basic information and settings.

Seller

  • Select the seller through the search function.
  • Edit sellers in Sales > Sales basic information and settings.

Currency

  • Select the correct currency from the list if you want to make the offer in a currency other than euros.
  • The rate shown after the currency is the rate at the time of the previous day's ECB retrieval.
  • The rate is retrieved once a day at around 17:15.
  • The bookkeeping currency in Netvisor is always euros.

Tax treatment

  • Define the tax treatment in advance in the customer details, in the customer's additional information editing tab under tax treatment.
  • If necessary, change the tax treatment directly on the offer. The selection made on the offer overrides the selection behind the customer.
  • Alternatively, select the tax treatment directly when creating the offer if you do not use the default stored in the customer details.

Additional offer details, documents & attachments, and processing history 

Internal additional information

  • Use the field to enter a text-based comment related to the offer, which does not print on the sent offer.

Documents related to the offer

  • The field is linked to the order number when a sales order has been created from the offer.

Offer attachments

  • Add attachments by dragging the files to the offer or by searching for the files on the computer.
  • When adding an attachment, choose whether you want the attachment to be sent with the offer.
  • You can also change the sending setting of the attachment later if necessary.
  • Note that if the attachment is not intended to be sent with the offer, the attachment serves as internal additional information and this is indicated by a separate notice (lock icon).

Latest sending and status information

  • The section shows the latest events of the offer.
  • Select View full sending and status history if you want to open the Processing history. The same processing history is also shown in the lower left corner of the view.
  • The processing history shows all events of the sales offer and changes made to the offer.
  • The processing history records the information of the offer creator and editor.
  • The number of comments added to the processing history is shown by the counter next to the link.

Offer lines

Text before and after offer lines

  • Use the fields to enter free text that appears on the specific offer.
  • Sales basic information set standard texts before and after invoice lines use these same fields.
  • Note that if the free text fields print text from the customer's default information or you enter information in them when editing the offer, the standard texts from the sales basic information are not printed on the invoice.
  • Both fields for text before and after invoice lines can hold 500 characters.

Perform selected

  • Delete or copy selected offer lines by selecting the appropriate function.

Show columns

  • Use the menu to select which columns are shown on the offer lines. By default, all columns are selected.

Calculation targets visible

  • Select whether calculation targets are shown on the offer lines or hidden.

Search billable product

  • Search for a product using product information or product code through the search function.
  • The system first shows products previously sold to the customer and then all products.

The left side of the offer line has three dots that allow the line to be dragged up or down. The order of the lines can be changed when there are multiple lines. The comment line and subtotal line can also be moved in a similar way.

When the offer is ready, select Save offer so that the changes are saved.

Line-specific functions and processing history

A subtotal line, comment line, and other line functions can be added to the offer.

Add offer line

  • Adds a new empty offer line to the offer.

Add subtotal line

  • Adds a subtotal line between offer lines, which calculates together the sums of the lines above this line.

Add comment line

  • Adds a comment line that prints on the offer.

Other line functions

Add billing extras

  • Adds billing extras to the offer, which can be defined in Sales > Settings > Billing settings.

Add offer lines from product catalog

  • Opens the product catalog, from which products can be added to the offer by checking the products and adding them from the bottom to the sales transaction.

Add offer lines with barcode reader

  • Opens a window where you can read the product barcode and add the products to the offer.

 Sales invoice extras section.

Create new product 

  • Go to the product creation instructions by selecting the instruction page, which contains more detailed instructions for creating a product.

Processing history 

  • Shows the events of the offer and changes made to the offer.
  • The processing history records the information of the offer creator and editor.
  • The number of comments added to the processing history is shown by the counter next to the link.

Offer functions

Through the Offer functions menu, you can access the functions shown in the image. From the menu, you can select additional functions related to processing the offer as needed.

Saving, printing, and sending the offer

Preview

  • Opens the offer in preview mode so that you can check the content before printing or sending.

Print

  • Opens a menu where you can select different print formats.
  • Select the desired print format, after which the offer opens in PDF format.

Save offer

  • Saves the changes made to the offer.
  • Note that if there are unsaved changes on the offer, a notice about unsaved changes is shown in the view. The notice disappears after saving.

Send offer

  • Moves the offer to the sending view.
  • Read more about sending in the instruction Creating a new sales invoice.
  • Note that the offer cannot be sent via e-invoice message.
  • The offer can be sent as a PDF eLetter, by email, or printed locally.


Frequently asked questions

Question: How can I create a new offer in Netvisor?

Answer: You can create a new offer by selecting Sales > Offers > New offer. You can also use the Create new > Offer function in the top bar, the green plus in the "Latest offers" box in the customer view, or the "Export selected to sales offer" function in Product search.

Question: What rights do I need to create and process an offer?

Answer: You need edit rights to the Accounting section (Accounts receivable) Order processing. With these rights, you can create and process both sales offers and sales orders.

Question: How is the offer number generated and can I change it?

Answer: By default, the system suggests the next available offer number. You can overwrite the number by entering the offer number manually. After this, the following offer and order numbers are generated sequentially from this number upwards, and the same number is reserved for the order created from the offer.

Question: How do I add attachments to an offer and how do they affect sending?

Answer: You can add attachments by dragging the files to the offer or by searching for them on the computer. When adding an attachment, you choose whether the attachment is sent with the offer. If the attachment is intended only as internal additional information, it is marked with a lock icon and is not sent with the offer.

Question: How do I check the processing history of an offer?

Answer: Open the offer view and select Processing history. You can also select the "View full sending and status history" link in the Latest sending and status information section. The processing history shows all events of the offer, changes made to the offer, and the information of the offer creator and editor.

Question: In what ways can I send the offer to the customer?

Answer: You can send the offer as a PDF eLetter, by email, or print it locally. The offer cannot be sent via e-invoice message.

Question: Why does the system show a warning about the customer's payment behavior?

Answer: The system shows a warning if the customer's payment date relative to the due date during the previous 12 months is on average at least +30 days and the 3‑month average is at least +14 days higher than the 12‑month average. In addition, the customer must have at least one paid or credit loss invoice per quarter during the previous 12 months.

Keywords

offer, processing history, offer lines, attachments, preview, printing, sending.

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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