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Proforma invoice format in excel download for Sales

hello and welcome to another video from ainzara.com in today's video we will be looking at the sales quotation or quote builder excel template you can use this template to create quotations or quotes that you can provide to your customers informing them about the how much it will cost for those products and services to the customer and this quotation can then become a sale later but initially you need to send a quotation to your customer so you can use this template to create those quotations all from one excel file and you can also create any number of quotes and store it all into the same excel file so this template is available for free from insara.com in this video i will actually take a tour of this template and explain to you how you can generate quotations also using this template now let's get started now what i have here is the setting sheet this is where we begin by entering the basic business information about our business so we can enter the name the addresses the tagline and then the contact information about our business and in the setting sheet i've also provided some tips on how to initially set up and the benefits of this template and now let's go on to the second step is is to enter the product information i have already entered a few items in our product list and again if in your case you will start from entering your own product list and then if you have to enter more for example i can go 12 and now i expand my product list here by just typing in a number and hitting tab now you're extending your product list you can have any number of products in this file if i want to delete this product i right click and i go delete table rows so that's it now this is how i can manage all my product name description and the price of the product as well as how i'm you know what's the unit of measurement you can also set whether a product is taxable or not if you do if you set them as no for example i've said this one to be no then the template will know that it should not apply tax to that specific product when it comes to the quotation and then you can also have additional fields you can rename this field and use it for like something like color so i can use it to represent the attributes of the products that in my business it makes a difference and i can also add more columns by typing in you know cell here and here and here if i have more things to track at the product level now let's go on to the customer list it's similar where we are tracking you know customers i have entered about 11 customers here i've entered the name i've entered the billing address and also the contact information for those customers you can enter more columns you can rename this column once again just like the product sheet now let's do an initial setup of the quote sheet before we go and create actual code the first thing you need to do is to set this up so that it meets your business needs you change your picture first for the logo and pick a logo image from your computer and then you will replace the logo and then your customer before we go into that take a look at the columns you have here does this meet your needs for example the product id product description unit of measurement quantity of the items discount the the price of each item whether it's taxable what's the amount before tax you can also change it to amount after tax so if this order looks good to you then we're okay i'll later come back to how you can change it if you need to but look at the columns and make sure that it meets your needs put in the tax rate if in your business every quotation is going to have a same tax rate let's say i'm going to put 10 i'm going to put 10 and then any standard notes or comments that you want to have in your quotation you know this may be like you know thanks for placing this request for quotation and we hope that this meets your needs please give us a call if you have any questions this quotation is valid for so many days whatever anything that you want to communicate you have this option to enter them in the notes column now once you have done this oh one more thing so currency if you are using it in a business where you want to display the currency in the quotation so let's do control g choose c u r r and now you'll see that automatically it picks up those columns where dollars or currency is going to be formatted so i've selected them now i do control 1 and now i can go in and change this to any currency i would like let's say i'm just going to stick with dollars here hit ok now the currency has been applied we don't see anything because we haven't entered any data but that completes our initial quotation setup it didn't take that long you know we set the pro into the products enter the customers looked at the quotation and customized it to fit our needs so that completes the initial setup now it's time for us to go and create an actual quotation so i'm gonna uh right click on this sheet do move or copy i will click on move to end create a copy hit okay so now it actually has created a new quotation um and so i'm going to call this this is let's say this is going to be my first quote i'm going to call it quote underscore 1 or you can actually just call one this is our first quotation now in here i am ready to enter my information the instructions are here on the right side um you would just want to enter the quote number this is one i will enter the name of the customer to whom we are sending the quotation to and the and the contact information of that customer will appear automatically if you don't want the phone number here if i want the email i just change it like that so it's it's very very flexible each each quotation you can change it you know what you want to display there i'm just going to leave it as phone now i can go to the date um and enter the date here feb 15 20 21 and the quotation is valid until march 15 2021 and then now i'm ready to enter the items in my quotation so i go in here and i can choose the product id let's say i choose two this means it is a cool rings of this this this so maybe i want the name of that to appear so i can change it to name so it'll say coke and the next item would be number four cleaning material tissue paper and again you can adjust the column widths as you need so that overall everything looks good printable but you can adjust it if you need to and then now i'm going to enter the quantity this doesn't get automatically populated these two got automatically populated but the quantity i need to enter how many units of this uh cool drink bottles that i'm going to be so i'm going to say 5 and you will see that 5 times 5 because 5 is the unit price for that item so 5 times 5 is 25 and then let's say this is 2 tissue paper rolls then it becomes 2 times 4 is 8. now these are taxable these are amount before tax i'm displaying and then the discount amount let's say i want to give one dollar discount for this each item here on the cool rings this the first line item now everything becomes 5 times 4 is 20. so because we have given a discount now the price has gone to four now if i want to display the amount after tax i can go and do amount after tax and you will see that the 10 tax has been added here so that's how the the template is so flexible and you can customize it at the bottom you see the subtotal before tax is 28 and then there's a 10 tax and then there's a total amount including tax there and if i want to give a discount of let's say two dollars then you will see that it will get deducted i can also change it to discount percent and say i want to give discount of another you know 10 i have to enter them in decimal so 0.1 is 10 so now it'll apply that to the subtotal plus tax and then finally it comes in here if i want to add any other charges um maybe there's another five dollar charge on top of it i can do that um so very very flexible if i don't want it i delete them it goes away so it's super super flexible if i want to leave it in there and say there's no other charges that's works as well and then you can update the notes as i said before and then everything else at the bottom is a contact information that will automatically get populated so now you have a quotation with the clear quotation number the details of the quotation and the date when you're issuing it and the way and the date when um the quotation will expire or will become invalid so all of that is ready and now you can just do control p and it's going to show you in a printable um page format it's all print ready so now you can print it or you can actually export it into a pdf and then share with your customers by email send a pdf always make sure that you save a copy of pdf in your for your local uh computer or in your cloud drive or onedrive where you can actually uh refer back to later uh this is very very recommended for record keeping purposes so that's what this template does so you can now create we have created one quote i can go back to the quote sheet and then now i can do a move or copy and i can do move to end create a copy and now it's going to create another one i'm just going to do two [Music] and then if i want i can just change it to quote number two put in the date maybe this is for a different customer everything and now if i want to create a third one i go to quote sheet again and then i do more copy create a copy move to end now you guessed it we're going to rename it three and i'm going to enter this as a third quote so by this way the original quote sheet is the master sheet now any time when we copy that over it's going to create a new one and now you can actually rename it and enter the data into those sheets and then export or print print or export to pdf as needed so that's that's pretty simple that's how the template works uh all any number of quotations in the same excel file and if the file becomes big after you use it for one or two years or depending on how many quotes you generate every month then you get your you're welcome to you know save the whole file uh and start from a blank uh you know original template for the new calendar year um even then you'll only have maximum a few files to manage rather than everything all in separate excel files so i hope this template is helpful to keep things simple and efficient in your business when you're creating quotations we look forward to your feedback on whether this template is useful or how you you think we can make this more useful to a lot more people i look forward to your feedback and until i see you in the next tuesdays video thank you very much for watching