Quoting and procurement

The catalogue

Atlas holds a shared product catalogue with over 275,000 products, fed from distributor feeds, plus a per-organisation overlay for your own pricing, tags and lifecycle state. Supplier feeds import on a schedule; each supplier has its own field mapping so a column that means something different at one distributor is not silently treated as the same thing.

Costing

A quote line is costed against the cheapest supplier that actually has stock, not against a stale list price. Margin is calculated per line, with a margin floor that can block a quote going out under it.

Quotes

A quote can carry several contracts, selectable items the client chooses between, and text sections written from a template. It is sent as a link the client opens in a browser (no PDF attachment to go stale) and they accept it there.

Accepting a quote creates the sales order. Where the quote was for a renewal with an uplift, acceptance rolls the contract term as well.

Purchase orders and delivery

An accepted order becomes a purchase order against the supplier it was costed from. Hardware you ship can be booked with a courier from the order, with the label printed and tracking kept against it. The client signs for the goods on a tablet or through a link, and the receipt attaches to the order.

Invoicing

Invoices raise from the order and push to Xero. GST is calculated per line and rounded per line, matching what Xero itself produces; a total-level calculation drifts by cents and the two systems then disagree.

Recurring invoices bill on their own cycle. Direct debit collection runs daily against due and overdue invoices where the client has a mandate.