Use the Quotes module to view and manage quotes for your organization. Quotes specify the quantity and the price per unit for goods and services that you offer a customer.
When you create a quote, you can select a product from the product catalog or you can manually enter information on products that are not in the catalog. When you select from the catalog, the system automatically fills in information such as the
manufacturer’s number and tax class. You can also list individual line records in a quote. To do this, you will need to first add one or more product groups and group line records under the appropriate product group. You cannot modify pricing information of line records from the product catalog. However, you can modify pricing
information of line items that you manually enter into the system.
To create a quote
1. In the Shortcuts menu, click Create Quote.
2. Alternatively you can use the Create Quote quick form displayed below
Shortcuts. This form contains only the required fields. You can enter information for optional fields after you save the form.
Quotes Module
3. On the Quotes page, enter information for the following fields.
Quote Subject. Enter information on the product or service for which you are creating the quote.
Quote Number. The system generates a reference number after you save the quote.
Purchase Order Num. Enter the PO number.
Payment Terms. From the drop-down list, select the time period within which the customer must pay for the product or service purchased.
Team. Enter the name of the team that is allowed to view the opportunity. To choose an existing team, click Select, and choose the team from the Team list.
Assigned to. Enter the name of the individual who is responsible working on the opportunity. To choose an existing user, click Select, and choose the person from the User List. By default, this is assigned to you.
Opportunity Name. From the drop-down list, select the opportunity that resulted in this quote.
Quote Stage. From the drop-down list, select the current stage of the quote’s lifecycle, such as Draft or Confirmed.
Valid Until. Click the Calendar icon and select the date until which the quote is valid. The quote expires after the selected date has passed.
Original P.O. Date. Click the Calendar icon and select the date of the original Purchase Order.
Bill to and Ship to
If the Bill to and Ship to address are the same, use the >> button to duplicate the information from one section to the other.
Account. Enter the name of the account related to the quote. To choose from the list of existing accounts, click Select.
Contact. Enter the name of the contact related to the account. To choose from the list of existing contacts, click Select.
Address. When you select an account, the system automatically populates the corresponding address information. You can modify the address if necessary.
City. The name of the city where the address is located.
State. The two digit code for the State where the city is located.
Postal Code. The zip code for the address.
Country. The name of the country where the State is located.
Line items
Add Group. Click this button to group several products together and enter the following:
Group Name. Enter a name for the product group.
Group Stage. From the drop-down list, select the current status of the group such as Draft or Negotiation.
Add Row. Click this button to add information on an individual product within the group. For more information, see “To add a row in a product group” on page 71.
Remove Row. Click this button to delete a line item from the quote.
Add Comment. Click this button to add a comment on the group.
Delete Group. Click this button to delete the group.
Currency. From the drop-down list, select the currency used in the quote.
Tax Rate. From the drop-down list, select the appropriate tax rate for the State.
Shipping Provider. From the drop-down list, select a shipping provider.
Note: The administrator specifies the currency, tax rate, and shipping provider information that display in the drop-down lists.
Grand Total. Check this box to display the total sum of the products listed in the quote.
Line Numbers. Check this box to display line numbers when you save the quote in PDF format.
Description
Enter a brief description of the quote.
4. Click Save to create the new quote; click Cancel to return to the Quotes home page without creating the new quote.
After you save the quote, the system displays the quote’s detail page. You can print or email the quote as a PDF file from this page. For more information, see
“To manage quotes” and “To email a quote”.
To add a row in a product group
1. After you add a group, click Add Row.
Quotes Module
The system displays fields to specify the item information. Enter the following information:
Quantity. Enter the total quantity for this product.
Product. Enter the product name; to select from the product catalog, click Select, and in the product catalog, click the item. The system adds it as a line item in the quote.
Mft Num. Enter the manufacturer’s number, if any. If you selected an item from the catalog, the system automatically enters the appropriate number in this field.
Tax Class. Specify either Taxable or Non-Taxable. If you selected an item from the catalog, the system automatically enters the appropriate information in this field.
Cost. Enter the actual cost of the item. If you selected an item from the catalog, the system automatically enters the appropriate number in this field.
Note: The Cost details do not display in the quote that you email customers. For information on mailing quote, see “To email a quote” on page 73.
List. Enter the list price for the product. If you selected an item from the catalog, the system automatically enters the appropriate number in this field.
Unit Price. Enter the price that is being offered to the customer. This may be lower than the list price.
Remove Row. Click this button to delete an item row from the quote.
To manage quotes
z To sort a list view, click any column title which has the icon beside it; to reverse the sort order, click the column title again.
z To update or delete all or some of the quotes in the list, use the Mass Update as described in “To edit or delete multiple records” on page 21.
z To view the details of a quote, click its name on the list.
z To edit the quote, on the detail page, click Edit.
z To duplicate a quote, on the detail page, click Duplicate. Duplication is a
convenient way of creating a similar quote. You can change the information in the duplicate record to create a new quote.
z To delete a quote, on the detail page, click Delete.
z To track changes made to a quote over time, click the View Change Log link.
z To manage records in a panel, see “To manage related information in sub-panels” on page 19.
z To create a new opportunity for a quote, click Create Opportunity from Quote.
When you renew an expired quote, you may want to create a new opportunity related to that quote. This ensures that any opportunity-based forecast reflects the new quote.
z To attach an external file to the quote, on the quote’s detail page, click Create Note or Attachment in the History sub-panel.
| To add a note, enter the subject and the text, and click Save.
| To add an attachment, click Full Form, and on the Notes page, click the Browse button, which is adjacent to the Attachment field, and navigate to the file location on your local machine.
The attached file is listed in the History sub-panel on the quote’s detail page.
z To email the quote in PDF format, click Email as PDF.
z To print the quote in PDF format, click Print as PDF. By default, the system prints a proposal. To print an invoice, select Invoice from the adjacent drop-down list before you click Print as PDF.