Quotations (QT)
Overview
The Quotation module is used to create, send and manage Customer Quotations. The data filter allows you to filter records by Date, Rep, Customer or Status - search functionality is also provided to quickly find an existing quotation. Quotations can be view in a Transaction view or in an Items view which displays all the items that were quoted, instead of just showing the Transaction headers.
A new Quotation will be set to an Active Status by default. When the Quotation is Output (Printed or Emailed) the Status will change to Complete which will make the Quotation read-only.
Navigation
Main Menu > Workflow > Quotations
How to create a new Quotation
Click the New button on the grid view or from an open Quotation.
Customer - Select a Customer and then select a Contact - if only one Contact is linked to the Customer, it will automatically be selected. Open Menu > Customer > Add/Edit to add a new Customer or edit the selected Customer.
Rep - By default, the Sales Representative linked to the Customer will be selected. You are, however, able to select a different Sales Representative.
Add Items - Enter a search string and then click on the Items lookup (Above the Items grid) to view the list of items that match the search. Select an item, add a Qty and click the Add button. (Keyboard shortcuts: Enter search box and type a Search string - Tab to Items Lookup - Spacebar to open Items Lookup - Arrow keys to scroll Items - Tab to Qty - Enter to add the selected item)
Versions
Using versions is an efficient way to group quotations that are essentially different options for the same application and only one of the options will be ordered if the Quotation is successful. After creating the first version of a Quotation, click on Actions > Copy to new Version. This will copy the Quotation to a new Version which has the same number but a different version number, for example Quote No. 2345/1 will copy to Quote No. 2345/2. There is no limit to how many versions you can make.
Output
The Quotation can be printed or emailed using different templates. By default, the Quotation template will display the Item Description, Specification as well as an Image (if available). When the Quotation is emailed, a personalized email message is automatically created.
Accepting a Quotation
When a Quotation is accepted, you can do one of the following:
If you are waiting on Stock, a deposit or you need time to approve the Customer's account etc. - Click on Actions > Copy to Sales Order
Managing Lost Quotations
Quotations need to be followed up until they are accepted or lost. If a Quotation is lost, change the Status to the applicable Lost Status which indicates the reason for losing the Quotation - eg. Lost - Price, Lost - No Stock, etc.