Use the Quotes module to generate new Quotes and send them to your Customers. You can also track the status of existing Quotes or turn them into Customer Orders.
Only current Quotes will be displayed in the table view. To view Quotes which have been won, go to Customer Orders. To view Quotes which have been lost, use the Advanced Search.
|Navigate to Quotes.|
|Use the Quick and Advanced Search to help you find the Quote you’re looking for.|
|By default, the most recent Quotes are displayed at the top of the page. To sort by something else, click on the column heading. Click again to reverse the sort order.|
|The Quote Stage column helps you to keep track of each Quote at a glance.|
|Click Add New to add a new Quote.|
The Quotes module is customisable so you can see the information that’s most important to you and your workflow.
Add a new Quote
To create a new Quote, you’ll need to have appropriate user access to the Quotes module.
1. Go to Quotes.
2. Click Add New in the top-right corner.
You can also create a Quote from an existing Opportunity by changing the Quote Status to Quote.
3. A new Quotes entry page will be displayed. Start by selecting/entering the details as required in the Quotes section.
You’ll need to complete all of the mandatory fields (marked with a *) before you can save the Quote. If you’ve created this Quote from an Opportunity some of the fields will be auto-filled with the information entered on the Opportunity.
Refer to Quotes field explanations for more information on each field.
4. Once all of the required details have been selected/entered in the Quotes section, scroll down and click Save before adding any other information on the right-hand side.
Add other information to a Quote
Use the other sections of the Quote entry page to do the following:
|Add Document Comments to add comments to your printed Quote.|
|Add Internal Notes for reference. Notes entered here can be viewed from the Quotes module table view.|
|Set a Follow Up date for this Quote. This will appear as an event in the Calendar on your Dashboard.|
|Add the Products your Customer has asked for under Product Detail.|
|Add Notes and Tasks associated with this Quote and assign them to you or a member of your team.|
Update the status of a Quote
The Quote Status and Quote Stage fields help to keep track of the Quote. These fields are updated manually.
The Quote Status field is used to move through the customer journey modules (from an Opportunity, to a Quote, to a Customer Order).
|Opportunity||Select to return this Quote to Opportunities.|
|Quote||Default when a Quote is created and has not yet been won.|
|Won||Select to turn this Quote into a Customer Order once accepted by the Customer.|
|Lost||Select if the Customer does not accept the Quote. The Quote will no longer appear in the Quotes module table view, but can be found using the Advanced Search.|
The Quote Stage field is used to keep an internal record of the progress of the Quote based on any communication received from the Customer.
Print or email a Quote
At the bottom of a Quote, click the Functions button to Print or Email a Quote.
Selecting Print Quote will open a PDF of the Quote which you can save or print.
Selecting Email Quote will open the Send Email form. The Title, Body, and Reply To fields will be auto-populated based on your Quotes Email Template. The To field will be auto-populated with the Email saved on the Customer record. You can edit any of those fields or add files before clicking Send. This email will be sent directly from your Workhorse system.
Add a new Quote revision
At the bottom of the Quote, click the Functions button to create a new Quote revision. This allows you to keep a record of all Quote revisions (or versions) you send to a Customer.
Quotes field explanations
|Quote Ref||Automatic||A sequential Quote number will be assigned when you save this Quote.|
|Revision||Automatic||Defaults to 1 when you save a new Quote. A sequential revision number will be assigned each time you add a new Quote revision.|
|Company||Y||Select the Customer from the drop-down list. If the Customer isn’t already in your system, use the button on the right-hand side to add a new Customer.|
|Company Address||N||Leave blank to use main address entered on the Customer record or select another address from the drop-down list (populated from the Addresses section of the Customer record).|
|Person||N||Leave blank to send this Quote to the primary contact entered on the Customer record or select another person from the drop-down list (populated from the People section of the Customer record).|
|Sales Agent||N||Select the person responsible for this Quote and any Follow Ups.|
|Quote Date||Y||Defaults to today’s date. Click to select another date.|
|Expiry Date||N||Defaults to 30 days from the Quote Date. Click to select another date.|
|Quote Status||Y||Defaults to Quote. Refer to update the status of a Quote.|
|Quote Stage||Y||Defaults to 10-29% (Quote). Refer to update the status of a Quote.|
|Customer Ref||N||If the Customer has provided you with their reference (e.g., an RFQ or Project number), enter it here to include it on your printed Quote.|
|Discount %||Y||Auto-fills based on the Customer Discount set on the Customer record. To apply a different discount across all Products on this Quote, enter a percentage between 0.01-100%. To configure discounts for individual Products, use the Product Detail section on the right-hand side. This discount does not apply to the Carriage Charge.|
|Tax Rate||Y||Auto-fills based on the Tax Rate selected on the Customer record. Click to select another Tax Rate for the Products and Carriage Charge on this Quote only.|
|Price List||N||Auto-fills based on the Price List selected on the Customer record. Click to select another Price List for this Quote only. To configure pricing for individual Products, use the Product Detail section on the right-hand side.|
|Currency||Y||Auto-fills based on the Currency selected on the Customer record. Click to select another Currency for this Quote only.|
|Carriage Charge||Y||Enter any carriage costs for this Quote here (excluding VAT).|
|Total Cost Price||Automatic||Auto-fills based on the total cost price of the Products entered in the Product Detail section on the right-hand side.|
|Total Sell Price||Automatic||Auto-fills based on the total sell price of the Products entered in the Product Detail section on the right-hand side.|
|Margin %||Automatic||Auto-fills based on the percentage difference between the Total Cost Price and Total Sell Price.|
|Total Tax||Automatic||Auto-fills the total tax for this Quote based on the Carriage Charge + Total Sell Price at the Tax Rate selected above.|
|Total Order Value||Automatic||Auto-fills based on Carriage Charge + Total Sell Price + Total Tax.|
|Total Product Quantity||Automatic||Auto-fills based on the total quantity of Products entered in the Product Detail section on the right-hand side.|
|Total List Price||Automatic||Auto-fills based on the total list price of the Products entered in the Product Detail section on the right-hand side.|
|Total Discount||Automatic||Auto-fills based on Total List Price minus Total Sell Price.|
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