Add a Sales Quote and associate it with a Project

When you add a Sales Quote you can associate it with a Project.

Overview

Add a Sales Quote

Details tab

Actions tab

Documents tab

Communications tab

Overview

A Sales Quote tells your customer the expected costs of goods and services before they place an order. Once the Quote is accepted, it can be converted to a Sales Order.

You can associate a Quote to a Project if required, and attach any supporting documents for the Quote and for the Project. When the Quote is won and converted to an Order, any attached documents flow through to the Sales Order.

Where you might have more then one of your customers quoting for a Project, you can copy details from one quote to another. Refer to Multiple Quotes for different Receivable Accounts for the Same Project to read about this feature.

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Add a Sales Quote

You can add a Quote from the SQ icon on your sidebar menu , or from the top menu bar for Sales > Quotes.

• From the Sales > Quotes menu, click New Sales Quote.

In the new Sales Quote window:

• Select the Client for this Sales Quote, or add a new Client by clicking on the plus icon. Refer to Add a new Receivable Account for more details.
• Click Confirm.

In the Sales Quote screen:

• Client: The Client code and description from the previous screen will appear.
• Branch: The Branch that this Client is associated with will appear.
• Project: Optionally, select a Project for this Sales Quote, or click the plus icon to add a new Project.
• Contact: Optionally, select the Contact person.
• Client ref: Optionally, enter a reference for your client.

In the Add Items section:

• Stock: Select the stock item from the dropdown list.
• Quantity: Enter the quantity for this item.
• Click Add.
• Repeat for additional item lines.

In the Edit Sales Quote Line

You can click into any line for your Sales Quote to set a flag to ensure that you are calculating the margin on the supplier price. In the Calculate customer price details section on the right of your screen:

• Use supplier price to calculate margin only: Check this field if you want to show margin according to the supplier price.

Note that the Cost that appears on the margin report is calculated less any rebate.

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Details tab

On the Details tab, you can view everything about this Quote. There are sections for:

• Client details: This shows the User who is responsible for the quote. You can enter any other details here for alternative address and client notes.
• Points: You can select the points calculation method and rate if appropriate.
• Presentation options: Select the level of detail to appear on the quote.
• Internal: (Probability, Expiry date, Follow-up date). You can enter any further information for your own internal use regarding the type of quote, Probability options and follow-up dates.
• Summary: The summary details for the dated entered, value and status of the Quote are displayed.
• Win/Loss details. You can update the Won/lost date, and if lost, select a reason from the dropdown list.

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Actions tab

On the Actions tab, there are sections for:

• Email Quote: Refer to Send Sales Quote for details about this.
• Make sales order: Refer to Updating the Status on a Sales Quote to read more about this.
• Copy quote (new quote): You can copy this quote to another Receivable Account.
• Other: Preview/print and Export quote.

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Documents tab

You can update documents to the Quote. There are two options:

• Upload files for this quote: Files uploaded here will appear for this Quote.
• Upload files for associated Project: Files uploaded here will appear on this Quote and any other Quotes that are associated with this Project.

To upload a file:

• Click the Upload option you require.

• Click Add file.

• Select the file.

• Click Confirm.

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Communications tab

A record of communications is located on this tab. When you have sent the Quote, you can see the Outbound communication date and time.

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