Where you have different customers quoting for the same Project, you can copy details from one quote to new quotes. Converting one quote to a Sales Order will automatically update the won / lost status of other quotes on the same Project.
Copy the Quote for a Second Receivable Account
Convert the Successful Quote and Create a Sales Order
Overview
When you have a Sales Quote for one of your Receivable Accounts, and it is for a specific Project, you can copy that Quote for a second Receivable Account who is quoting for the same Project.
When one of your Receivable Accounts wins the quote, you can update their quote to Won and change the quote to a Sales Order, while the second quote for the other Receivable Account will automatically be updated to Lost / Unsuccessful.
Any documents attached to the Project will be available for both Sales Quotes, while any documents attached to the Quote will be available only to that Quote.
Add a Sales Quote
Refer to Add a Sales Quote and associate it with a Project to see how to add a Sales Quote, assign it to a Project and attach documents to it.
We've created an example Quote 1001 where our Receivable Account Lentune Assets has a quote for Stock Items for a Project called Library Central.
Copy the Quote for a Second Receivable Account
Where you have a second Receivable Account who may be quoting for the same job, and they come to you to get a quote for the same Stock Items, you can copy the original quote from your first Receivable Account.
- From Sales > Quotes, select the Quote that you want to copy from: e.g. the Quote 1001 above.
- Click onto the Actions tab.
In the Copy quote (new quote) section:
-
Receivable account: Select the Receivable Account that you want to copy this quote to. You can also add a new Receivable Account here by clicking on the blue plus
icon above the field.
- Click Copy quote.
Now you can see there are two quotes. In this example, we copied Quote 1001 for Lentune Assets to Fred's Contracting Ltd, and created Quote 1012.
- Return to the Sales > Quote screen.
- Click Search.
| TIP: You can click the Advanced Search and select the Project to search for Quotes attached to that Project. |
Both quotes currently have the status of Pending.
Convert the Successful Quote and Create a Sales Order
When one of your Receivable Accounts wins their quote for the Project, you can update their quote as Won and convert it to a Sales Order.
This will automatically mark the quote for the other Receivable Account as Unsuccessful.
- From Sales Quotes, select the successful quote. For our example, Quote 1001 for Lentune Assets has won the bid.
- Click to the Actions tab.
- In the Make Sales Order section, scroll to the foot of the page.
- Click Make Sales Order.
This will create the Sales Order for the successful Receivable Account.
It also automatically updates the unsuccessful quote for the same Project.
Sales Quotes both have their Status Codes Updated
Return to the Sales Quotes search page where you can check the two Sales Quotes for this Project.
Quote that Won
The Sales Quote that you have converted to a Sales Order has been updated to the Status of Won. To see this:
- Go to the Details tab of the Quote that has won. In our example this is Quote 1001 for Lentune Assets.
- In the Summary section, the Status for the successful quote shows as Won.
- In the Win / Loss details section, the date shows as the date you converted the Quote to an Order.
Quote that Lost
The second Sales Quote that did not win has automatically been updated to the Status of Unsuccessful. To see this:
- Go to the Details tab of the Quote that has lost. In our example this is Quote 1003 for Fred's Contracting Ltd.
- In the Summary section, the Status shows as Unsuccessful.
- In the Win / Loss details section, the date shows as the date the Quote was lost and the reason as Customer Lost Bid.
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