Quote Management

<< Click to Display Table of Contents >>

Navigation:  Sales Force Automation >

Quote Management

 

 

 

Eritrium enables you to build and send multiple quotes to customers, helping you keep track of all of your quotes and saving time spent entering customer information.

 

Eritrium simplifies the process of generating multiple quotes for clients. You can easily create multiple quotes based on the same quote and make minor changes to each. Eritrium recalculates each quote based on the quote's line items. You can revise a quote and then fax, e-mail or print it. You can also select a winning quote and automatically convert it into an order. Quote forms enable you to enter and track quotes that you have issued to your customers.

 

The Quotes form displays a list of all quotes related to the current context. It includes buttons enabling you to add, edit, delete, copy or convert quotes to orders.

 

The Line Items tab includes a list of all the parts that your customer might purchase, plus your price for each item and the total estimate of the quote.

 

There are four ways that an Administrator can add Quotes from the main menu:

From the main menu: File>New>Quote

From the main menu: File>Open>Quote. Eritrium will open the Quotes list window. Then use push button {New}

From the Organizations form top menu: Actions>Add Quote.

From the Persons form top menu: Actions>Add Quote

 

The Quote "Code" is the only required field.

 

There are four ways to View and Edit existing Quotes:

From the main menu: File>Open>Quotes. Eritrium will open the Quotes list form so the user can filter records using the standard procedures or edit any record doing double click on it

From the Left tree view option panel: Doing double click on any of the following icons: Quotes or My Quotes

From the Organizations form: On tab Quotes, select one item and do double click on it

From the Persons form: On tab Quotes, select one item and do double click on it

 

To Delete existing Quotes, edit the one you want to remove and use top menu option: File>Delete.

 

The following picture shows a quote management form:

 

 

 

The information managed by the quote details form is:

Quotation: General details of the quote.

o

Code: Identification code for the quote generated by Eritrium.

o

Organization: Organization that receives the quotation.

o

Summary: The short description of the quotation.

o

Sales manager: Eritrium user (often a sales manager) responsible of the quotation.

o

Open Date: Date of creation of the quotation.

o

Address: Address to send the quotation (or main address of the customer)

o

State: Status of the quotation. It can be one of the following:

o

Ready to be sent

o

Sent to customer

o

Accepted

o

Refused.

o

Contact: Person from the customer who receives the quotation.

o

Department: Department of the sales manager.

o

Expiry: Limit date when the quotation will not be valid any more.

o

Send Method: It is the method used to send the quotation to the customer. See lookup tables for more information.

o

Sales Order: If the quotation is accepted by the customer this field will show the sales order generated for the customer.

o

Sales Opportunity: If the quotation is generated from a sales opportunity, this field displays the sales opportunity code.

Billing: Address and Contact information for sending the invoice.

o

Invoice to: Person to whom the invoice must be sent

o

Address

o

Payment Term: See lookup tables for more information.

o

Discount per Quick payment: Discount to apply if the customer pays quickly.

o

Payment Mode: See lookup tables for more information

o

Delivery: Address and contact information for sending the purchased product.

o

Contact: Person to whom the products will be delivered.

o

Address

o

Mode: Type of delivery. See Lookup tables for more information

o

Delivery Date: Date when the product is delivered to the customer

o

Transporter: Organization responsible of the delivery to the customer.

Products: List of products included in the quotation. Doing double click on any of them Eritrium will open the Quote product details form.

Follow Ups: As in most of Eritrium objects, it is possible to generate a follow up to schedule future actions for the quotation (ie: Remind me in 10 days that I must call the customer for feedback, etc…). To find more information about reminders see chapter Follow Ups at Miscellaneous Items section.

Documents: List of documents of any kind related to this quote. Doing double click on any of them, the related document form will be displayed.

Mails: List of mails sent related to the quote. Doing double click on any of them, the related mail form will be displayed.

Phone calls: List of phone calls done or received related to the quote. Doing double click on any of them, the related phone call form will be displayed.

 

The actions that can be performed from the quote details form are:

 

View:

o

Organization: This option will open the organization details form for the related organization.

o

Sales Opportunity: If the quote was generated from a Sales Opportunity, this option will open the related Sales Opportunity details form.

o

Sales Order: If the quote has generated a sales order, this option will open a the sales order details form.

Actions:

o

Add Product Detail: This option will add a new product detail to the quote

o

Set as Sent: Change the state of the quote to Sent. After this action, the quote cant be changed.

o

Set as Accepted: Change the state to Accepted by customer. If a quote is accepted, the a sales order can be generated.

o

Cancel: This option must be used when the customer refuse the quote

o

Generate Sales Order: This option will generate directly a Sales Order with the information stored in the quote.

o

Generate Quote Document: This option generates the physical quote document to be sent out to the customer. It uses the same technology than the reports, so there is a template called quotation_to_send.html that can be customized to support your business needs. See section Generating Reports at chapter Miscellaneous Items. Two ways are available at this point:

o

To email: Eritrium will generate the physical quotation document and attach it in a email to send. The following figure shows an example of quotation ready to be sent to a customer via email:

 

 

 

To Print (Document): Eritrium will generate a normal HTML Document to send it to the printer.

Generate a Follow Up: As we mentioned before, using this menu option it is possible to generate a follow up object assigned to the quotation and schedule an action in the future. To find more information about reminders see chapter Follow Ups at Miscellaneous Items section.

Add Document: Eritrium will generate a new document and link it to the quote.

Send Email: Eritrium will open mail form with the address of the primary contact so the user can fill it and send it.

Add Phone Call: Eritrium will generate a new phone call and associate it to the quote.

 

The following form shows an example of Quote Detail:

 

 

 

The data managed in this form is:

Product: Product included in the quote.

Quantity: Number of units included.

Description: Description of the product included.

Family: Family of the product included

Summary: Additional information for the line detail

Price: List price for the product

Discount: Discount applied (amount or percentage)

Tax: Tax rate to apply (amount or percentage)

Final priced: Final price for the product.