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Quotes


Quote processing provides a way for registered customers to request pricing on a group of products. Quotes can be entered, edited, accepted and converted to a sales order (line or order level) based on Management Console settings. You can access the Quotes module from the dashboard or main menu. Quotes can be searched by either the quote number or customer number.  Additionally date entry range, quote order type, company, and customer reference number may be used to search. The Quote Number, Customer Reference, Quote Date, and Quote Status will be displayed for each record found during quote search.  Quote search results may be sorted in ascending/descending order on quote number or oldest/newest quote date. You may also use the toggle to see only open quotes.

 

Request a Quote

To begin a quote simply press the Create icon from the Quote Search screen. Then choose the P4210 version (if configured in the Management Console P4210 Advanced Rules) to be used to enter the quote. Now, you can choose the customer and the products (including kit products) requested. The customer you choose may not be the default AN8 configured in the Management Console. You may continue to use the fast buttons or catalog as needed to add products to the quote cart. For each product enter the qty, UOM and price requested. Lot/serial numbers are not supported in quote processing. Based on Management Console configuration you may also be able to enter miscellaneous lines by pressing the Add Miscellaneous Lines button.

Please note, you will continue to see discounts calculated, but basket repricing will not execute at any time during the quote process. In addition you will continue to have access to all current document functionality (Discount, Notes, and Tax Summary) and cashier options (Save Order, Retrieve Order, Reset Order).

Once all products and other information have been added to the quote press Save Quote. You will have the option to enter a customer references, a quote cancellation date, and enter/edit quote notes. When all data has been entered press the Place Quote button.  The quote will be saved following the processing options in the P4210 version configured in the Management Console and an email confirmation will be sent.

 

Modify Quote

Modification of an existing quote may become necessary as negotiations progress or customer requirements shift.   Based on permissions and line status you will be able to edit existing lines, cancel lines, add new line items (including kits), and add/remove comments as part of the quote modification process.  Please remember that the POS utilizes the max editable status of the P4210 configured in Management Console to determine which lines can/cannot be edited.  To begin a modification simply locate the quote using Quote Search and then press the View Details icon. Once pressed you will be redirected to the Quote Details screen. Select the Modify Quote current document option.

Once the Modify Quote option is selected the quote will be loaded into the cart for editing. Add, edit or remove products as needed.  Once all edits are complete press the Save Quote button.  You will then have the option to enter/update the customer reference, quote cancellation date, and enter/edit quote notes. When all data has been entered press the Place Quote button.  The quote will be saved following the processing options in the P4210 version configured in the Management Console and an email confirmation will be sent.

 

Quote Acceptance

After the quote has been internally reviewed and adjusted it can be accepted or cancelled by the customer. Quote acceptance can occur at the order level or line level depending on Management Console settings. To accept or cancel first search for and locate the quote. Then, go to Quote Details. If acceptance level is configured at order level you can find Accept Quote in the current document options drop down.  If acceptance level is configured at detail line level you will select each line you want to accept and choose the Accept action. Please note lines accepted will turn green. Once all lines needed have been selected press Process.  Now, all lines selected for acceptance are now moved into the shopping cart. Please note that because you are accepting a quote you will not be able to select more products, change the customer number, or alter the price. Now, continue through the regular sales process of accepting tender and placing the order.

 

Cancel Quote

If at any time before quote acceptance the customer decides they want to cancel the quote (order level) you may do so by first locating the quote and then using the current document option to Cancel Quote.  Quotes may also be cancelled at the detail line level by selected each line, choosing the Cancel action and pressing Process.  Note cancelled lines will turn red. Once cancelled the status will be updated and displayed in Quote Search.  This action cannot be reversed.

 

Reprint Order

When a quote is placed or modified a Quote Confirmation is provided.  However, should the customer lose this confirmation or simply need another copy you can provide it easily.  First, locate the quote in Quote Search.  Then use the Re-Print Order current document option.

 

Duplicate Quote

You can use the Duplicate Quote current document option to copy an existing quote into the cart. However, there are some specifics to be aware of:

•cancelled lines will only be duplicated if the Display cancelled Lines setting in Management Console is set to yes.

•Price overrides are not preserved during duplication

•Miscellaneous lines will be preserved during duplication

•Comments will be preserved during duplication

•Ship To (including address overrides) will be included during duplication

•Kits (with components adjustments) will be preserved during duplication

•Restricted, obsolete and products not in the Branch Plant Stores will not be duplicated and cannot be added to new quote.

Once Duplicate Quote is pressed the products will be added to the cart.  Once all edits to the new quote have been made (adding more products, removing products, adjusting quantity, adjusting prices, etc) press the Save Quote button.  Now, you may enter a customer reference, quote cancel date, and comments as needed before pressing Place Quote.  Once Place Quote is pressed the quote will be saved and a quote confirmation will be provided.

Quote Entry P4210 Version
Sales > Quotes
Designates the version of the Sales Order application (P4210) that will be used in the Solution for quote order entry.
Quote Miscellaneous Line Type
Sales > Quotes
The line type used to insert miscellaneous lines on a quote.  If left blank the user will not see the option to add miscellaneous lines to a quote.
Quote Document Restriction
Sales > Quotes
Quote Order Types to Display in Quote History.
Quote Display Canceled Lines
Sales > Quotes
Determines if the user can see canceled quote lines or not.
Quote Conversion Required line status
Sales > Quotes
The next status (NXTR) required for status quote lines to be considered "Pending for Review."
Quote Conversion P4210 version
Sales > Quotes
Designates the version of the Sales Order application (P4210) that will be used to convert a quote into a sales order.
Quote Conversion Acceptance Level
Sales > Quotes
Quotes can be accepted and converted to sales order in one of two methods.  Possible options are:
  • Order level: the user will either accept or decline the quote in its entirety.
  • Detail level: the user can pick and choose which lines from the quote are accepted and which are declined.
Calculate Tax in History Search
Sales > Settings

Determines if tax is calculated in historical searches. For Customers working with Tax included it is recommended to configure the setting On. Please note performance may be impacted when this setting is on to allow for calculations (for example during the export to Excel from Shopping History). 

This setting applies for the Search and the Detail views as follows:

  • Shopping History
  • Search by Items
  • Order Detail
  • Invoice Detail
  • Return Detail (not available for Electronic Invoice Presentment and Payment (EIPP))
  • Quote Detail (not available for Electronic Invoice Presentment and Payment (EIPP))

For Customers working with Tax included it is recommended to configure the setting On.


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