Step 1: Selecting Quote
Creating a Quote and order is very straight forward in the CRM. When you are on an Opportunity or a Problem, just select the + icon and pick 'Quote' from the drop-down options.
Step 2: Add a Description
After selecting the Quote option from the drop-down, a new Quote window will open where you can add a description.
Step 3: Click 'Create'
Once you are happy with the description you have entered, just press 'Create' at the bottom and you will be taken to your new Quote.
Step 4: Add Further Information
Once the Quote has been created, more information can be added to the Record. Remember that this information can be altered at any time by any user of the CRM.
By default, this will be set as ‘Home Currency’; however, this can be altered if additional currencies are added from within System Settings.
Customer Order Reference:
In addition to the unique Quote reference, which is created automatically when the record is first made, you can also add an additional reference if required by the customer.
Source & Source Activity:
As with an Opportunity, these are very useful options where you can record where the Quote originally came from. Options could include an Exhibition, a Mail Shot, generated from a Salesperson visit or by visiting your Website. If you have used a Campaign from within CRM, you can use the Source option to link Opportunities to Campaign Activities. This allows you to record potential income based on Activities you have performed, i.e. how many Opportunities and subsequent Quotes were generated after holding an Exhibition.
A user of the CRM can be selected from this drop-down to be associated with the Record. This helps when searching and reporting to determine which user has contributed to the creation of the Quote, essentially the user who we want to take credit for the hard work.
Once this is set, a pop up will appear warning if the date is in the past. This will happen when a quote document is created or an order attempts to be confirmed, so that the user can confirm that the price is still current.
Order Due Date:
This field gets pushed through to the accounts once an order has been confirmed and becomes the delivery or order due date.
This will show which status the Quote is currently in. There are several different statuses available to be displayed, such as ‘Quotation’, ‘Confirmed’ etc.
Adding Products to a Quote
Step 1: Search for a product
At the bottom of the Quote document is the section where you can add products to the Quote, it will also display any products which have already been added.
The products which you can search for will come from your accounts system and contain whatever description and price details have been set against them.
Clicking on the ‘Search for a product’ section, shown above, will allow you look for any products which have been imported from the accounts system. Alternatively, you can select ‘Search…’ from the drop-down which will take you to an additional window, shown below.
Searching for products works in the same way as searching for a record in the CRM, where you do not have to type the whole name of the product for it to be returned.
Step 2: Add Quantity Values
Once the search results have been returned, you can then add quantity values for any of the required products. These are then added to the Quote by selecting ‘Add’ at the bottom of the window.
Step 3: Select a Delivery Address
On the left of the Quote, there is a tab for ‘Address’. This is where the Quote Delivery Address can be reviewed.
Depending on the System Settings within the CRM, it will either default to the address for the Sales Ledger, the Company or the Contact. By clicking on ‘Select Address’ it will allow you to search for a different address or add a unique one.
If you enter a postcode or area into the ‘Search for address…’ section it will return a list of available addresses and if one is selected, then it will automatically populate the address fields.
There is also a section to enter any ‘Delivery Notes’ which need to be displayed.
Step 4: Confirm the Order into the Accounting System
Once you have the products and the values added, you can then confirm the order into the accounting system. Please note, that you must have a Sales Ledger set up before you can confirm the order.