Sometimes you can find yourself creating a Quote containing the same Quote lines for multiple Contacts within the CRM. Instead of completing the entire Quote process from the beginning, you can use the 'Based On' functionality.
Create a Quotes template
Step 1: Create a Quote
Quotes can be created at any level of the CRM, by clicking the + icon on either a Company, Contact, Opportunity or Problem.
Step 2: Select the Relevant Information
After selecting the Quote option from the drop-down, the Quote Creation Window will open. Here you can add a description, change the operating company if required, choose the appropriate currency and finally choose a Quote to copy using the 'Based On' functionality.
Step 3: Choose a Parent Quote
Once you're happy with your description you can choose to search for your Quote that you wish to copy. You will then be asked to choose a Parent Quote to use as the template quote; you can search for the desired Quote by clicking on the pencil icon.
Step 4: Search for the Quote
This will then open a search where you can search by either the Quote's description or Quote ID. For a quick search, I would recommend searching by the Quote ID. Click 'Select' to choose the Quote you wish to copy.
Step 5: Select the Relevant Products
You will then be asked to choose the products you wish to copy from the Template Quote. Once happy with your selection, you can click confirm and finally click 'Create' to build the Quote.
Convert a Quote into a template
The steps below will show you how to convert a Quote into a Template Quote. The Template Quote itself should not be confirmed and should be treated as a way to quickly generate quotes when the customer often orders the same Products.
Prerequisites
You'll need CRM Admin rights to perform the conversion.
Step 1: Navigate to a Quote
Once you are on a Quote that you wish to convert into a Template, if you click on the three dots, you have the option to convert a Quote to Template.
You will then be asked where you would like this Quote to appear as a template within the CRM.
The template Quote will now appear at the level you set the template at, in the 'Based On' drop-down.
Customise Quote Templates
Customising quote templates in Prospect CRM allows you to tailor the information displayed on quotes to meet your business needs. Add fields, such as the 'Industry' field from the Company entity, to your quote templates and clarify the permanence of these changes.
Add fields to Quote Templates
To display the 'Industry' field or any other field from the Company entity on a quote:
Open any existing Quote in Prospect CRM.
Navigate to the customisation options by clicking the menu, the three dot icon in the top-right corner, and selecting Customise.
From the customisation interface, locate the field you want to add, e.g., 'Industry', under the Company entity.
Add the selected field to the quote template.
Once added, if the 'Industry' value is set for the Company, it will automatically appear on the quote. This process can be repeated for other fields as needed.
Customisations made to quote templates are permanent. However, it is essential to ensure that the changes are made in the correct Dictionary. Users must use the same Dictionary where the field was added to view it consistently on quotes. This ensures that the customization is applied uniformly across all relevant quotes.
Best Practices for customisation
Plan Your Customizations: Before making changes, identify the fields that are most relevant to your business processes.
Ensure Consistency: Use the same Dictionary for all users to avoid discrepancies in the displayed information.
Test Changes: After customizing, review a sample quote to confirm that the changes appear as expected.