Working with CRM > Quotations

Quotations

Part of the sales process is sending your prospects or customers a quote for your products and services. A sales quote allows the prospective buyer to see the cost for the products and services and make a decision. PSA allows you to generate Quotations that are linked to your opportunities.

Service Quotations

CRM > Quotations > Service Quotations

The Service Quotations page manages quotes for service items. You can also include product items in service quotations. Each service line item can override the default prices specified for labor and services. A service quotation supports the following types of line items:

  • Service Items
  • Labor Items
  • Fixed Labor Item
  • Fixed Price Item
  • Product Item
  • Retainer by Hour Item
  • Retainer by Amount Item

 Processing Service Quotations.

Creating New Service Quotations

  1. Select the CRM > Quotations > Service Quotations tab.
  2. Click New.
  3. Enter the contact and one of the following in the Customer Info panel.
    • By Opportunity
    • By CRM Account
    • By Project
  4. Enter the following fields in the Quotation Info tab.
    • Quotation Number
    • Status
    • Name
    • Expiry Date
    • Created By
    • Creation Date
    • Summary
  5. Click the Custom Fields tab.
    • Enter values in the custom fields, as appropriate for this record.
    • Custom fields are maintained using the Admin > My Company > Custom Fields page.
  6. Click Save. Two additional tabs display: Line Items and Attachments.
  7. Click the Line Items tab.
  8. Click Add. Select one of the following service items.
    • Service Item
    • T&M Labor Item
    • Fixed Labor Item
    • Fixed Price Item
    • Product Item
    • Retainer by Hour Item
    • Retainer by Amount Item
  9. When adding a Service Item enter the following:
    • Service - Select a service.
    • Unit Price - Accept the default or override.
    • Quantity - Accept the default or override.
    • Period - Recurring or One Time
    • Description - Enter a description.
  10. When adding a T&M Labor Item entering the following:
    • Role - Select a role.
    • Unit Price - Accept the default or override.
    • Quantity - Accept the default or override.
    • Period - Per Hour or Per Day
    • Description - Enter a description.
  11. When adding a Fixed Labor Item entering the following:
    • Name - Enter a name.
    • Unit Price - Accept the default or override.
    • Quantity - Accept the default or override.
    • Period - Per Hour or Per Day
    • Description - Enter a description.
  12. When adding a Fixed Price Item entering the following:
    • Name - Enter a name.
    • Milestone Type - Select a milestone type.
    • Unit Price - Accept the default or override.
    • Quantity - Accept the default or override.
    • Period - Per Hour or Per Day
    • Description - Enter a description.
  13. When adding a Product Item enter the following:
    • Product
    • Price Level
    • Discount
    • QTY
    • Price
    • Description
  14. When adding a Retainer by Hour Item entering the following:
    • Name - Enter a name.
    • Unit Price - Accept the default or override.
    • Quantity - Accept the default or override.
    • Period - Contract Length, Weekly, Monthly, Quarterly, Yearly
    • Description - Enter a description.
  15. When adding a Retainer by Amount Item entering the following:
    • Name - Enter a name.
    • Retainer Amount - Enter an amount.
    • Description - Enter a description.
  16. Click the Attachments tab.
    • Click Upload a new file to upload files to this record. For example, a request for proposal (RFP).
  17. Click Save.

Statuses

Typically each service quotation progresses through one or more of the following statuses:

  • New
  • Ready to Send
  • Sent
  • Approved
  • Rejected
  • Convert to Projects/Contracts

Note that a Rejected quotation can be subsequently Approved.

Actions

Clicking the Action button sets the appropriate status for the service quotation and usually displays a dialog or window for you to complete the action or review the results.

  • Copy Quotation - Copies this quotation to a new quotation
  • Generate Quotation - Creates a printable quotation.
  • Print Quotation - Displays a printable PDF of the quotation
  • Send Quotation - Sends the PDF to email recipients.
  • A quotation is changed to Approved or Rejected by selecting either status from the Status field in the header.
  • Convert to Projects/Contracts - Converts a quotation to contracts, projects, or both. A quotation must be Approved before it can be converted.

Messages confirm an action has completed successfully.

Processing Service Quotations

  1. Click a quotation with a Status of New.
  2. Click Actions > Generate Quotation.
    • The Status is set to Ready to Send.
  3. Click Actions > Print Quotation.
    • Review the PDF to ensure it is correct.
    • If necessary, make changes to the quotation, regenerate, and review the PDF again.
  4. Click Actions > Send Quotation.
    • Email Template
    • Attach Quotation - Yes or No.
    • Send Email - Separate Recipients or Combined Recipients
    • Contacts - Optionally uncheck to exclude.
    • Other Email - Enter email addresses manually.
    • Attachments - Optionally check to include.
    • Click Send.
    • The Status is set to Sent.
  5. When a client approves or rejects the quotation, set the Status field to:
    • Approved
    • Rejected
  6. Click Save. If the quotation is approved, you can convert the quotation.
    1. If converting to a project, only one project will be created. You can optionally copy the structure of an existing project during conversion.
    2. If converting to contracts, one contract will be created for each contract type included in your quotation—Service Items, Labor Items, Fixed Labor Item, Fixed Price Item. You must activate contracts before you can bill for them.
    3. If both a contract and project are converted, you must activate the contract before the corresponding project shows itself linked to the contract. If multiple contracts and a project were created, ensure the correct contract is linked to the project.
  7. Click Actions > Convert to Projects/Contracts. You will get a three-step wizard dialog.
    • Convert to Project - Set to Yes to enable the other fields in this wizard page.
      • Name
      • Start Date
      • End Date
      • Project Manager
      • Department
      • Copy Project From - Project Templates or All Projects
      • Project - Select the specific project template or project to copy from.
      • Description
    • Convert to Contract - Set to Yes to enable the other fields in this wizard page.
      • Select one or more service quotation line items to convert to contracts.
      • If the quotation is also being converted to a project, any contracts you create will be linked to the project.
    • Convert to Sales Order - Set to Yes to enable the other fields in this wizard page.
      • PO #
      • PO Date
      • Ship By
      • Price Level
      • Delivery Method
      • Payment Term
      • Delivery Type
      • Link To Project:- Existing Project or Converted Project
      • Project - Select if the Existing Project was selected.
      • Sales Rep
      • Notes
  8. After conversion, click the Project/Contract button.
    • Click the project created for this service quotation, if created. A new window or tab displays the project.
    • Click any of the contracts created for this service quotation, if created. A new window or tab displays the contract. You must activate created contracts to begin billing for their delivery.

Product Quotations

The Product Quotations page manages quotes for products. Products are typically defined in inventory first. But product quotations also supports specifying "free form" products not in your inventory. Each quotation can override the default prices specified for products.

Create New Product Quotations

  1. Select the CRM > Quotations > Product Quotations tab.
  2. Click New.
  3. Enter the following in the Customer Info panel.
    • Destination Type - Location, Site, Warehouse
    • Destination
    • Contact
  4. Enter the following fields in the Quotation Info tab.
    • Quotation Number
    • Quotation Date
    • PO
    • PO Date
    • Ship by Method
    • Ship by Date
    • Project
    • Payment Term
    • Sales Rep
    • Pricing Level
    • Shipment Type
    • Status
    • Notes
  5. Click Save. Tabs display at the bottom of the page.
  6. Click the Inventory Items tab.
    • Click Add.
    • Select one or more products.
    • Click OK.
  7. Update the following default values for each inventory item added. Changes are reflected in the Grand Total at the bottom of this tab after you save.
    • Pricing Level
    • Quantity
    • Unit Price
    • Discount
  8. Click the Items tab and click Add. These are "free form" items that are not defined in your inventory. After you save a row, click the row to edit it. Changes are reflected in the Grand Total at the bottom of this tab after you save. Repeat this step to add as many rows as you require.
    • Item
    • Item Description
    • QTY
    • Unit Price
    • Discount
    • Taxable -Yes or No
    • Total
    • Click Save.
  9. Click the Charges tab click Add. After you save a row, click the row to edit it. Repeat this step to add as many rows as you require.
    • Charge
    • Currency
    • Amount
    • Date
    • Notes
    • Click Save.
  10. Click the Notes tab.
    • Click Add to add a note.
  11. Click the Custom Fields tab.
    • Enter values in the custom fields, as appropriate for this record.
    • Custom fields are maintained using the Admin > My Company > Custom Fields page.
  12. Click the Attachments tab.
    • Click Upload a new file to upload files to this record. For example, a request for quote (RFQ).
  13. Click Save.

Statuses

Typically each product quotation progresses through one or more of the following statuses:

  • New
  • Ready to Send
  • Send
  • Approved
  • Rejected

Convert to Sales OrderNote that a Rejected quotation can be subsequently Approved.

Actions

Clicking the Action button sets the appropriate status for the quotation and usually displays a dialog or window for you to complete the action or review the results.

  • Generate Quotation - Creates a printable quotation.
  • Print Quotation - Displays a printable PDF of the quotation
  • Email Quotation - Sends the PDF to email recipients.
  • Accept - Marks the quotation as accepted by the customer.
  • Reject - Marks the quotation as rejected by the customer.
  • Convert to Sales Order - Converts the quotation to a sales order. A quotation must be Approved before it can be converted.

Processing Product Quotations

  1. Select the CRM > Quotations > Product Quotations tab.
  2. Click a quotation with a Status of New.
  3. Click Actions > Generate Quotation.
    • The Status is set to Ready to Send.
  4. Click Actions > Print Quotation.
    • Review the PDF to ensure it is correct.
    • If necessary, make changes to the quotation, regenerate, and review the PDF again.
  5. Click Actions > Email Quotation.
    • Email Template
    • Send Email - Separate Recipients or Combined Recipients
    • Contacts - Optionally uncheck to exclude.
    • Other Email - Enter email addresses manually.
    • Attachments - Optionally check to include.
    • Click Send.
    • The Status is set to Sent.
  6. Do one of the following:
    • Click Actions > Approve to set the Status of the quotation to Approved.
    • Click Actions > Reject to set the Status of the quotation to Rejected.
  7. If the quotation is Approved, click Actions > Convert to Sales Order.
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