Quotations Tutorial

Overview#

💡These tutorials explain how to create a quotation, add its lines, quote options as versions, send it to the customer, and copy it to a Sales Order when it is accepted.

For every button, field and setting on the screen, see Quotations.

How to Create a Quotation#

1. Navigate to Quotations.
2. Click New (button). The Quotation number, version and today's date are filled in.
3. Complete the header as follows:
   1. Customer = Select the customer. The Currency, Price List and Rep are filled in from the customer.
      • Note: A Quotation needs a customer. To add or change a customer from the Quotation, click Actions (button) > Add new Customer or Edit Customer.
   2. Contact = Select the contact person.
   3. Rep = Change the sales rep, if needed.
   4. Reference = Enter a reference, for example, the job name. You can search for Quotations by their reference later.
      • Note: The caption of this field can be customised, so your Quotation might show a different name for it (see General Settings).
   5. Deliver to = Select the customer's delivery address.
   6. Controller = Select the person the Quotation is assigned to.
   7. Category = Select the Quotation's category, if you use categories.
   8. Price List = Select a Price List, if the customer has none.
   9. Branch = Select the branch, if it is blank.
4. Click Save (button).
5. Add the lines (see How to Add Lines to a Quotation).

How to Add Lines to a Quotation#

• Estimate: Click Estimate (button) and select the kind of estimate. The options depend on your BOS Professional Version setting:
  • Printing
  • Outsourced
  • General
  • A Product, listed by name
  • Template
  Complete the estimate and close it to return to the Quotation (see Costing & Estimating).
• Material: Click Material (button), select one or more materials and click Add (button). The Finished Goods filter is on by default.
• Service: Click Service (button) and select the services.
• Custom line: Click Custom (button), then enter the Description, Qty and Unit Price on the new line.

To apply the same adjustment to every line, enter a percentage in Add Adj% and click Set (button).

How to Add Lines from Another Quotation#

You can add lines from any Quotation that is not cancelled.

1. Click Quote (button) to open the Quotation lookup.
2. Enter a Quote No. to see all the lines on that Quotation, including the lines on all its versions. Entering a Quote No. clears the search.
3. To find more lines, enter text in the search field instead. The search clears the Quote No. and finds the lines with the text in the customer, Reference or Description. You can narrow the results with the Find Panel above the grid, which appears once there are results.
4. Rep = The customer's sales rep is selected. Select a different rep if needed.
5. Select the lines to add, and press Enter or click Add (button).

How to Create a Version#

Use versions to quote several options for the same job when the customer orders only one.

1. Open the first version of the Quotation.
2. Click Actions (button) and select Copy to new Version.
3. Click Yes (button) to confirm. The copy has the same Quote No. with the next version number, for example, 2345/2.
4. Change the lines for this option and click Save (button).

How to Send a Quotation#

1. Open the Quotation.
2. Click Output (button) and select a template from the dropdown list.
3. Select Preview, Print or Email.
   • Note: Printing, previewing or emailing the Quotation moves it to the status with the Output default, so it cannot be changed by mistake. To change it, set it back to an editable status with Status (button), if your settings allow it.

How to Accept a Quotation#

When the customer accepts, copy the Quotation to a Sales Order.

1. Open the version the customer accepted.
2. Click Actions (button) and select Copy to Sales Order.
3. Confirm the copy. The Sales Order opens.
   • Note: The Quotation is set to Accepted, and every other version of it is set to Lost.

How to Manage Lost Quotations#

1. Follow up Quotations until they are accepted or lost. To list them, click the arrow on Reset (button) and select All Active.
2. If a Quotation is lost, open it and click Status (button).
3. Select the Cancelled status that gives the reason, for example, Cancelled - Price too High or Cancelled - Version.