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Quantum VS Help: Sales Desk |
You will periodically wish to review new and lapsed Quotes on your system. See Reviewing Completed Quotes.
If the Customer wishes to place an order on the basis of the quoted items you have the option of converting a Quote (Completed or non-Completed) to a Sales Order. Alternatively you may 'lose' some or all lines on the Quote if the Customer does not wish to order the quoted items.
Proceed as follows:
1. Retrieve the Quote. You may retrieve and open the Quote:
From the Finder. See Finding Quotes.
From the recent section of the Home tab (if the document has been recently closed). See Finding Recently-Viewed Documents.
From the Quotations tab of the Customer record. See Quotations Tab: Viewing Customer Quotes.
2. The Quote is opened. Click Amend on the Toolbar - Sub Menu to place the document in 'Amend' mode.
3. Continue as follows, depending on whether the Customer wishes to order:
All of the Product lines on the Quote; i.e. Convert the Quote to a Sales Order without making any changes to the Quote. See Converting A Retrieved Quote.
Some of the Product lines on the Quote; i.e. add/delete Product lines on the Quote before Converting the Quote to a Sales Order. See Editing Product Lines On A Retrieved Quote. Or:
None of the Product lines on the Quote; i.e. 'lose' the Quote. See Losing A Quote.
When the Quote is retrieved and placed in Amend mode, all Product lines are checked by default. To add/edit Product lines before Converting the Quote see Editing Product Lines On A Retrieved Quote.
If the Customer wishes to place an order based on the current Quote lines, quantities etc., you may 'convert' it by selecting Convert > Convert To Sales Order from the Toolbar - Sub Menu:
The Quote is converted into an open Sales Order. You may add/delete Product lines as you wish - see Adding Product Lines - before Completing the Sales Order.
Note: The original Quote is still retrievable as a Quote. When a Converted Quote is retrieved, the Sales Order it was converted to is referenced in the Quote's Header, and also in the Quote's Tracking tab. Click the hyperlink to open the Sales Order in a separate tab.
If the Customer wishes to order some, but not all, of the Product lines on the Quote, proceed as follows.
1. When the Quote is retrieved and placed in 'Amend' mode, all Product lines are checked by default. Use the left-hand check box fields to deselect unwanted Product lines individually:
2. When you deselect (or 'lose') a Product line, a menu is displayed (as shown in the example above). Click the menu and select the reason why the Customer does not wish to order the quoted product (e.g. price is too expensive; no longer required).
Note: These menu options are held in the Table File QCVR - Quote Conversion Reason - and set up and maintained in Table File Maintenance.
3. After deselecting Product lines you may re-select them again using the method above, and/or add further Product lines, before Converting the Quote. Only the selected Product lines will appear on the Sales Order.
You may deselect Quote lines quickly and easily using your keyboard. To do this:
1. Use your [Tab] and/or 'Arrow' keys to move the cursor to one of the check box fields to the left of a Product line (see example above).
2. Click [Space] to uncheck/deselect (or re-select) that Product.
3. Click [Tab] to place the cursor on the 'Reason' menu which now displays on the line.
4. Click [Ctrl] + the 'down arrow' or 'up arrow' key to select an appropriate Reason.
5. Repeat the procedure above to deselect further lines etc., before Converting the Quote.
If the Customer is not interested in converting the Quote into a Sales Order, you may:
permanently 'lose' the whole Quote. In doing so you may record the reason why the Customer does not wish to proceed. See Losing The Whole Quote below;
or: remove all Product lines on the Quote, while retaining the option to add other Product lines afterwards. Use this option if you need to assign different 'non conversion' reasons for different Quote lines. See Losing All Quote Product Lines below.
Note: These 'Reason' menu options are held in the Table File QCVR - Quote Conversion Reason - and set up and maintained in Table File Maintenance.
Note: If it is preferable to cancel the Quote completely see Cancelling A Quote.
If the Customer does not wish to proceed with the Quote and you wish to mark all the lines as 'lost':
1. Click Lose Quote on the Toolbar - Sub Menu:
2. The Quote Lost window displays:
Click the Reason field and select the reason why you are about to mark all the lines as lost (e.g. the Customer says the price is too expensive, or the items are no longer required).
3. Click Confirm (as shown in the example above).
When all Products on the Quote have been deselected, the totals at the bottom of the Quote will show as '0'.
Note: If necessary you may retrieve a Quote on which all lines have been 'lost', place it in Amend mode and then edit the Product lines, before Converting it to a Sales Order - as described above.
If the Customer does not wish to proceed with the Quote and you wish to initially mark all the lines as 'lost', but retain the option of:
re-selecting certain individual lines; and/or
adding new Product lines; and/or
assigning different 'non conversion' reasons for different Product lines,
do the following:
1. Click the uppermost left-hand check-box field (just above the Product lines):
2. The Quote Lost window displays, indicating that you are about to mark all the lines as lost:
To apply the same 'losing' reason to every Product line, check the Set Reason For All Lines? field, then click the Reason field and select the reason why the Customer does not wish to proceed with the Quote (e.g. price is too expensive; items no longer required).
Alternatively you may leave the Set Reason For All Lines? field unchecked and select a Reason for each line individually (see step 4).
3. Click Confirm (as shown in the example above).
4. All Quote lines are deselected. They will display the selected Reason, or no Reason, depending on whether you checked the Set Reason For All Lines? field in step 2. If necessary you may go to a Product line individually and select or change the Reason for 'losing' that line:
The totals at the bottom of the Quote shown for any lines deselected will show as '0'.
Note: If necessary you may retrieve a Quote on which lines have been 'lost', place it in Amend mode and edit the Product lines, before Converting it to a Sales Order - as described above.
When Quote lines are either lost, or converted to an order, this information is recorded for sales analysis. See Monitoring Lost And Converted Sales Enquiry Lines (Sales Enquiry Analysis).
NEXT: Cancelling A Quote