Summary

This article reviews the processing flow of a quote, focusing on the processing steps and the effect of those steps on the status.

More Information

For a detailed description of the processing flow as it moves from quote to sale to order, please refer to "Understanding Quotes, Sales and Orders".

The Steps

Step 1:  Create a Quote [status = Quote Pending]

• From the Home tab, click on the down-arrow under the Quotes icon, and select Create a Quote.
• In the Edit Quote window that opens, select a customer from the drop-down list (or create a customer).
• Add a product.  
  • A quote may be saved before products are added, but no further action can be taken.
  • A window will open to select the product and style desired.
  • Select all appropriate options, and click Add or Add & Continue.
• At this point, the status will be Quote Pending
  • The pending refers to the customer not having received any confirmation of the details of the selected quote.  
    

Step 2:  Provide a quote to the customer [status = Open Quote]

• Once the product(s) and options have been selected, a quote document can be created for the customer.
  • Whether the document is previewed, printed or emailed, the status will change to Open Quote.
  • A Pending Quote can proceed directly to a sale if the quote is accepted by the customer, and is immediately converted to sale, skipping to Step 3.
• To Preview a Quote
  • From the Home tab in Order Entry, click the down arrow of the Preview icon, and select Quote.
  • A window will open showing the available documents that can be sent to the customer.  Select all that apply.  If only one option exists, the software will proceed to the next window.
  • Another window will open prompting an acknowledgement that the status will change from Quote Pending to Open Quote.  Click Yes.
  • The document(s) will open in separate tabs on the main application screen.
  • A PDF of the document may be attached to the quote or customer by clicking on the Attach icon of the PDF Tools>View taskbar.    You will be prompted to select  an attachment location.

• To Print a Quote

  • While still in the Preview of the document, click on the Print icon of the PDF Tools>View taskbar.
  • This directs the document to your selected printer
• To Email a Quote
  • Again, staying in the Preview of the document, click on the Send icon of the PDF Tools>View taskbar.
  • A window will open with a pre-loaded e-mail template and the selected document attached;  the template extracts information from the customer profile (e.g. email address), and summary information (e.g. quote number, total).
    • If more than one template is available,  you will be prompted to select the desired template.
• Once the document has been previewed/printed/emailed, the quote remains as an Open Quote until it converts to a sale, or moves to one of the optional quote status(es).

Step 3:  Customer accepts the quote [status = Open Quote]

• Request a Field Measurement is an option available to the sales rep.  They may set up a follow-up visit by the installer to re-measure.
• Capture a Signature is not required until the quote has been converted to a sale, and the order confirmation has been created.
• To convert a quote to a sale:
  • From the Actions tab, click on Convert to Sale.
  • A window will open prompting for acknowledgement of the change from Quote to Sale.  Click OK.
• OR apply a payment to convert a quote to a sale
  • In the Edit Quote window, click on Payments in the lower right of the window.
  • A window will open prompting for acknowledgement of the change from Quote to Sale.  Click OK.
  • Complete the payment.

At this point, the quote has been moved to a sale.  Refer to Processing a Sale Through to an Order  for information on the steps to complete the order.

Optional Steps

If the customer doesn't accept the quote,  there are additional status conditions to document the reason(s).

• Expired Quote [status = Quote Expired]
  • If an expiration date was set, a quote will reach a the status of Expired Quote when it is not converted to a Sale within the specified time frame.
    • The number of days between the creation of the quote and the change to expired is based on a value established in Application Settings.  This applies to all quotes regardless of sales rep.
    • To identify all expired quotes:
      • From the Workflow tab, click on the down -arrow of the Quotes icon, and select "Review Expiring Quotes" or "Review Expired Quotes".
      • A tab will open showing all expired quotes
        • Use the Locate or Edit icons to view the details of the quote.
  • Quotes may individually be re-opened if the customer changes their mind.  
    • If still in "Review Expired Quotes" (or on the Quotes tab), highlight the desired quote and click on the Edit icon.
    • In the lower right corner of the Edit Quote window, click on "Quote Expired".
    • A window will open with a drop-down list;  select "Open Quote", click OK.
    • Changes can be made to the quote, or it may be converted to a sale, as described in Step 3 above.

• Quote Declined [status = Quote Declined]
  • A status of  Quote Declined occurs when a customer explicitly states they are not proceeding. 
    • From the Action tab of the Edit Quote window, click on the down-arrow of the Close Quote icon, and select Decline Quote.  
    • A new window will appear to enter a required comment, explaining the reason for the decline.
    • To identify all current declined quotes:
      • From the Workflow tab, click on the down -arrow of the Quotes icon, and select "Review Declined Quotes".
      • A tab will open showing all declined quotes.
        • Use the Locate or Edit icons to view the details of the quote.
  • As with expired quotes, a Declined Quote may be re-opened if the customer changes their mind.  
    • If still in "Review Declined Quotes" (or on the Quotes tab), highlight the desired quote and click on the Edit icon.
    • In the lower right corner of the Edit Quote window, click on "Quote Declined".
    • A window will open with a drop-down list;  select "Open Quote", click OK.
    • Changes can be made to the quote, or it may be converted to a sale, as in Step 3.

• Quote Closed [status = Quote Closed]
  • A Quote Closed status generally occurs after a quote has been expired or declined for a specified period of time.
    • There is no requirement to close a Quote.  
      • Leaving quotes in expired or declined status provides more detailed reporting/analysis for management review.
      • Moving quotes from expired or declined status to closed status after a designated period of time creates a clearer view of those remaining expired/declined quotes with an opportunity to be re-opened.
    • Quotes that should be closed may be identified from any of the Workflow "Review" reports identified above.
    • From the report, or the Quotes tab, highlight the desired quote and click the Edit Icon.
    • From the Actions tab of the Edit Quote window, click on Close Quote.
    • A new window will appear to enter a required comment, explaining the reason for closing.
    • To identify all current closed quotes:
      • From the Workflow tab, click on the down -arrow of the Quotes icon, and select "Review Closed Quotes".
      • A tab will open showing all closed quotes
        • Use the Locate or Edit icons to view the details of the quote.
  • As with expired or declined quotes, a closed quote may be re-opened if the customer changes their mind.  
    • If still in "Review Closed Quotes" (or on the Quotes tab), highlight the desired quote and click on the Edit icon.
    • In the lower right corner of the Edit Quote window, click on "Quote Closed".
    • A window will open with a drop-down list;  select "Open Quote", click OK.
    • Changes can be made to the quote, or it may be converted to a sale, as in Step 3.

A quote may be deleted, but for reporting purposes that is not recommended.

Quote Flow

The following graphic summarizes the Status processing flow for a quote:

Applies To

• SalesPRO Software