Incoming customer quote sheet

On this sheet you create and edit Incoming customer quote documents: you record the quote request received from a customer — from whom, with what deadline and for which items (name, item number, quantity) they ask you for a quote. The sheet consists of header data (document number, status, document date, deadline, partner, currency, subject), the tabs below it (items, customer and internal comment, settings, related documents, tasks, files, custom fields) and a totals row at the bottom. From a closed quote request you can start a quote sent to the customer, a quote sent to the supplier or a worksheet with the Document management menu.

• Header data: the document number, the status and the document date are managed by the system and are read-only; you enter the deadline, the partner and the currency.
• Items: adding, opening, deleting and copying the requested products and services — items can be modified only on a document in Draft status.
• Status handling: the Save, Close and Delete buttons take the quote request through its statuses.
• Outputs: from the Download and Document management menus you can create a file or a new document from the quote request.
• Extras: writing an e-mail, recording a task, opening the partner card and the CRM notes related to the document.

The possible statuses of the document are: Draft, Closed, Cancellation, Cancelled. On the sheet of a saved document further tabs appear at the top (Details, History, E-mail, Parcel tracking, CRM, Status history, Events); this guide does not cover their operation in detail.

1. Opening the sheet and filling in the header data

You can open a new quote request with the Main menu / Sales / Incoming customer quote / New menu item. An existing document can be reached in Main menu / Sales / Incoming customer quote / List: select it and click Open. The screenshots were taken in the Hungarian demo interface.

Incoming customer quote sheet – draft and the Items tab

The header fields:

• Document number, Status, Document date: read-only fields, they cannot be edited.
• Deadline: the date by which the quote request must be answered — a required field.
• Partner company name: the partner requesting the quote — required. While you type, the system offers the partners already recorded; with the icons next to the field you can open the partner sheet or add a new partner.
• Partner contact person: the contact belonging to the selected partner; with the button next to the field you can add a new contact.
• Currency and Exchange rate: on a new sheet your company default currency is preselected, and the currency is required; on an existing document the currency and the exchange rate cannot be changed. The Exchange rate field appears only if the selected currency is not your company default currency.
• Subject: a short free-text title of the quote request.

2. Adding items

You manage the items of the document with the button row of the Items tab. The item table shows three columns: Name, Item number and Quantity. The buttons that modify items can be used only on a document in Draft status:

• New: adds a new product or service — opens the new item window.
• Open: opens the selected item for editing.
• Delete: deletes the selected item from the document.
• Cloning: copies the selected item.
• Product label: prints the product labels of the items (saved document).
• Product card: opens the product card of the product behind the selected item.
• Barcode collector, Group discount, Group price list, Add-ons and alternatives: by their names these buttons help you add and complete items faster; this guide does not describe their operation in detail.

The Open, Delete, Cloning and Product card buttons are active only if you have first selected the item row in the table.

Incoming customer quote sheet – new item window

In the new item window enter the details of the item: Item number, Name, Quantity and, if needed, a Comment. The items of a quote request have no price fields: you only record what and how much the customer asks for. The buttons of the window:

• Add: adds the item to the document and the window closes.
• Close: leaves the window without adding the item.

3. Comments, settings and further tabs

• Customer comment and Internal comment: a rich text editor for the comments attached to the document (bold, italic, underline, list, alignment, font size, link, table). As the name says, the customer comment is a text meant for the customer, the internal comment is for your own colleagues. From the list above the editor you can also choose a previously saved comment.
• Settings: the Billing address of your company (required), the Project, the Job number, the Department number and the Customer order number. With the + button next to the project, job number and department number you can add a new item; it opens in a new browser tab.
• Related documents: a table of the other documents linked to the document (document number, document date, document type, issuing employee, action).
• Tasks: the list of tasks recorded for the document.
• Files and Custom fields: the place of the files attached to the document and of the custom fields introduced in your company.

Incoming customer quote sheet – Settings tab

On the Related documents tab you can see which documents were created from the quote request. Until you start a new document from it, the list is empty.

Incoming customer quote sheet – Related documents tab

4. Saving, closing and deleting

The first three buttons of the Actions tab take the quote request through its statuses:

• Save: the data is recorded, but the document is not final yet. The arrow next to the button also offers the Save and close option.
• Close: finalizes the document — after that it can no longer be modified. It can be used only on a saved document in Draft status. From the arrow next to the button the Close and print or Close and download option combines closing with printing or downloading right away.
• Delete: the document gets the Cancelled status. From the arrow next to the button the Delete and copy option also makes a copy besides the deletion.
• History: shows the history related to the document.

The Close and Delete buttons are inactive on the sheet of an already closed document. A closed document can be deleted with the Delete action of the list (documents in Draft and Closed status can be deleted).

5. Download and starting a new document

• Download: you can choose from the CSV, XLSX, PDF and PDF Preview options. CSV and the final PDF are available only for a document that is closed (or beyond); the PDF Preview and XLSX are available for a saved document in draft status as well.
• Document management: you can start a new document from the quote request: Quote sent to customer (the answer to the customer), Quote sent to supplier (a quote request towards your supplier) or Worksheets; the Cloning option makes a copy. The three new documents can be chosen only for a closed (or beyond) document; on a draft they are inactive, but Cloning can be used. The sheet of the new document opens prefilled with the data of the quote request and is created only if you save it.

Incoming customer quote sheet – Document management menu

6. Additional functions and view

On the Additional functions tab you find the Sent items (only for a document that is closed or beyond), the New email button (External mail client or Internal mail client), the New product, New partner and New task buttons, and the opening of the Partner card. New email and New task can be used only on a saved document. On the View and layout tab the Interface and behavior setting lets you adjust the appearance. The CRM link at the right end of the tab row opens the CRM notes related to the document.

The header fields and their meaning:

The fields of the Settings tab:

The fields of the new item window:

Marking Quantity as required is an inference based on the numeric check of the field; the window itself indicates directly that Name is required.

The columns of the table on the Items tab:

At the bottom of the sheet the Net value, VAT value and Gross value totals row is shown. Since the items of a quote request have no price field, the values show 0.00 in the screenshot.

The columns of the Related documents tab: