Quotes

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General

Quotes are documented agreements between a company and customer, and are often used as a precursor to sales orders. The Quotes module allows users to view and manage all quotes. A quote beings in the proposal status, and once it is won it converts into a sales order.

List View

Filters
Quotes may be sorted on Number, Customer, Status, Resulting Sales Order, Buyer Contact, Salesperson, and Date Created by clicking the filter heading. You may filter for quotes that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search. Any filters that are applied in list view will carry over to the List Navigator in the Detail View.
Quick Action

Note: the available quick action items depending on the status of the quote.

  • Win Quote - Changes quote status to won and creates a corresponding sales order which is automatically issued.
  • Clone Quote - Creates a new quote with the same information as the selected quote. Only the quote number and time stamp will differ. Note that if you clone an order with a discount it will be recalculated if the discount amount has been changed since the original order.
  • Delete Quote - Remove the quote record from the list view and archive the record in LOCATE. This action cannot be undone from list detail view.

Clicking on a specific quote number takes you to the detail view of that quote.

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Module Navigation Bar

Quote Detail View

The quote number will be the main sub-tab, and may be edited. Here, you may view the customer, buyer contact, salesperson, important dates, and line items associated with quote. To edit this information, you will need to navigate to the Details sub-tab and click Edit Details. The badge at the top right of the module navigation bar will indicate what status the quote is in. See the Order Statuses page for more information on how statuses are used to manage quotes.

Customer
  • The customer name will be hyperlinked and default company email and phone information will be listed beneath the customer name.
Buyer Contact
  • The buyer contact name will be hyperlinked and associated email and phone information will be listed beneath the buyer contact name.
Salesperson
  • If a salesperson is associated to a customer, the salesperson will auto-populate on the order when the customer is entered.
Created and Closed On Dates
  • The created date refers to when the quote was generated and saved. The closed on date will populate when the quote is won, lost, or voided.
  • These dates cannot be modified.
Line Items
  • View the line type, part number, part name, alias part, scheduled fulfillment, expected delivery, site, quantity, price, MSRP and line total for each line item.
  • For more information on line items please visit the Line Items main page.
  • Below the line items, you may also view the order total, including taxes and any discounts.

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Details

  • View and edit all order information for the quote, including the quote order number.
  • If the quote has been won, you will see the corresponding sales order in this section.
  • At the bottom of the page resides the billing and shipping address information.
  • You may modify the addresses by clicking the Edit button.

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Notes

View and edit notes pertaining to the quote.

  • Notes are for internal use only and will not be displayed on order documents.
  • Entered notes will be displayed below and may be filtered or sorted.
  • You may also modify a specific note by clicking the Edit or Delete button.
Enter a New Note
  1. Type note to text box with "Start typing note here..." prompt.
  2. Click Save Note.
  • There is no character limit, but special formatting is not supported.

Use memos for special instructions that you would like to be visible to the customer. Memos are found in the details sub-tab of the order.

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Docs

  • This sub-tab allow you to upload and download any pertinent document information you wish to associate with a quote.
  • Examples of this feature's use may be linking a PDF copy of the original purchase order for reference.
  • See our Documents page for instructions on how to upload and download documents in LOCATE.

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Reports

Any reports associated to the quotes module will appear in this sub-tab.

  • For more information on associating reports, continue here.

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Custom

  • Any custom fields pertaining to quotes will reside in this tab. If a custom field is required, it will be necessary to fill out when creating a quote.
  • Click the following link to learn more about Custom Fields.

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Change Status

  • Clicking the Change Status menu on the right side of the module navigation bar allows you to select a status to assign to your quote.
  • For a list of quote statuses and what they mean to the life cycle of the quote, visit our Order Statuses page.

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Actions

  • Win Quote - Changes quote status to won and creates a corresponding sales order which is automatically issued.
  • Clone Quote - Creates a new quote with the same information as the selected quote. Only the quote number and time stamp will differ.
  • Reserve All Lines - Allows you to make a soft allocation on available inventory, and to assign an expiration date on the reservation.
  • Send Email - Facilitates directly emailing a customer from the current screen with preset email templates. Note, you will to configure your email settings.
  • Audit - View the history of modifications made to the quote record, including the user who made the modification and when.
  • Delete Quote - Remove the quote form the list view and archive the record in LOCATE. This action cannot be undone from list detail view.

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Create Quote

Quotes may be created from the Quotes module or Customers module.

From Quote Module

  1. Open the Sales module category and select Quotes.
  2. Click New Quote in the upper left.
  3. Fields:
    • Customer - Enter the name of the customer and select the customer from the drop down list once it appears.
      • If the customer name does not appear, you will need to create a new customer. For instructions on creating customer accounts, click here.
    • Buyer Contact - Enter the name of the contact and select the contact from the drop down list once it appears. The buyer contact must be a contact associated with the customer, and only one contact may be associated with an order. Once selected, the contact name will be copied to the shipping and billing attention field.
      • If the contact name does not appear, you will need to add the contact to the customer account. For instructions on adding contacts to customer accounts, click here.
    • Address - The default billing and shipping addresses will automatically populate once the customer has been selected. Clicking into the address field will bring up a list of additional addresses associated with the customer, if you prefer to use one.
      • If the address is not associated with the account, information may be manually entered and saved to the customer for future use. See the Addresses page for more information on how to enter an addresses to an order.
    • Salesperson - If a salesperson is linked to a customer, this field will already be populated. If another salesperson is needed, enter their name and select the desired salesperson from the drop down list.
    • Carrier - If the customer has a carrier associated to their account, this field will automatically populate when the customer is selected. You may manually enter a different carrier, if desired.
      • If the carrier does not appear in the drop-down list, you will need to add the carrier.
    • Carrier Service Level - If the customer has a carrier service level associated to their account, this field will automatically populate when the customer is selected. You may manually enter a different service level, if desired.
    • Scheduled Fulfillment date - Enter the date that this order is scheduled to be fulfilled, or select the date from the popup calendar.
    • Expected Delivery Date - Enter the date that this order is estimated to be delivered to the customer, or select the date from the popup calendar.
    • Payment Terms - If the customer has a payment term associated to their account, this field will automatically populate when the customer is selected. You may manually enter another payment method, if desired.
    • Shipping Terms - If the customer has a shipping term associated to their account, this field will automatically populate when the customer is selected. You may manually enter another shipping term, if desired.
  4. Click Save.

Now you have created a quote in the proposal status. Next:

  1. Add the line items that the customer would like to purchase.
    • Quick Add - Enter and select the part number. Verify quantity and pricing. Click Add.
    • + Line - Use the Add Line wizard to find the item based on the part type, description, part group, site or attribute set.
    • + Shipping - Use the Add Shipping wizard to include shipping parts on the quote.
    • Discounts - For instructions on how to add a discount, click here.
    • Visit the Line Items page for a full tutorial on how to add, view, and edit line items.
  2. Edit Details, add Notes, upload Docs, run Reports or add Custom Fields as you need.

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From Customers Module

If you are in the Customers module, you may create a quote from the list view or from the Orders sub-tab on the customer profile page. The quote will automatically be linked to the customer account you created the quote from. This method is designed to ensure accurate order entry and decrease errors due to typos.

List Detail View
  1. Use the header filters or search fields to find the customer.
  2. Click Quick Action next to the customer account.
  3. Select Create Quote
    • You will be redirected to the quote creation page of the Quotes module. The customer name and any default information will already be filled in.
Orders Sub-Tab
  1. Navigate to the customer account.
  2. Click onto the Orders sub-tab.
  3. Scroll down to the quotes section and click New Quote.

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Win Quote

Once a quote has been accepted and the order is ready for processing, you will need to change the quote status to won. This will generate an issued sales order, which is now ready to proceed through the remaining steps of order fulfillment. Changes made to a quote in the won status will not be reflected in the resulting sales order. Custom fields on the quote will appear on the resulting sales order if the custom field type and name are the same (Note: custom field names are case sensitive).

  1. Navigate to Quote module list view.
    • Use the header sorting and filters to find the quote to be won.
    • If the quote is in the Proposal or Negotiation status, use the Quick Actions menu to change the status to won.
  2. Click the quote number.
  3. Click Change Status, and select Won.
    • This will redirect you to the issued sales order.

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Clone Quote

Cloning a quote maps the details of the original quote to a new quote. The new quote will have a different quote number, time stamp, and no associated documents. A quote in any status may be cloned and the new quote will be set to the proposal status. This feature is helpful for customers who have fairly consistent orders.

  1. Navigate to Quote module list view.
  2. Use the header sorting and filters to find the quote to be cloned.
  3. Click Quick Actions, and select Clone Quote.
    • Alternatively, you may click the quote number and clone the quote from the Actions menu.

Note: Information such as the scheduled fulfillment date, estimated delivery date, pricing, notes, etc. will be copied to the new quote and subsequent sales order.

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Reserve Quote

Reserving line items makes a soft allocation to the part quantity available for sale. An expiration is required, and once the date is reached, the soft allocation is deleted and releases the items back to the available for sale status. Note: this action is for all line items on the order. If you wish to reserve a specific line item, please see the Line Items page.

  1. Navigate to the Quote module.
  2. Use the header sorting and filters to find the quote to be reserved.
  3. Click Actions, and select Reserve All Lines.
  4. Enter the date that the reservation is to expire, or select it from the calendar pop-up.
  5. Click Save And Close.

On the order, each line item will now have an "R" icon to indicate that the line item is reserved. Hover over the icon to see the quantity, name of the user and expiration date.

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Delete Quote

Quotes may be deleted from the list view under the Quick Actions Menu, or:

  1. Navigate to the quote you would like to delete.
  2. Click Actions and select Delete Quote.
  3. When prompted, click Yes.

Quotes that have already been won cannot be deleted.

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