Create and edit quotations using text modules and the product catalogue.
Further information: Overview of the document flow.
Quotation overview
All quotations are listed in the overview table, including their processing status.
Select status and filter criteria to save a quotation list as a worklist (see worklist icon above 1).
Call up specific offers that are related to a project, contact, product or user.
Show or hide columns by right-clicking on the table heading. Or use the yellow filter row.
Select an offer (4) to see details in the process bar, check the event log (5) or edit it using the action buttons below the list.
Create a new quote
There are numerous ways to create a quote:
Use the plus symbol to select the Write quotation command.
Use the Add button in the quotation overview.
If you are working with potentials, you can easily convert a potential that has already been entered into a quotation.
Via further actions (three dots) from a contact.
Via further actions (three dots) from a customer project.
If you create the quotation from a master data form (contact, project) (via further actions or the plus), the quotation is pre-filled with this data directly.
The quotation form
The process bar uses mouseover texts to show which processes are pending at which stage for the contact.
Enter a prospective customer or, if available, a project reference (project licence required).
For your sales forecast, you can specify the sales probability and define a follow-up activity for a structured process. If necessary, delegate the quotation to a responsible person.
The quotation number is automatically assigned from the number range. Note the option to set authorisations for the offer.
Use the Add button to enter at least one item. Select an item to remove it, duplicate it or move it up or down using the arrow buttons.
Note the "Type" column for textual additions. This allows you to add headings or free text without a product.
You can later use this button to convert the quotation into an order, an invoice and/or a delivery note.
Do not forget to save.
Optional product lines that are not added to the total are not yet supported. If you do not give item discounts, you can set the line with the optional product to 100% discount and use a document layout without discount display. The price is visible, but is not reflected in the total amount.
You should remove such lines at the latest when transferring to an invoice, as they are included in the e-invoice and your product usage.
Dimensions for quotations
You can specify dimension accounts (e.g. cost centres) when creating a quotation. The dimensions are retained during the transfer to the order or invoice.
Send quotation
To send your quotation directly by e-mail, click on the Send button. The e-mail can then be sent directly from the programme.
You can enter different sender and reply e-mail addresses.
The recipient email address is automatically inserted from the contact management system, but can be changed (like all details).
The offer number is automatically used as the subject.
The predefined text.
You can insert text modules and placeholders at a later date, see explanations further down in this article.
The quotation PDF is automatically attached. Double-click to open it for a final check.
You can attach further documents, load documents from Teamwork and delete selected attachments.
Click on Send to send the quote.
Output quotation
Select the down arrow on the Post-process button. You can print the quote, print it in Word or select a document layout for it.
Output quotation as PDF/A
Select Print to output the quotation as a PDF/A file. The PDF/A standard is tamper-proof.
Output quotation as Word file.
Select Print Word to output the quotation as a Word file. You will be redirected to your Word document layouts and can select the appropriate layout. Then select Create Word document.
Quotation on document layout
Actually the most common way: Select Document layouts to use a prepared layout for your quotation. Select the link of the layout to customise it to your needs (more about this in the article Document layouts). By ticking a checkbox, you can set a selected layout as the default layout.
If the layout and the quotation data are correct, select the Create PDF file button to generate the quotation.
