Entering a Quotation - Date Card
- Date
- Paste Special
Choose date
- The date of the Quotation: the current date according to the computer's clock is used as a default.
- Valid Until
- Paste Special
Choose date
- The last date of validity of this Quotation. This can be shown on any documentation relating to the Quotation.
- Status
- At any time a Quotation can be in one of three states, to help with the work flow and for reporting purposes. These states are as follows:
- Open
- When you first enter a Quotation, it will be marked as Open. You can use the Quotation Stock report to list Open Quotations.
- Accepted
- When the Customer agrees to go ahead with a Quotation, you should mark it as Accepted. The Probability (below) will be changed to 100%, and the current date will be placed in the Decision Date field.
- Rejected
- When the Customer decides not to go ahead with a Quotation, you should mark it as Rejected. The Probability (below) will be changed to 0%, and the current date will be placed in the Decision Date field.
- Pay Terms
- Paste Special
Payment Terms setting, Contact module
- Default taken from Contact record for the Customer (Sales Pay. Terms)
- The Payment Terms registered for the Customer in the Contact register are entered as a default by Standard CRM.
- Make Contact
- Paste Special
Choose date
- As a reminder, enter the date when you next want to contact the Customer regarding the Quotation.
- You can use the Make Contact Date as a search criterion in the Quotation Journal report: you can therefore use this report to produce daily call sheets.
- Alternatively, you can use Activities both to produce daily 'to do' lists and to maintain contact histories. You can generate Activities from Quotations using the 'Create Activity' function on the Operations menu: the Make Contact Date of the Quotation will be copied to the Start Date of such Activities, thus ensuring that follow-up calls are correctly scheduled. These Activities will appear in the Salesman's Task Manager.
- Our Ref
- Use this field if you need to identify the Quotation by means other than the Quotation Number.
- Decision Date
- Paste Special
Choose date
- The date when the Customer will make or did make their final decision about this Quotation.
- This field will automatically be set to the current date when you mark the Quotation as Accepted or Rejected and save it.
- Attn.
- Paste Special
Contact Persons in Contact register
- Default taken from Customer record for the Customer (Primary Contact)
- Record here the person for whose attention the Quotation is to be marked. The 'Paste Special' function will only list Contact Persons belonging to the specified Customer.
- Probability
- Use this field to record the percentage probability that an Order will result from the Quotation. You can choose to have this figure shown in the Quotation Stock report.
- If you change the Status of the Quotation to Accepted, the Probability if previously blank will be set to 100%. If you change the Status to Rejected, the Probability will be set to 0%.
- Salesman
- Paste Special
Person register, System module
- Default taken from Contact record for the Customer or current user
- Register the Salesman responsible for the Quotation here. You can produce separate Quotation Journal reports for each Salesman.
- Generating an Activity from the Quotation using the 'Create Activity' function on the Operations menu will place a reminder in the Salesman's Task Manager to call the Customer on the Make Contact Date.
- This field is also used by the Limited Access feature: please refer to the description of the Sales Group field (on the 'Price List' card) for details.
- Quotation Class
- Paste Special
Quotation Classes setting, Contact module
- Use this field to assign an optional Quotation Class to the Quotation. Quotation Classes permit the analysis of Quotations for reporting or prioritising. One use might be to distinguish those that are open, won or lost.
- Priority
- You can use this field to grade the importance of each Quotation. This is for information only.
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