Quotes

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Overview

• Stone Edge can create a quote, or estimate, when a customer is merely requesting information about a product, but is not yet prepared to order and pay for it.

• Quotes can be duplicated, modified, printed and emailed, just as an order can, and when the customer is ready to commit, the program can turn a quote into an order.

• Quotes are created via the Manual Orders screen synonymous with the Microsoft Access Form object or graphical user interface (GUI), which is accessed from:

Main Menu>Accordion Menu>Create a New Order

Main Menu>Accordion Menu>Process My Orders>View and Process My Orders>Accordion Menu>Order>Add Order

• The user can create and test email templates for quotes via the Email Template Editor which is accessed through:

Main Menu>Settings>Report Functions>Email Template Editor

Description of the Quotes Screen

Current Quote Tab

This is a new Quote Radio Button

• this button is selected by default when the screen is opened, and indicates the user is creating a new quote as opposed to changing an existing quote
• the next number in the sequence of existing quotes is assigned to the new quote

I've made revisions to an existing Quote Radio Button

• select to "left-click" the mouse on an object, usually a row in a table, in the context of Monsoon OMS documentation this button to indicate that the current quote is not new, an existing quote is being changed
• the quote will be saved with the same Quote #

Optional Reference # Field

• enter an arbitrary number in this field to help the user locate the quote in the future

Print ____ Copies Field

• enter the number of copies of the quote to print

Save Button

• click this button to create the new quote or to save an existing quote as a quote
• to save a quote as an order, save it at the Manual Orders screen

Cancel Button

• this button closes the Quotes screen
• if the Save Quote button has not been previously clicked, all data entered to that point will be lost

Find a Quote Tab

Show: Radio Buttons

• these buttons are used to filter the list of quotes that are displayed

Not Used Yet

• only displays quotes that have not yet been associated with an order

Used for Order(s)

• only displays quotes that have been associated with an order or orders

Any

• displays all quotes regardless of whether they are associated with an order

View Selected Button

• select the row of a quote in the list and click this button to view the details of the quote at the Manual Orders screen

Delete Button

• select the row of a quote in the list and click this button to delete the quote from the system
• the program prompts the user for confirmation before the quote is deleted

Quote # Field

• this field is a quick way of locating a specific quote if the Quote # is known

• enter the Quote #; if found, that quote is the only one displayed in the list

• use the View Selected button to open the quote at the Manual Orders screen and view its details or make changes

Reference #

• this field provides a quick way of locating a specific quote if the arbitrary Reference # assigned to it when it was created is known

• enter the Reference #; if found, that quote is the only one displayed in the list

• use the View Selected button to open the quote and view its details or make changes at the Manual Orders screen

Search Button

• this button opens the Search for Quotes screen which contains many more fields by which the user can search for a quote

Clear Filter Button

• this button removes all data presently entered into the Quote # or Reference # fields
• the list of quotes reverts to those matching the selected Show: radio button at the top of the screen  

Sort AZ ZA Buttons

• use these buttons to change the sequence in which the list of quotes is sorted

• AZ sorts in ascending order by Quote #

• ZA sorts in descending order by Quote #

Creating a Quote

1. Go to the Manual Orders screen. Enter all customer and product information as if a regular order is being placed, but do not enter payment information.

2. When all of the customer and product data is entered, press the Quotes button to open the Quotes screen.

3. If desired, enter an optional Reference # that can be used to search for the quote at a later date.

4. If a printed copy of the quote is requested, enter the number of copies in the Print ___ Copies  field.

5. Click the Save Quote button to create the quote.

Converting a Quote to an Order

1. Go to the Manual Orders screen and click the Quotes button.

2. Locate the quote to be converted to an order by selecting the Find a Quote tab and entering a Quote # or Reference # in the fields of the same name or by clicking the Search button to enter other search criteria.

3. Click the View Selected button to open the quote at the Manual Orders screen.

4. Make any necessary changes, such as adding payment information. Click on the Payment link at the top of the screen, or use the "Continue to" buttons at the bottom of the screen.

5. When done entering order information continue to the Summary screen. Click the Save Order button.

6. The program prompts the user asking if the quote should be saved as an order. To proceed, click the OK button.

7. Otherwise, click the Cancel button for it to remain in the system as a quote.

System Parameters Associated with Quotes

• QuoteBCCAddress (Manual Orders group) - Email address to which copies of a quote are sent.

• QuoteEmailTemplate (Email group) -  Email template to use for sending quotes to customers.

• QuoteIDLabel (Reports group) - Label for quote ID field on quote reports.

• QuoteLabel (Reports group) - Large text label for top of quote reports.

• QuoteLastCopyMessage (Reports group) - Prints near the top of the last copy of each quote. Only used if more than one copy is printed. Example: FILE COPY.

• QuoteLineShade (Reports group) - Enable alternate line shading on printed Quotes.

• QuoteNumberLabel (Reports group) - Label for quote number field on Quote reports.

• QuotePDFTemplate (Reports group) - Name of report to use for emailing Quotes as PDF Portable Document Format - an electronic file format created by Adobe Systems files.

• QuoteTemplate (Reports group) - Name of report to print for quotes.

Additional Information

Created: 3/13/12

Revised: 5/21/12

Published: 04/14/16