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Create a new quote

Goal​

To create a new quote in the Propeller Sales Portal, enabling you to provide potential customers with detailed pricing information and conditions for products or services. This ensures a smooth and professional quoting process.

Step 1: Navigate to the Sales Portal​

  1. From the backoffice menu, select Sales and then Quotes.
  2. The Quotes List will display existing quotes, showing details such as Quote Number, Company, Status, Total (€), and Date Created.

Quote Q1

Step 2: Click on 'New Quote'​

  1. At the top of the Quotes List, click the New Quote button.
  2. A new screen titled Draft New Quote will appear with sections for Details, Product List, Source, Remarks, Shipping, and Financial.

Quote Q2

Step 3: Fill in Quote Details​

  1. In the Details section:
  • Quote for:
    • Select Company: Choose the company placing the quote from the dropdown.
    • Select Contact: Select the contact person associated with the company.
  • Ensure all necessary information about the customer is correctly filled in.

Step 4: Add Products to the Quote​

  1. In the Product List section:
  • Use the Add Products by Code feature to search and add products by SKU.
  • Alternatively, browse the product list to select items via Add multiple products.
  • For each product, confirm the following details:
    • Type, SKU, Name, and Supplier.
    • Quantity: Specify the desired quantity.
    • Sales Price (unit): Verify the customer-specific sales price.
    • Total (€): Ensure the total is calculated based on quantity and discounts.
  • Apply any necessary discounts or adjustments as required

Step 5: Specify the Source​

  1. In the Source section:
  • Indicate the order source (pre-filled with Sales Portal).

Step 6: Add Remarks​

  1. In the Remarks section:
  • Include any special instructions, notes, or additional conditions for the quote.

Step 7: Configure Shipping Details​

  1. In the Shipping section:
  • Select the shipping method.
  • Select pickup location or carrier (if applicable).
  • Confirm or update the expected delivery date.
  • Choose if partial delivery is allowed or not.

Step 8: Finalize Financial Details​

  1. In the Financial section:
  • Choose payment method and payment status (if applicable).

Step 9: Save the Quote​

  • Once all details are complete, click Save to create the quote as a draft.
  • The quote will now appear in the Quotes List with a status of Draft Quotation.

Additional Quote Management Features​

Quote List View​

The quotes list provides comprehensive information including:

  • Quote number: Unique identifier for each quote
  • Company: Company name associated with the quote
  • Status: Current status (e.g., QUOTATION)
  • Debtor Id: Company's debtor identification
  • Source: Origin of the quote (e.g., Sales Portal)
  • Total, €: Total quote value
  • Items Count: Number of line items
  • Date Created: When the quote was created
  • Date Updated: Last modification date
  • Status changed date: When the status was last changed
  • Export status: Current export status
  • Exported date: When exported (if applicable)
  • Export message: Any export-related messages

Quote Detail View​

When viewing an existing quote, you can access:

  • PDF export: Generate a PDF version of the quote
  • Apply Business Rules: Apply configured business rules to the quote
  • Change status: Update the quote status
  • Save: Save any modifications
  • Send to client: Send the quote to the customer

The quote detail includes tabs for:

  • Company Details: Customer and contact information
  • Product List: All quoted items with pricing details including:
    • List price (unit), €
    • Customer Price (unit), €
    • Standard discount %
    • Cost price (unit), €
    • Sales Discount, %
    • Sales price (unit), €
    • Sale Margin %
    • Total discount %
  • Remarks: Customer notes and references fields
  • Shipping: Shipping method, pickup location, carrier, and delivery date options
  • Financial: Payment method and status information

Quote Validity Period​

Quotes can include a validity period using the "Valid until" feature, which displays the expiration date for the quote (e.g., "3 days", "1 week", "2 weeks").

Shipping Cost Management​

The quote allows for:

  • Automatic shipping cost calculation
  • Manual shipping cost adjustment
  • Option to add extra discount in percentage or euro amount

Best Practices​

  • Accurate Details: Double-check customer information, product details, and pricing before saving.
  • Draft and Review: Save quotes as drafts initially to allow for internal review before sending to the customer.
  • Keep Notes: Use the Remarks section to record any non-standard conditions or customer-specific requirements.
  • Track Source: Always specify the source for easier reporting and tracking of quote origins.
  • Regular Updates: Periodically review draft quotes to ensure they are sent promptly or updated as needed.
  • Set Validity: Always set an appropriate validity period to ensure quotes don't remain open indefinitely.
  • Use References: Add customer reference numbers in the References field for better tracking.