under the Conf. column.What Does This Procedure Do?
This procedure is used to register quotes (also known as quotations, bids or offers) that are made to customers. When a quote has been registered, it can easily be converted into a customer order.
You can print quotes directly in this procedure You can also preview the quote on your screen before printout. If you want to print an interval of quotes, you use the Print Quote procedure. You can print a list over the current quotes using the Quote List procedure.
Register New Quote
When registering a new quote, you can enter an optional quote number in the heading row. The quote number can consist of both digits and letters (alphanumerical), and can contain up to 10 characters.
It is also possible to use the automatic numbering system but then the quote number will consists only of digits. You enter a Start code for the current number series in the Number Series procedure in the Global Settings module.
By using the setting Enter quote number during save in Register Quote, under Orders / Quotes under the Sales tab in the Settings procedure, a window is displayed during save in which you can enter an optional quote number.
You register quotes under two different tabs: the Main tab where you register general information such as customer name, addresses and payment terms, the Rows tab where you register the parts/services that are being quoted. This is where you register different row types such as part rows, service rows, additional order rows, etc. There is also a tab called Quote where you preview a quote before printout. When you load a customer, most of the information is taken from the customer register, but can be temporarily modified for a particular quote.
A tab called Invoicing plan is available when using invoicing plans. This tab will be shown if you have selected an invoicing plan in the quote header. If you want to use invoicing plans you must configure the setting Manage Invoicing Plans on Quotes/Customer Orders under Invoicing plans under the Sales tab in the Settings procedure.
You can enter a price for each quote row, and enter or edit the standard price that forms the basis for the calculation of the quote row's contribution ratio (CR). You can also enter a mark-up in percent of the standard price to get the quote price. If this function is activated, the contribution margin (CM) and contribution ratio (CR) are shown for the quote, per part and as a total, during registration. This field is only visible if you have activated the setting Manage mark-up in Register Quote?, under Order / Quotes under the Sales tab in the Settings procedure.
By using the button Calc. total price you can calculate a total price for the quote. This is activated by the setting Show only total price on quote/customer order/invoice, under Orders / Quotes under the Sales tab in the Settings procedure.
You can also choose to include the quote in the requirement calculation. The requirement calculation will then calculate the quantity to be included in the requirements planning for those quotes based on the selected probability codes. The probability codes selected on quotes can be given a probability value in percentage form, which describes the likelihood that this quote will actually turn into an order. Read more in the help for the Probability Codes procedure in the Global Settings, and the Requirement Calculation or Run Netting procedures in the Inventory module.
Under the Activities tab you can register activities and log e-mail conversations regarding the quote.
Update Existing Quote
This procedure also allows you to open an already registered quote, in order to modify the previously entered information, or add/delete quote rows. You can also let a quote consist of separate parts, for example if it contains different terms and conditions or if there are different variations of the same quote. To the right of the quote number field, you can enter a new sub-number for an existing quote. A new quote is always given sub-number one (1). In the Quote List procedure, you can see these sub-quotes as separate quotes with sub-numbers.
Configuration on Quote Row
If you have installed the supplement Product Configurator and you load a configurable part (part linked to a configuration group) to a quote row, the configuration window opens automatically. You can then use this window to configure the product on the quote row. Please read more about the configuration window under the chapter Product Configurator in the Using MONITOR Procedures guide.
You can also load the configuration window manually on a quote row by using the button under the Conf. column.
In the Product Configurator you can see what is wrong when you open an existing configuration that no longer is valid due to changes made in the configuration group's basic data. Why the configuration no longer is valid can for example be that a selection has been deleted in the basic data. Another case can be that a new selection group with mandatory selections is added to the basic data.
In a window you will see a list of the information that does not coincide with the basic data in the existing configuration. You will find two alternatives: adjust the configuration so that it will coincide with the basic data or keep the existing. If you choose to adjust the configuration you can make changes later on but if you choose to keep the invalid configuration you cannot make any changes.
Check against Minimum Quote Amount
If the quote falls below the minimum order amount entered for the customer, a message appears informing you that the quote amount falls below the purchase limit entered for the customer. The question Insert a setup price at the end of the quote also appears.
Send Quotes via E-mail
You can send quotes to customers via e-mail. The status of quotes sent via e-mail will not be updated if you failed to logon to the e-mail program Microsoft Outlook or if the e-mail sending was interrupted.
Export Quote
You can, from a local copy of MONITOR, create and export quote bases. This means that e.g. a sales person can register a quote in his local MONITOR system in connection with a visit to customers and then export it via an e-mail message to the office for import to MONITOR. Please read more about this under CRM and SRM in the Using MONITOR Procedures guide.
Window Functions
Read more about the Window functions under Window Functions in the MONITOR Basics guide.