Quote Actions

Owned by Ondřej Tesař
Sept 27, 2024
4 min read

Whether you select a Quote in the Quote list or you have a detail view open, there are some actions available to you. The following section explains the details.

The following actions are available for Quotes (depending on their status):

  • Create New Quote – Click the New Quote button and fill in the required information (such as customer, products, validity).
    If there are Quote Types defined, you can select a Quote Type on which you want to base the new Quote. Once the Quote is created, you can see on which type it has been based on the Quote detail's Item tab and in the Quote Type column in the Quote list.  
    Once the Quote is completed, you can:

    • Recalculate the whole Quote. The icon on the button indicates that changes have been made that require recalculation to update the displayed calculation results. The Quote is locked for editing while the recalculation is running.

    • Recalculate Changes, i.e., recalculate only line items that have been modified since the last calculation.

    • Submit (for approval if there is a workflow defined). For details on how the document status changes in relation to the workflow, see Workflow Life Cycle.

    • Save the Quote manually (in detail view) if autosaving is disabled.

  • Edit – Before the Quote is approved, you can go back to it and edit it.

  • Assign Opportunity/Account – Enables you to search for existing Opportunities/Accounts in a CRM application and link the Quote to it.

  • Start CW – Initializes a document creation workflow.

  • Attachments – Add and view attached files.

  • Duplicate – Creates a new Quote with the same data and saved filters (which is not linked to the original Quote; unlike a revision). By default, attachments are not copied to the Quote (this can be changed using copyCLICAttachments in Advanced Configuration Options).

  • Delete – Deletes one or more selected Quotes. Submitted or approved Quotes cannot be deleted.

  • Create New Revision – Creates a new Quote with the same data (attachments or messages, however, are not carried over) and keeps its link to the original version. Available for Quotes with Offer or Deal status.

  • Mark Offer as Lost – To help you track the win/loss ratio. If configured, you can select one of the predefined reasons and add a comment. The reason and comment can then be viewed in the Loss Reason and Loss Reason Comment columns in the Quote list table. 

  • Convert to Deal – Once a Quote is approved, it can be converted to a deal. You can convert the whole Quote, or, in the detail view, select only some of the line items that will be included in the deal. In that case, the Quote's status will become 'Partial Deal' and the line items that are part of the deal will be marked as DEAL. The partial deal functionality must be enabled by administrator. Note that expired Quotes cannot be converted.

  • Move to – Move the selected Quote to a different folder in the Categories tree.

  • Email Quote – Exports and emails the Quote. You can send it to other users:

    • As an email attachment – An export template must be defined. If the template is convertible to PDF, you have the option to send the Quote as a PDF document or (if disabled) in the DOCX or XLSX format.
      You can also send the Quote's attachments together with the Quote in the email. The default limit is three attachments per email. To increase the default value, use the email.maxNumberOfAttachments property in the pricefx-config.xml file. Using the property email.maxSizeOfAttachments you can set the maximum cumulative size of all attachments in bytes (no limit by default).

    • Via an electronic signature system – Send the Quote to defined users for signoff. This must be configured by administrator and an export template must be defined. Also, the logged in user must have the First or Last Names filled in in the User Admin section.
      After sending the document via an e-signature system, you can check the Signature Status in the Items tab, Details & Settings panel.

  • Revoke Deal – Makes the quote invalid.

  • Reconvert Deal – Even when an approved Quote was already converted to a deal (or partial deal), it is possible to repeat this action. It will trigger re-generating the Price Records. This can be useful in case the Price Records are incorrect or incomplete.

  • Export – In the Quote list, the whole list can be exported to Excel. If you select a Quote from the list, then the Quote's content is exported to the selected format. In the Quote detail, the current Quote is exported. Note that a publishing template must be configured beforehand. The available formats are: PDF, DOCX and XLSX.

Note: The administrator can hide one or more of these actions and they will not be visible to you.

The actions are accessible either:

  • From the Quote list below the table:

  • In the Quote detail view:

     

See also:

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Pricefx version 13.1