Creating A Quotation

Quotations can be created within Sales Leads, or directly with the Sales Quotations index page. Quotations created within Sales Leads will be linked to that lead, which must be ‘marked as Won’ before a Sales Order can be created from a Quotation.

To create a Quotation, click on the Sales menu, and then click on Sales Quotations.

Click on + New Sales Quotation 

Note: When starting in a Sales Lead, click Actions > New Quotation.

Quotation Details

A new window will open.

• Add a name (optional), chose date and adjust ‘Valid for’ days if required.
• In the Customer box, type to search for and choose an existing customer. If the Quotation is for a new customer, you can add a new company directly within the window.
• Similarly search for Contact (or add a new one) if required.
• Choose the currency (this will default to the one saved against the customer’s Company record, if present).

Click Create Sales Quotation to proceed.

Add Part(s)

Add line items to the quotation by clicking + Add Part

In the Part column, start typing a part number or name to locate the part you want to add. Click on the name to select it. This will populate the Description field and unit price. You can add/edit the Description content, and adjust Unit Price, Discount and Tax Type if required.

(Note if you want to quote for a specific pre-existing product with a serial number, you can click on Add Asset to search for a serial number, e.g if you are selling a second hand product).

Configurable Parts

If your part is Configurable you will need to step through the configuration items, and complete these according to the customer’s requirements. Click on the red cog button and Edit Configuration.

Note: Configuration items are setup against a ‘Configurable’ part according to your own requirements and relevant options for each product. These include items that are ‘required’ or optional, and those that can be duplicated.

Once you are happy with the items configured, make sure to click on Finalise Configuration to proceed.

Note this will update the ‘Guide Price’ based on any price uplifts added to the configuration. You will need to edit the Unit Price to reflect this.

Send the Quotation

Once you have finished adding all necessary lines items, you can send the quotation from Flowlens, or download a PDF to preview/print or email separately.

When the Customer responds, you can Mark As Accepted by Customer, or Declined, depending on their decision. 

Note, if the Quotation was created via a Sales Lead, you’ll need to return to this to Mark As Won, before converting to a Sales Order. Otherwise, you can simply click Create Sales Order to proceed to the next step.

It is also possible to Duplicate a Quotation.

Edit Meta Information

Whilst a Quotation is still being drafted you can click Actions>Edit to adjust Customer, Contact, Name, Terms and Conditions text, Carriage Cost and Rate.