Creating a Customer Quotation

You can create a customer quotation from the Customer Quotations page or from the Opportunity Detail page.

Notes:

  • A Salesforce account must exist for the customer who is to receive the quotation. We recommend that you enter no more than 2,500 lines on a single customer quotation. If you need to create a quote with more than 2,500 lines, you can create multiple customer quotations and split the lines between them.

  • The start date and end date are not required on a flexible customer quotation header. The service term start date and end date will be visible on each line that you add to the customer quotation but the service contract start date and end date on the customer quotation header will remain blank. When the flexible service contract is created from the customer quotation the service contract start date will be populated with the date that the contract was created. The service contract end date will be derived from the last possible service term end date from all of the customer quotation lines.

  • The following types of customer quotations can only be created and managed when using Classic or Visualforce pages: Change Request, Change Request Flex Term, Flex Term SC, Master, Service Contracts.

Customer Quotation Page

To create a quotation from the Customer Quotation page:

  1. Click the Customer Quotation tab.
  2. Click New.
  3. Select the required Record Type from the Record Type drop-down list.
    Tip:

    Select Flex Term SC if you want to input different service terms for each line of the contract.

  4. Click Continue.

  5. The fields that you must complete vary depending on the type of customer quotation you are creating. If you are creating a standard service contract, flex service contract, or a change request, enter the service term and service term number.

  6. Select the customer account for the quote from the Customer Account lookup.
  7. Click Save.

You can create a customer quotation from an opportunity if the stage is not "Closed Won" or "Closed Lost". When you create a customer quotation from an opportunity, the parent account addresses are copied to the record. You can override the default "Bill to" and "Ship to" addresses. See Override Bill to Address and Override Ship to Address.

Opportunities Page

To create a customer quotation from an opportunity:

Click Create Customer Quote from the Opportunity Detail page.

Adding Lines to a Customer Quotation

To add lines to a customer quotation:

  1. From the Line Items tab on the customer quotation page, click Add Line to add a new line.
  2. In the Item to Quote column, enter an item for the customer quotation line. You can start typing the item and then select it from the drop-down list once it displays.
  3. Enter a quantity for the line.
  4. [Optional] Complete the remaining fields as required. For details of other fields, see Customer Quotation Fields.
  5. [Optional] Repeat steps 1-4 as many times as required to add more lines.
  6. Click Save.
Tips:  
  • To discard any unsaved changes that you have made in the grid, click Cancel.
  • Right-click a column header to show options to sort, hide, and lock columns. In the menu, click Move to left section to move and lock a column to the left of the grid and keep it visible while you scroll. To unlock it, click Move to right section.
  • To reset your field preferences, click and select Reset Preferences. Only the Hide, Move to left section, and Move to right section preferences are reset.
Notes:  
  • You can add new lines to a customer quotation or edit, clone, or delete existing ones only when the customer quotation status is "Open", "Priced", "Delivered", "Revised", "Not Delivered", or "Discarded".
  • In the Setup | Advanced Quoting Settings, ensure that the Allow User Preferences checkbox is selected to automatically save the Hide, Move to left section, and Move to right section column preferences.
  • By default, the reset preferences functionality is disabled. If you want to reset preferences, ensure that you click Reset Preferences before refreshing the page, as it is disabled once the page is refreshed. Only the preferences set in the current session are reset.

Editing Lines

To edit existing lines:

  1. In the grid, change the fields as required for the lines you want to update.
  2. Click Save.

Cloning Lines

To clone lines:

  1. Select the checkboxes of the lines you want to clone.
  2. Click Clone line. above the grid.
  3. [Optional] Modify the cloned lines as required.
  4. Click Save.

Deleting Lines

To delete lines:

  1. Select the checkboxes of the lines you want to delete.
  2. Click Delete line. above the grid.
  3. Click Save.

Grouping Lines

To group lines:

  1. Select the checkbox of one or more lines you want to group.
  2. Click in the toolbar and select Group from the drop-down menu.
  3. Enter the group name. For example, Electronics, and press enter.
  4. Click Save to group the selected lines.
Note:

You can create multiple groups as required.

Grouping Lines by Product Group

To group lines by Product Group:

  1. Select the checkbox of one or more lines you want to group by product group.
  2. Click in the toolbar and select Group by Product Group from the drop-down menu.
  3. Click Save. Selected lines are grouped under the preassigned product group.
Notes:
  • By default the Group by Product Group menu option is disabled. It is enabled when you select lines on the line items grid.
  • The lines that are preassigned to a product group by your administrator only are grouped by product group. The line that is not preassigned is displayed as is on the line items grid.

Ungrouping Lines

To ungroup multiple lines:

  1. Select the checkbox of the lines you want to ungroup. You can select the lines from different groups.
  2. Click above the grid and select Ungroup from the drop-down menu.
  3. Click Save to ungroup the selected lines.

Tip:

To Expand all the groups click . To Collapse all the groups click .

Editing Lines Using Multi-Inline

Using the Mult-Inline Editing feature, you can select one or more line items and edit. To do so:

  1. Select the line items that you want to edit.
  2. On any one selected line item, double-click the value that you want to edit and edit the value.
  3. Select the checkbox below the value that you edited and click Apply. This applies the changes to all the selected line items at once.
  4. Click Save to save the changes.
Note:

It is recommended that you avoid using multi-inline editing for the checkbox fields on the Customer Quotation Line Items grid because this feature is not supported for the checkbox fields.

Managing Discount and Pricing

To apply and update discounts for the Customer Quotation and Customer Quotation Lines, perform the following steps:

  1. Click Manage Quote Pricing on the Customer Quotation page.
  2. Select the discount type on the Manage Quote Pricing window.
  3. Enter a value in the New Value field. For example, 20000.
  4. Click Save to apply and update discounts for the Customer Quotation and Customer Quotation Lines. An information message displays that the discount update process is in progress.
Notes:  
  • If you select Bottom Line Discount, enter the discount you want on the total quote price in the New Value field. The Total Quote Price is reduced by the discount value you enter. Each item’s price is updated to match the updated Total Quote Price.
  • If you select Total Quote Price, enter the discounted total quote price you want in the New Value field. The Total Quote Price is overridden by the value you enter. Each item’s price is updated to match the updated Total Quote Price.

You can price a customer quotation using the Manage Pricing menu.

  1. Select the checkbox on the column header to select all the lines on the Quotation Lines Grid.
  2. Click to select any type of pricing from the drop-down menu, such as Cost Plus, List Minus, Set Cost By List Minus, and Profit Margin. A dialog window opens.
  3. Enter a value. For example, 10.
  4. Click Apply. A success message displays when the pricing is applied to the customer quotation.
Note:

If the lines in the Quotation Lines Grid are more than the threshold value set by your administrator then a confirmation email is sent to your registered email ID when the pricing or discount update completes or fails.

Applying a Rebate

To apply a rebate:

  1. Select the line and click in the Applied Rebate Amount column. A dialog window opens.
  2. Select the eligible rebates that you want to apply and click Save.
Notes:
  • This is shown for the line items that have rebates in an editable customer quotation only.
  • The rebates grid displays both the available and unavailable rebates for the line item. You can select only the available rebates to apply.
  • For applying multiple rebates, you can select the rebates with the checked Combination Allowed field only.
  • To preview bundle, click . For more information on Bundle Rebate, see Rebates.

Passing the Rebate to the Customer

To pass a percentage of the applied rebate amount to the customer:

  1. Select the customer quotation lines to pass the rebate to the customer.
  2. Click and select Rebate from the drop-down menu.
  3. Enter the percentage of the applied rebate amount you want to pass to the customer.
  4. Click Apply.

There are several ways in which you can create a customer quotation line:

  1. By using the Add New Line button in the quote line section of a customer quotation.
  2. By entering the name of a single item to be quoted and clicking Go.
  3. By adding several customer quotation lines in one go and editing them.
  4. By searching for an item in FinancialForce SCM Advanced Quoting and creating an item from that search. See Searching for Items and Creating Lines from a Search.
Note:

We recommend that you enter no more than 2,500 lines on a single customer quotation. If you need to create a quote with more lines than this, you can create several customer quotations and split the lines between them.

Using the Add New Line Button

This is the preferred option for adding lines to a flex type service contract quotation. The associated popup window enables you enter the service term start and end dates for each line as required.

To add customer quotation lines using the Add New Line Button:

  1. Click Add New Line in the quote breakdown section of the customer quotation.
  2. Do one of the following:
  3. [Optional] Complete these fields:
    • Description
    • Quantity
    • Condition
    • Service Term Start/End Dates
    • Supplier
    • NRC/RC base fees
    4. Note:

    Leave the Item Cost, List Price and Customer Price fields empty. These fields are populated automatically when a supplier catalog item exists and the Supplier and item number have been entered. For further information about customer quotation fields, see Customer Quotation Fields.

  4. Click Save.

Entering the Name of an Item

You can create a new customer quotation line quickly. To do so:

  1. Enter the name of your new task in the Enter New Line box.
  2. Click Go.
  3. If the Add New Customer Quotation Line popup appears, complete the fields and click Save. Depending on the configuration your administrator has set in the Advanced Quoting Settings custom setting and the type of customer quotation you are creating, the line is either created immediately, or the Add New Customer Quotation Line popup appears.
    Tip:

    In the Add New Customer Quotation Line popup you can enter a quantity, item cost. The fields that appear depend on the type of customer quotation you are creating.

    If you are creating a drop ship quote, we recommend that you complete the Supplier field as this will bring over the cost and list price for that supplier.

    For further information about the fields, see Customer Quotation Fields. For information about the configuration options that determine this behavior, see Turn Off Add Dialog For Drop Ship, Turn Off Add Dialog For Inventory and Turn Off Add Dialog For Service.

  4. Review the line and edit it if required. See Managing Customer Quotation Lines.

Adding Several Lines at Once

To add more than one line at the same time:

  1. Click Add Multiple Items.
  2. Do one of the following:
    • Enter the item name and quantity for each new line. If you need more lines, click Add 10 More Lines.
    • Click the Paste Items tab and paste the item names and quantities you want using a comma delimited format like this:
  3. When ready to add the lines, click Add.
  4. Review the lines and edit them if required. See Managing Customer Quotation Lines.
Note:

You must enter the item quantities when you add multiple customer quotation lines at once using the Paste Items window.