Working with Quotations

This article describes the procedures of how to create quotations.

->RetailVista -> Quotes -> Quote Maintenance

Depending on your individual setup one of the following will occur:

• If the search screen DOES NOT appear, click on the search glass in the left top and select "Search".
• If the search screen DOES appears, select "Search".

Now all quotations are displayed.

Quote Maintenance

To begin the process of adding a new quote, click on the green “+” symbol.

The first screen is for some basic information, see image below.

Customer:Fill in or look up the customer. When the customer does not yet exist in RetailVista, you can add the customer easily by clicking on the green "+" symbol.

Debtor: When in RetailVista a debtor has been linked to the selected customer, this field will be filled in automatically. For a quotation it is not necessary to have a debtor.

Quote class: This is an optional subdivision of the quotes, that you can make yourself.  In the “Administration” menu -> Chapter “Products” -> “Quote Classes” you can create these classes.

When you have completed this screen, click “Next” to continue.

Add the products by clicking on “Add Quote Row”.

Discount type: “NoDiscount” shows that there are no given discounts. If you fill in a discount prices manually. It will show “ManualRowDiscount”. So you always know if the discount is made manually.

On the tab “Advanced” you see the standard settings of the selected product. On this tab you are able to deviate from these standard settings. 

To continue, you can

• Save the current record and add a new record by clicking on the  symbol. If you chose this symbol you can easily add more records one after another; or
• Save the current record by clicking on the symbol; or
• Cancel this entry by clicking on the symbol.

Change the status of the quote on tab "General" to "EntryCompleted".

On this tab you can also add more information.

Customer contact:          These contacts can be found and added via Start -> Customers -> Customer Maintenance -> Tab "Contacts"

Referencde code:           This can be filled in manually

Misc info:                         This can be filled in manually

Discount percentage:      You can give a discount percentage for the whole quote, not only for the product row

Discountprice:                 You can give a discount price for the whole quote, not only for the prodcut row

Attached saleorders:       The attached saleorders will show, when the quotation has been transferred to saleorder. See also guide Quote to Saleorder

Save the quote by clicking on the “Save” symbol on the left side of the screen.

Printing quotations

With the "Print" symbol on the left side of the screen, you are able to print the concept quote or final quote.

Report "Concept Quote" can only be printed when the quote has the status: "EntryCompleted". If this is not the case, you can use the "Edit" symbol to change the status.

After printing the concept quote you can confirm to update the status to "EntryVerified".

After printing the final quote you can confirm to update the status to "Final".

Printing quotations in bulk

When you use the reports in the menu, you can print the reports in bulk.

For example, if we click on "180 - Final Quote", you can select the quotes you want to print and make Final.

After clicking on "Print selected Quotes", you need to confirm to update the status of the quotes to "Final".Settings

Extra -> Settings -> Section: "Quotes"QuoteNumberRange: You can change the quotenumbers if necessary, for example if you have a yearly change of quotenumbers depending on the current year

Quotes_DefaultQuoteClassId: You can select the default quote class for every quote. Quote classes can be added via Administration -> Products -> Quote Classes    

Quotes_IsAllowNewQuoteStatusFinal: When you change this settings to "Yes" you can make the status of the quote to status "Final" immediately

Quotes_ConceptOrderModus: You can set if the concept quote needs to be printed first, before you can make the quote final.