Modifying Sales Order Quote

Sales Order Quote documents, printed after a Sales Order with an Order Type of "Quote" has been created, are provided to prospective customers outlining the details of their potential order. The requirements for and process of creating such an order is covered in Building Customer Quotes. Sales quotes are especially useful for customers if the potential order requires labor or a large amount of different parts since the quote allows the prospective buyer to review all potential costs involved for the work they would like to have done. A quote can help the prospective buyer decide which company to use, and which services they will ultimately need. The document sent to the customer containing this quote can also include other items pertinent to the sale, such as SDS forms for the selected items or, if applicable to the industry and company, examples of previous work. These items can also factor into the decision-making process. Joining all desired documents together so that they print with one transaction is completed by creating a Document Group, further detailed in the Maintaining Document Groups page.

Configuration

The "Print outs menu" and "Printouts -- maintenance" security settings must be set to "Yes" for users who will build and modify report layouts. Additionally, the "Printouts -- edit report layouts for sales" setting is required to modify the Quote report. Other configuration considerations include sample quotes created in DEACOM. If customers have just recently installed the DEACOM software, they may need relevant data loaded or created. This occurs during the Implementation process.

Users should also reference the "Configuration" section of the Managing Report Layouts page prior to creating any report.

Process

General process information on designing Report Layouts can be found in the Managing Report Layouts page.

Designing the quote layout

  1. Navigate to Print Outs > Maintenance > Report Layouts.
  2. Locate and select the "quote" system report in the list then click "Modify" to display the Printing Defaults form.
  3. In the "Name" field enter an appropriate name for the report. Note that this indicates the name of the report as it will appear in the pick list throughout the system when users select the report to print.
  4. Ensure "Type" is set to "Sale" and complete other fields on the Printing Defaults form as desired. Complete information on the fields available to this form are covered on the Report Layouts Encyclopedia page.
  5. Click "Add" to display the Printing Defaults form.
  6. Enter a caption for the new report, such as "u_quote" so the system recognizes this version as a user-created version of the master system report. The value entered is up to the user, but we recommend that the value entered be preceded by "u_".
  7. Click "Save" to create the new report copy then close the Printing Defaults form.
  8. In the Edit Printing Default section of the Printing Defaults form, locate and select the newly added copy then click "Edit Report".
  9. On the User Report Name form, enter a name for the report then click "Continue" to open the Report Designer, which should display the default quote template as supplied by DEACOM.
  10. Modify the general layout of information on the report.
  11. Users may wish to print a few quotes using the default template to understand what type of information is generally printed. This is accomplished by clicking the "Preview" button on the Report Designer toolbar.
  12. Typically, quotes will contain the following:
    1. Header: Form title, Company information (company name, logo, address, and contact information), Order information (Sales Order Quote Number, Customer PO Number, Bill-to and Ship-to names and addresses, Ordered/Quoted date, Terms, Ship Via, Freight payment method,
    2. Detail: Item Master information of the materials being quoted (Part Number or Customer Part Number and Description, Stock Unit of Measure, Quantities, Prices, and extensions, etc.), Notes from various records such as the order itself, items ordered, bill-to/ship-to.
    3. Footer: The total cost of the quote, date and time document was printed, page numbers, etc.
  13. Once all sections have been designed, click "Save" to commit the changes, then close the Report Designer.
  14. Back on the Printing Defaults form, click "Save" then close the form to complete the process.

Printing Sales Order quotes

To print a Sales Order Quote:

  1. Navigate to Sales > Order Reporting > set "Order Type" to "Quote" > click "View". Users may also utilize other available filters to narrow down the list of Sales Order Quotes that will be displayed.
  2. Locate and select the desired Sales Order and click "Print".
  3. On the Copies To Print form, confirm the "Report" selected and print settings then click "Print".

For more information and reporting options, refer to the Building Customer Quotes page.