Managing sales quotations

Reminder: a project must have been created.

Quotations are used to save and track financial proposals. They can be weighted based on the signature probability. Each level matches a weight in the turnover previsions.

Quotations with an expected signature date can be followed-up.

Quotations enable you to follow the expected dashboard of proposals made to customers, especially:

Amounts;
the deadlines, with the expected signature / billing dates;
the person in charge of proposals;
the estimated signature date;
the signature probability;
the date when the invoice was last updated.

The author of the proposal can be mentioned on the quotation as the employee in charge of the quotation.

Creating a quotation from an opportunity

The quickest solution is to create a quotation from your opportunity. It enables you to retrieve the opportunity's information without having to type it again.

Prerequisites: the opportunity must be saved.

From your opportunity, go to Edit > Dashboard > New quotation. A new quotation's record sheet ('Draft') opens, displaying all the information about the opportunity.

Fill in the record sheet as explained in Creating a quotation.

Creating a quotation

You can create several types of quotations. Besides standard quotations, it is possible to create the following types of quotations from the Edit > New menu or from the drop-down list on the right of the icon in the action bar:

Internal Quotation	If you offer internal services, you may have to standardize the transaction via an internal quotation that must be issued specifically for an internal customer. Each quotation line will have to be built from sold products associated with a class 9 account;
Group quotation	You must use this option if you issue a quotation for an external company that belongs to the same group (of companies) as your own company. Each quotation line will have to be built from a sold product linked to the group.

The creation process stays the same.

Note

A quotation that is being created is in the Draft state.

Entering general information

Go to Management > Sales > Quotations >

Under the Header tab, enter the following information:

Internal #: the order's number. Akuiteo automatically generates a number if the user doesn't enter one.
Journal: the sales journal linked to the quotation. If a sales journal is set up by default for the connected user, this field is automatically filled in but can be modified.
Customer Customer: the customer's quotation reference.
Quotation date: the date when the quotation was created.
Customer ref. date: the expected date of completion set up by the customer.
Price mode: the pricing method.
Manager, Entity, Currency and Currency rate.

Check generate costs automatically, if you want to re-calculate the projected margin on the quotation's header. This option is available when a sold product is linked to a purchased product (PURCHASE cost) or to an employee (LP cost).

Enter the projected amounts and margin as well as the customer's contact details.

Enter the commercial parameters such as the sales managers, forecasts and the quotation's probabilities.

Enter the Project's information:

Multi-project: checked if the quotation is linked to several projects, phases or sub-phases.
Single-project and multi-phase: allows charging the entire quotation to a project's phase.
Contract: the default contract date if it is indicated in the header. Matches the date when the company begins to provide the service described in the line.
Expected: the expected service delivery or end dates.
Project, phase and sub-phase codes.

Note

For the quotations containing services lines, the Services option can be applied in the project status code from Tools > Setup > General setup > Project > Project status code.

For more information on the services, see Managing services.

Enter a comment about the quotation in Text on quotation. Please note that you can automatically insert a text by clicking on

> Modify text from templates or

Managing the quotation lines

Adding a line in the quotation

Click on the Lines tab, then on

Fill in the fields in the lower part of the screen:

The sold product's grouping, reference and label.
The expected quantity to be sold.
Sold product's unit price.

Note

The unit price is determined as follows:

If a customer rate exists for the sold product, it is retrieved when entering a line on the quotation.
If there is no customer rate but a base rate exists for the sold product, it is retrieved when entering a line on the quotation.
If there is only a rate for the sold product, this price is automatically applied for the line.
If there is no rate, the unit price will be 0 when entering a line on the quotation.

Discount %: the discount amount in percentage.
Project: the project's code linked to the offer line. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
Phase and sub-phase: the project (phase) or phase (sub-phase) subdivision to which the offer line is linked. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
Contract: the date when the quotation was signed.
Expected dates and invoices matching the updated date for delivering the service described in the line.
Total EUR subtotal: the total amount in euros.
Non-publishable: check this box if you want to hide the line in the quotation report.

Add the line by clicking on

and save.

Adding a line in the quotation

Akuiteo allows you to bill services carried out (for example a payslip or a final settlement) by tracking the produced quantities on services as well as the employee's timesheet entries. The produced quantities are then used for billing the customer, depending on the service quotation in which the unit sales price is defined.

In order to declare the services done, you need to specify it in the quotation.

Reference

For more information about adding services lines to the quotation, refer to Creating a quotation containing service lines.

Duplicating a quotation line

Edit the record sheet of the quotation of your choice.

Note

The quotation must not be validated.

From the Lines tab, select one or several quotation lines, right-click on your selection, then click on Duplicate the selected lines.

Select the type of duplication in the window that displays:

Type	Description
Simple duplication	Select Simple duplication to duplicate the selected line(s) a given number of times. To do so, enter the number of duplications in the relevant field. Example If you duplicate two lines 3 times, 6 new lines are created: 3 lines identical to the first duplicated line, 3 lines identical to the second duplicated line.
Repetition by period	Select Repeat by period, if you want the duplicated line(s) to be repeated in a specific period (year, quarter, month, week or day) and a given number of times. To do so, from the drop-down list, enter the number of repetitions in the relevant field and select the type of period. Example You duplicate a line which period is 08/31/2020. When duplicating, you indicate 2 times per Year. 2 new lines are added: a first line with 08/31/2021 as the period, and a second line with 08/31/2022 as the period.

Type

Description

Simple duplication

Select Simple duplication to duplicate the selected line(s) a given number of times.

To do so, enter the number of duplications in the relevant field.

Example

If you duplicate two lines 3 times, 6 new lines are created:

3 lines identical to the first duplicated line,
3 lines identical to the second duplicated line.

Repetition by period

Select Repeat by period, if you want the duplicated line(s) to be repeated in a specific period (year, quarter, month, week or day) and a given number of times.

To do so, from the drop-down list, enter the number of repetitions in the relevant field and select the type of period.

Example

You duplicate a line which period is 08/31/2020. When duplicating, you indicate 2 times per Year. 2 new lines are added:

a first line with 08/31/2021 as the period,
and a second line with 08/31/2022 as the period.

Click on Validate.

The selected line(s) are duplicated in the quotation.

Evaluating the quotation costs

Click on the Costs tab >

Select the type of cost in the drop-down list: PM, Other incurred costs, LP.

Specify the columns linked to the costs to charge on the quotation and save.

Indicating the payment method

Once your quotation is saved, you can add the expected payment methods.

In the quotation header, click on the Terms hyperlink.

Select the payment information in the window that opens.

Click on the yellow arrow if you have set up payment methods for your customer and you want to take them into account.

Validate. The hypertext's label is modified.

You can view the order's delivery schedule and the quotation's history whenever you want by clicking on the relevant tabs.

Note

To create a quotation from an existing one, go to Edit > Duplicate the quotation.

Modifying a quotation

Reminder: unlike non-validated quotations, validated and signed quotations can neither be modified nor deleted. To be able to update a validated quotation, a user must be granted specific access rights to review the quotation.

To modify a quotation, go to Edit > Modify.
To delete a quotation, go to Edit > Delete.

Updating the quotation's header

A validated quotation cannot be modified, unless it was reviewed. In this case, the following non-financial sections can be updated:

the contractual or delivery dates;
the billing table's number.

From the quotation, go to Edit > Modify > Update the quotation header.

Modify the desired fields and save.

Modifying the payment terms

DMF	020231 SALES QUOTATIONS MODIFY PAYMENT TERMS

The payment terms are indicated in the Overview section displayed in the various tabs of a quotation's record sheet. These terms can be modified irrespective of the quotation's status, but not directly in the quotation's record sheet.

From the quotation of your choice, go to Edit > Modify the payment conditions.

Make necessary modifications and click on Validate.

Updating the cash journal for multiple quotations

DMF	020240 SALES QUOTATIONS MODIFY MULTIPLE QUOTATIONS PAYMENT CONDITIONS

The cash journal displayed in the payment terms in the Overview section can also be updated by batch, from the quotations search results.

From the quotations search results, select one or multiple quotations, right-click on your selection and click on Update cash journal.

Select the Bank journal in the help list, then click on OK.

Updating information about the recurrence in quotation lines

DMF	020242 SALES QUOTATIONS UPDATE RECURRENCE

It is possible to update at once the information about the recurrence in several order lines that have a recurrence and to directly see the implication of such a recurrence on lines dates.

From a quotation Lines tab, select the lines of your choice.

Important

This feature is only available for lines that have a recurrence.

Right-click on the selection and click on Update recurrence for selected lines.

In the update window, make the necessary modification.

If you select a Periodicity other than Unique, then the fields in Recurrence information can be modified. Fields in Dates cannot be modified as they serve information purpose only: the dates are automatically updated based on the indicated recurrence information.
Unlike fields in Dates, if you select Unique in the Periodicity, the other fields in the Recurrence information can no more be modified. In this case, selected lines are no longer considered as recurring.

Click on Validate.

Recurrence information in selected lines are updated in the quotation.

DMF

Modify multiple custom data

DMF	020247 SALES QUOTATIONS BATCH UPDATE 020213 SALES QUOTATIONS MODIFY VALIDATED QUOTATION 020225 SALES QUOTATIONS MODIFY UNSIGNED ORDERED QUOTATION

Prerequisite: The VEN_RUB_LIB management rule must be enabled.

Custom data can be modified on multiple objects or third parties at once.

Important

Modifications to custom data will apply to the selected quotations, and to orders, deliveries and invoices linked to the quotations.

Start a search for quotations and select the results to modify.

Right-click on the selection and click on Edit custom data.

The Modify custom data window opens.

Check the custom data to modify and enter the new value for each checked element.

Click on Validate.

Custom data are modified in the selected management objects.

Modify the delivery or billing site

DMF	020248 SALES QUOTATIONS MODIFY DELIVERY SITE VALIDATED QUOTATION 020249 SALES QUOTATIONS MODIFY BILLING SITE VALIDATED QUOTATION

Prerequisite: The quotation must be Validated.

From the Header tab of the quotation > Customer and Addresses section:

click on the icon, or
go to Edit > Administration > Modification of sales management object.

If the quotation:

has not been turned into order, the delivery or billing site can be modified and the VAT will be recalculated.
has been turned into order, the delivery or billing site can be modified only if the new site is located in the same country as the previous site.

Click on Save.

The delivery or billing site is modified.

Sending a quotation

Sending an event by email

This feature enables you to send quotations by email.

From a quotation, click on

in the action bar or go to Edit > Send the quotation by email.

In the Send the quotation by email window, enter the following information:

Field	Description
Employee	Select an employee in the help list to add it to the recipient list. You can add as many employees as necessary. The selected employee is automatically added to the table: Check A to send the mail to the employee's email address. Check Cc to add the employee's email address as carbon copy. Check Bcc to add the employee's email address as blind carbon copy.
Customer contact	In the help list, select a contact linked to the customer associated with the quotation, to add it to the recipients list. You can add as many customer contacts as necessary. The selected customer contact is automatically added to the table: Check A to send the mail to the contact's email address. Check Cc to add the contact's email address as carbon copy. Check Bcc to add the contact's email address as blind carbon copy.
Template	Select the quotation's report template in the drop-down list. These templates can be set up.
Email subject	Fill in the email subject.
Email body format	Select the mail's body format.
Attachment format	Select the attachments' format in the drop-down list.
Add linked file to the email	If this box is checked, the files linked to the quotation will also be sent as attachments with the email. If the box is not checked, only the quotation will be sent.
Attach file	If this box is checked, the quotation will also be generated in the selected Attachment format and will be added as attachment with the email. If the box is not checked, the quotation's information will only be included in the mail's body.
New linked document	If this box is checked, the quotation will be generated in the selected Attachment format and will be added to the documents linked to the quotation.

Click on Validate.

The email draft opens using your default messaging service. The email already includes the information specified and is ready to be sent.

Sending with Tilkee

Tilkee is a tool that enables you to track digital documents in order to analyze your customers' reading behaviors. Tilkee can be integrated directly in Akuiteo using a connector. This connector is only available to send quotations to customers. It is used to send an email which contains a Tilkee link to display the quotation generated by Akuiteo. Tracking a document using Tikee can then be done directly from Akuiteo interface.

Important

To use this feature:

the Tilkee connector must be correctly set up in Akuiteo;
the connected employee's email address must be registered at Tilkee.

Reference

For more information about setting up the Tilkee connector, refer to the Setup guide Tilkee connector.

From the desired quotation, click on the arrow on the

icon's right then click Send with Tilkee or go to Edit > Send quotation > Send with Tilkee.

In the window that displays, enter the following information:

Field	Description
Recipient	Select a recipient in the help list to add it to the recipients list. The help list displays the company's employees as well as all the customer's contacts linked to the quotation. You can add as many recipients as necessary.
Linked documents	The documents linked to the Akuiteo quotation are displayed in the table. Check the box in the Selection column to add a linked document to the Tilkee project that will contain the quotation.
Template	Select the Tilkee quotation's report template from the drop-down list. This template must be previously set up.
Email template	Select the Tilkee email's template from the drop-down list. This template must be previously set up.
Email subject	Fill in the email subject.
Format	Select the quotation's format in the drop-down list.

Click on Send.

If the quotation has already been sent with Tilkee, a window opens to indicate a Tilkee project already exists and makes you choose between:

Add the document(s) to the current project - the quotation and linked documents will be added to the other documents in the Tilkee project that already exists for the Akuiteo quotation.
Delete the current project and create a new one - The Tilkee project that already exists for the Akuiteo quotation will be deleted and a new project will be created to include the quotation and the linked documents.

The email draft opens using your default messaging service. The email already includes the information specified and is ready to be sent. The email also includes a Tilkee link: when the recipients will click on this link, they will access the Tilkee project on a web browser and Tilkee will track how the documents are read.

Note

When a quotation has been sent with Tilkee, the Tilkee tracking tab is displayed in the quotation screen. This tab displays a Tilkee screen directly in Akuiteo to view the project's statistics.

Tilkee can also be opened in a web browser: from the Tilkee tracking tab, click on the arrow on the right of the Tilkee tracking title, then click on Open URL in web browser.

Validating and printing a quotation

Reference

If you want a management object to be approved before validation, you can use the approval requests feature.

For more information, refer to Approving management objects section.

Validation is essential when processing a quotation. A validated quotation cannot be deleted but can be modified if specific rights have been granted to the user.

You can only validate the quotation or validate and print it at the same time.

Prerequisites: the customer's code must be configured by default.

To validate the quotation, go to the quotation and click on Edit > Validate the quotation. The quotation switches from 'Draft' to 'Validated'.

To validate and print the quotation:

From the quotation, go to Edit > Validate and print. The quotation switches from 'Draft' to 'Validated' and the printing screen displays.

Select the quotation's printing template. Akuiteo offers several printing templates, such as:

quotation: enables you to print a standard quotation;
order form: enables you to print a quotation as an order form. The customer receives an order form, but the offer continues to be processed as a quotation in forecasted activities;
proforma quotation;
customer dunning letter.

Reminder:

The current date is automatically entered as the validation date.
Only validated quotations are taken into account in the initial and projected flows. Each quotation line is taken into account in the flows, at the expected date indicated in the line and, if not specified, at the date when the flow was generated.

Reference

Once the quotation is validated, you can send it by email to the company's employees or to the customer's contacts for electronic signature. For more information, refer to Signing a document electronically.

Dissociating the quotation

A draft or validated quotation can be dissociated to create one or several quotations from the lines selected in the original quotation.

Example

You send a 4-service-lines quotation to your customer. The customer accepts to order 2 services lines. In this case, you can split the original quotation to generate:

a quotation with the two ordered lines;
another quotation with the remaining two lines.

From the Lines tab of the quotation's record sheet, select the lines to add to the new quotation.

Right-click on this selection and click on Dissociate quotation.

If the original quotation has already been Validated, select the archiving Reason in the help list and enter a Comment, then click on Validate.

The Dissociate quotation window opens and displays an overview of the dissociation.

Check Open quotation after validation for each quotation, to automatically open the created or edited quotations' record sheet after the dissociation.

Click on Validate.

The original quotation is dissociated.

If the original quotation is still a draft:

the lines selected for dissociation are added to a new draft quotation, numbered using the -A suffix.
The original quotation is modified to keep only the lines that were not selected for dissociation.

If the original quotation has already been validated:

the lines selected for dissociation are added to a new draft quotation, numbered using the -A suffix.
the lines that were not selected for dissociation are added to a new draft quotation, numbered using the -B suffix.
The original quotation is archived.

Reviewing and archiving a quotation

Reviewing the quotation

To be able to modify a quotation, you must first review it.

From the validated quotation, go to Edit > Administration > Review quotation. The reviewed quotation is classified.

In the review screen, enter a new quotation's number or keep the default number that is automatically incremented. A copy of this 'Draft' quotation is created and hyperlinked to the original quotation.

Archiving the quotation

When a sales offer doesn't stand anymore, the quotation's budget must be removed from the portfolio analysis. You must classify the quotation as 'Archived' since it was already validated and cannot be deleted.

From the validated quotation, go to Edit > Administration > Archive the quotation.

In the archiving screen, indicate the reason why the quotation must not be taken into account when carrying out analysis and validate. The quotation is now archived.

To cancel the archiving of a quotation, click on Edit > Administration > Reactivate the archived quotation.