Managing quotations

An existing quotation can be duplicated in order to quickly create a new quotation in the Draft state. Duplication can be done regardless of the state the quotation is in.

1

From the quotation to duplicate, click on at the top of the screen and click on Duplicate.

Click on Tree structure from the Views to display the Tree structure pane in order to manage the tree structure of the quotation.

For more information about managing the tree structure of the quotation, refer to Managing the Tree structure of a quotation.

Click on Table from the Views to display quotation lines in a table, regardless of titles.

In that view, the Tree structure pane is not shown.

Click on Header from the Views to display header information and the left pane that contains the following information:

• General information;
• Chorus information;
• Linked documents;
• Custom data.

For more information about managing the quotation header, refer to Managing the Header view of a quotation.

The Header view is used to access and modify the following information:

From the pane of the Header view of a quotation, the General information section is used to add shortcuts of fields corresponding to the general information of the quotation in order to quickly access them. From that section, a window can be opened to access all general information of the quotation.

Shortcuts of general information

Click on on the right of the General information section from the pane in order to set up the fields to add as shortcuts. Those shortcuts are specific to each user. From the setup window:

• On the left, the list contains fields available to be added as shortcuts.
• On the right, the list contains fields added as shortcuts. Select a field from the list then drag and drop it to modify the order of the fields.

Drag and drop a field from one list to the other to add it as a shortcut or to remove it from shortcuts. Click on the or icons to add or remove all fields at once.

Click on Apply to take into account the modifications.

All general information

Click on to display all fields corresponding to the general information of the object in a dedicated window.

Modify the desired information then click on Validate.

List of fields

The following information can be modified in the General information section:

Form the pane of the Header view of a quotation, the Chorus section contains the fields related to the interface with Chorus PRO:

From the pane of the Header view of a quotation, the Linked documents section contains the documents linked to the quotation, for example a report or a link to a help desk issue. Click on the name of the document to open its preview, or hover over the name of a document to display its details (creation date, last modification date, users who created and last modified the document, etc.).

To add a document:

• Click on the Add document / URL frame then select the document from the file browser.
• Drag and drop the document in the Add document / URL frame. This feature requires the DMF 100107 OFFICE AUTOMATION WRITE NEW DOCUMENT (OR DRAG&DROP).

Quick actions available from the Linked documents

When a document is added to an quotation, the following features are available from on the right of the document:

From the Linked documents section, you can realize several actions:

• To download a document, click on then on Download. This action allows you to download the document on the computer. This option is only available if the document is not a hypertext link. The document can also be downloaded directly by clicking on the name of the document if it is not an image, a PDF or a hypertext link.
• To open a link, click on then on Open link. This action allows you to open a hypertext link in a new tab. This option is only available if the document is a hypertext link.
• To unlink a document, click on then on Unlink. This action allows you to remove the document from the quotation. The document is no longer linked to the quotation but the document record sheet associated is kept in Akuiteo.
• To delete a document, click on then on Delete. The document record sheet associated is also deleted from Akuiteo.

Actions available from the Show details function

When a document is added to an issue, the Show details function is accessible under the list of documents linked to the quotation. The table which opens allows you to obtain more information on the document and the following actions are available in the Actions column:

• To visualize a document, click on . This action allows you to visualize a document before downloading it on the computer. This option is only available if the document is an image, a .txt file or a PDF document.
• To download a document, click on . This action allows you to download the document on the computer. This option is only available if the document is not a hypertext link. The document can also be downloaded directly by clicking on the name of the document if it is not an image, a PDF or a hypertext link.
• To open a link, click on ; This action allows you to open the URL in a new tab in the browser. This option is only available if the document is a hypertext link.
• To delete a document, click on then on Delete document. This action allows you to delete the document. The document record sheet associated is also deleted from Akuiteo.
• To lock or unlock a document, click on then on Lock/Unlock. This action allows you to lock or unlock a document. This option is only available if the document is not a hypertext link. When a document is locked, the icon is displayed on the document record sheet in the Desktop Application.
• To file a document, click on then on Filed under. This action allows you to specify one or several keywords linked to the document. From the documents search screen (Desktop Application > Tools > Documents), a user can specify the keywords in the Filed under field in order to easily find the relevant document.
• To archive or de-archive a document, click on then on Archive/De-archive. This action allows you to archive or de-archive the document.

From the pane of the Header view of the quotation, the Custom data section is used to display custom data added as shortcuts in order to access them quickly. From this section, a window can be opened to access all custom data set up for sales management objects.

Custom data as shortcuts

Click on on the right of the Custom data section from the context panel to set up the data to display as shortcuts. Those shortcuts are specific to each user. From the setup window:

• On the left, the list displays custom data available to be added as shortcuts.
• On the right, the list displays custom data added as shortcuts. Select a data from the list then drag and drop it to modify the order of data.

Drag and drop a data from one list to the other to add it as a shortcut or to remove it from shortcuts. Click on the or icons to add or remove all data at once.

Click on Apply to take into account the modifications.

All custom data

Click on to display all custom data of issues in a dedicated window. Depending on data setup, the window contains one or more tabs/sections/fields.

Modify the desired data then click on Validate.

Prerequisites: On-going modifications on the quotation must be saved.

The quotation can be linked to an order site, a delivery site and a billing site.

1

From the quotation, click on at the top of the screen then on Addresses and recipients.

2

From the Addresses tab, specify the Site name in the desired sections:

• Order address to specify the site that places the order. The help list displays the order sites of the main customer and customer to bill.
• Delivery address to specify the site to which the order will be delivered. The help list displays the delivery sites of the main customer and customer to bill.
• Billing address to specify the site that will be billed. The help list displays the billing sites of the main customer and customer to bill.

When a site is specified, the information associated (address, city, etc.) are displayed below the Site name.

Prerequisites: On-going modifications on the quotation must be saved.

Contacts can be defined as recipients of a quotation so that they are specified by default as recipients or as cc on the window used to send the quotation by email (see Sending an email).

1

From the quotation, click on at the top of the screen then on Addresses and recipients.

2

From the Recipients tab, click on + Recipient.

3

Specify the Contact to add as recipient. The help list displays contacts present on the date of the quotation at the main customer or customer to bill.

4

Check:

• either Recipient to specify the contact by default in the To field on the window used to send an email.
• or In copy so that the contact is specified by default in the Cc field of the window used to send an email.

To modify the Recipient/In copy option on the recipient, click on .

To remove the recipient, click on and confirm the action.

Prerequisites: On-going modifications on the quotation must be saved.

Payment terms are used to define the payment method and the time granted before payment.

1

From the quotation, click on at the top of the screen then on Payment terms.

2

Specify the information:

Prerequisites: On-going modifications on the quotation must be saved.

The customer to bill cannot be modified directly from the Customer to be billed field in the header. Modifying it is only possible through a dedicated feature.

1

From the quotation, click on at the top of the screen then on Modify customer to bill.

2

Specify the new Customer to be billed.

3

Click on Validate, then on:

• Validate to validate without opening the window used to modify addresses.
• Validate and check addresses to validate then open the window used to modify addresses (see Modifying the sites of a quotation).

The customer to bill is modified.

Prerequisites:

• Approvals must be set up for quotations.
• The quotation must be in the Draft state.
• On-going modifications on the quotation must be saved.

At the top of the screen, click on then on Request approvals.

When you are an approver of a quotation, you can approve or deny the quotation.

Prerequisites:

• You must be an approver of the quotation.
• On-going modifications on the quotation must be saved.

Description of approvals display

At the top of the quotation, a summary of approvals is displayed.

The initials or the picture of each approver are displayed.

An icon next to the initials or the picture shows whether the relevant approver has approved or denied the quotation:

• if the approver has approved.
• if the approver has denied.

By hovering over the approver, the date, time and comment of the approval or denial are displayed in a tooltip.

Prerequisite:

• either pending approval;
• or approved and non-validated;
• or denied.

Approvals of a quotation can be reset in order to cancel approvals and denials given on the quotation. This action can be useful when a modification has been brought to the quotation and calls into question the approvals already received.

From the quotation, click on at the top of the screen then on Reset approvals.

Prerequisite: The quotation must be in the Validated state.

Reviewing a quotation allows you to create a more recent version of a validated quotation in order to make modifications, for example to take into account a request from the customer. In that case, the former quotation becomes obsolete and goes into the Reviewed state.

1

From the quotation, click on at the top of the screen, then on Review.

2

Specify the Internal number of the new quotation, or empty the field if you want to apply automatic numbering for quotations.

3

Validate.

The new quotation opens in the Draft state. The former quotation goes into the Reviewed state.

4

Modify the desired information on the new quotation and save.

Prerequisites:

• The quotation must be in the Validated, Signed or Order not signed state.
• On-going modifications on the quotation must be saved.

A validated quotation cannot be deleted. It can nonetheless be archived in order to indicate that the quotation is no longer up to date, for example if the customer did not follow up on the quotation.

1

From the quotation, click on at the top of the screen then on Archive.

2

If needed, specify the archiving Reason. The help list displays all archiving reasons with the Quotations type on the company of the quotation or the ***** company.

3

Specify a Comment if needed and click on Validate.

Prerequisites:

• At least one Quotations or Quotation list report template must be created.
• On-going modifications on the quotation must be saved.

1

From the quotation, click on at the top of the screen, then on Print.

2

Select the printing Template in the drop-down list, then choose the printing format.

The formats available depend on the report templates set up from the Desktop Application.

3

Check the Link document box if you want to add the report to the linked documents.

4

Click on Validate.

The quotation is published and saved on your computer.

Prerequisites: On-going modifications on the quotation must be saved.

From the quotation, an email containing the report of the quotation can be sent to the desired recipient.

1

From the quotation, click on at the top of the screen then on Send by email.

2

In the Send by email window, specify the information:

Prerequisites: On-going modifications on the quotation must be saved.

From the quotation, click on at the top right then on History to access the Modifications history screen.

The table displays each modification made on the quotation, with one line per modification.

The Type column indicates you if the modification line comes from the history overview or detailed history. For the quotations, the history overview is the only one available. The detailed history containing values before and after modification is not available.

A quick search field is available above the history table. The search starts as soon as one character is typed and the results are filtered automatically.

The table display can be configured to suit the exact needs of every user. The setup options are available on the right of the search field from the icon. For more information, refer to Setting up results in table view.