Updated: Dec 14, 2021
ChilliDB has Quote functionality offered that a user can generate against their clients with all the products or services they provide. This can be accessed via Quote Module under System Menu. We can Create, View, Edit, Save, Send/E-mail, Expire, Approve, Decline, Print or Create Like Quote.
We can Create Quote by following simple steps. To create Quote, We should first Go to Quote Module by clicking on Quote Module from the list of System Menu. Once we are in Quote Module, We can Create new Quote simply by clicking Create Link on the top right hand side of the page.
On Quote Create Page we can fill all the information related to that Quote like Client Detail, Date of creation, Expiry Date, Reference, Choose Product/Service for that Quote, Notes, and so on. System will generate Quote Number automatically after any Quote is saved and Status is changed automatically based on status of that Quote i.e. Draft, Accepted or Declined.
Setting a Default Expiry Date for Quote
We can set a default expiry date for a Quote via System Settings which can be accessed via System –> System Management –> Manage System Configuration –> Quote Default Expiry Days.
After all the fields are filled in properly, we can Send Quote to our Client and Client will receive both pdf version attached and a link to View, Accept or Decline Quote via their Email. While Sending Quotes, we can choose from list of contact and their email addresses, write Subject and Body, choose classification before sending just like sending Email and Click Send.
We can either use template for Sending Quote or Compose our own, in Either case we should make sure that Quote Link token is attached within the mail before sending. It can be selected from the list available on Mail merge tokens.
After Quote is Sent to the Client, they will receive both pdf version attached and a link to View, Accept or Decline Quote via their Email.
Now, Quote can be viewed by clicking/visiting the link on Email. All the fields will be populated with respect to Quote Create step.
User can either Accept or Decline received Quote by clicking on Accept or Decline button respectively.
User can Approve received Quote by clicking Approve and will be directed to Quote Approve Page. From here user can fill in details like Purchase Order Number, upload Purchase Order file, and write Comments if any. Which will be sent back to ChilliDB and will be reflected under Quote Grid Columns on Quote page. After filling up all the fields, User can Approve Quote by clicking Accept.
Declining a Quote
User also can Decline a quote received by clicking Decline. This will also be reflected back on Quote Page on ChilliDB. This can be done by clicking Decline on top right corner of Quote Display Page. After User clicks Decline, they are directed to Decline Quote Page where they can write Comment on Comments field for the action if they want to and after clicking Decline, the Quote will be declined.
After User Accepts or Declines Quote, the action will be reflected while visiting link for quote received via Email.
Accepted Quote will be displayed as:
1. On Quote Display Page (Link):
2. On Quote List:
Declined Quote will be displayed as:
1. On Quote Display Page (Link):
2. On Quote List:
Quote Display Page Action Menu:
From Quote Display Page – Action Menu, we can choose to Mark any quote as Approved, Decline, Print or Create Like by selecting Mark as Approved, Mark as Declined, Print or Create Like respectively.
Mark as Approved
By selecting this, we can manually Approve any Quote that we create. After clicking on Mark as Approved, a new page will popup where we can fill in details like Purchase Order Number, Upload Purchase Order, and write Comments if any like any user would do while approving received Quote. Quote is approved after Approve button is clicked or we can cancel this by clicking Cancel button. Remember only Quote that has its Status – Draft Can be Accepted Manually. If Quote is already Accepted or Declined by user, this Menu is no longer available.
Mark as Declined
By selecting this, we can manually Decline any Quote that we create. Only After clicking on Mark as Declined, a new page will popup where we can write Comments if any like any user would do while declining received Quote. Quote is declined after Decline button is clicked or we can cancel this by clicking Cancel button. Remember only Quote that has its Status – Draft Can be Declined Manually. If Quote is already Accepted or Declined by user, this Menu is no longer available.
By Selecting this, we can Print the Quote. After we click on Print, a reporting view of the Quote is displayed on new screen. From where you can View Quote, Print, Save a file on different formats, and/or Email file.
We can Create another Quote that is same as the one we are viewing by selecting Create Like menu. Another popup page will appear with Reference and Notes field being empty for us to enter new details. We can add new products or services by clicking Add new Line, Save, Send or Cancel the Action. These function same as in creating a new Quote. Any Quote that is of Draft, Accepted or Declined Status has Create Like menu available.
Declined Quote has this function on bottom right corner on Quote Display Page. This Button also functions as same.