Quote management
Note
This feature requires a Sales Premium license. For details, see the list of user plans.
In sales, a quote allows a prospective buyer to see the costs of selected products and/or services. It can contain multiple alternatives for the customer to choose between.
Quotes are what connects products to a sale. You must record a sale before you can add a quote. Also, products must have been registered before you can add them to a quote.
Note
Each quote belongs to a single sale. And there's only 1 quote per sale.
Key info
- A unique ID
- The corresponding sale
- An ERP connection
- A version
- Alternatives
- Products
- A state
Versions
There may be multiple versions of a quote, but only 1 of them is active at any time. Each version will have 1 or more alternatives, which in turn will have 1 or more quote lines.
When updating quotes, you'll always be working on the latest version.
Alternatives and quote lines
Each alternative can contain different products, numbers of products, prices, and discounts. You should set the quantity and any discounts for the selected product.
A discount can be specified as:
- A percentage rate
- A discount amount
- A total amount
The estimated sales amount for the sale (forecast) is obtained from the total amount for the favorite alternative.
Products and price lists
Each product belongs to a single price list. A price list can either be cached from an ERP system or set up in SuperOffice CRM.
ERP
You might be working with a tenant that is integrated with an ERP system. In that case, the ERP connection determines where the product information and prices are obtained from.
Quote connectors
SuperOffice has a simple product and price-list system built in, but using quote connectors you can access products and price lists in other systems from inside SuperOffice.
VAT
The SuperOffice quote connector will calculate the VAT amount of an alternative based on the VAT percent of the individual lines.
Caution
Other connectors may implement different VAT algorithms at will! Make sure you interpret the VAT field correctly.
Quote documents
Quote documents will be saved as activities on a sale. They're tied to a specific quote version.
State
| State | Description |
|---|---|
| 0 | Unknown |
| 1 | OK: draft calculated and verified by ERP |
| 2 | Draft not calculated: prices and other attributes may not be valid |
| 3 | Draft has problems requiring approval |
| 4 | Draft approved (with problems) |
| 5 | Draft not approved due to problems |
| 6 | Sent to customer and is now a legally binding document |
| 7 | Archived |
| 8 | Rejected by customer (sale lost) |
| 9 | Accepted by customer (sold) |
Status
| Status | Description |
|---|---|
| 0 | OK, all is good |
| 1 | All is good, however, the user should be made aware of something |
| 2 | Problem, notify user |
| 3 | Problem, action required |
Quote vs. other entities
When working with quotes, data will often intersect with the following entities: