Watch the video: How to Use the Quote Module - Tutorial

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Quote Lookup Guide

Overview

Go to: Quote > Lookup to access the Quote Lookup screen.

This screen provides a complete overview of all your quotes, including:

•Active Quotes

•Won Quotes

•Lost Quotes

•All Quotes

•Summary data

From the Quote Lookup, you can quickly create new quotes, view reports, filter results, and perform bulk actions on multiple quotes.

Tip: For a detailed breakdown of individual won or lost items, navigate to: Quote > Quote Detail

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Managing Quotes

•Edit a Quote – Double-click the Quote No., or right-click and select Open Quote to modify details.

•Print Reports – Generate and print reports for selected quotes.

•Perform Actions – Use buttons or right-click options to take quick actions. Scroll down to view all available actions.

Managing Quotes in Quote Lookup

Main Buttons & Filters

•New Quote – Create a new quotation.

•Filter By – Switch between Active Quotes, Won Quotes, Lost Quotes, All Quotes, or Approval Required.

•Edit (next to the Print Button)– Modify selected quote fields such as Follow-up Date, Status, Won, Completed, Type, and How Requested.

• To restrict editing rights, use the Security Setup form to manage user permissions.

Right-Click Actions on Quote Lookup Form

Right-click a quote in the Quote Lookup Form to access the following options:

•Preview Print report.

•Quote Based On This Quote - Create a new quote using this one as a template

•Open Quote

•Open Customer - Open the Customer associated with this quote.

•Open Job Card - Open the Job Card associated with this quote

•Open Invoice

•Open Sales Order

•Customer Enquiry Form -  View all transactions for the customer

•Export Quote

Bulk Actions in the Quote Lookup.

Use the checkbox on the left side of the form to select multiple quotes.

You can also filter the form and click Select All to include every visible quote.

Tip: Ensure the customer’s Quote checkbox is ticked under Customer > Contacts & Address so quotes can be emailed successfully.

Available bulk actions include:

•Make Active – Reactivate selected quotes

•Invoice – Combine multiple selected quotes into one single invoice

Bulk Converting Quotes into Invoices

Convert selected quotes into a single invoice:

1.Select the quotes you wish to combine.

2.Click the Invoice button at the bottom of the form to generate your combined invoice.

This will generate a single invoice containing the details from all selected quotes.

•Approve

•Supervisors can approve or cancel quotes for users without approval rights.

•Bulk approve directly from the Quote Lookup

•Delete – Permanently delete selected quotes

•Cancel – Mark selected quotes as canceled

•Email Compose – Open the Smart-IT Email Form to compose an email directly from the quote lookup screen.

•Attach To Email – Send selected quotes in bulk as email attachments

Tip: Ensure the Quote checkbox is selected in Customer > Contacts & Address to confirm emailable status

Quote Reports & Analysis

Examples of Available Quote Reports:

• All Active Quotes — Lists quotes not marked as completed. (Mark as completed if not won.)

• Quotes Won/Lost with Amounts – Identify trends in lost quotes. (Do certain customers frequently reject quotes? Are specific items commonly lost? Adjust pricing strategies accordingly.)

  The Win /Loss Analysis is automatically updated.

• Follow-Up Dates (Quote Expiry Report):

•Overdue Follow-Ups – Quotes with expired follow-up dates. Enables proactive follow-up or re-quotation

•Quotes to Follow-Up Today – Quotes due for follow-up on the current day..

•Quote Conversion

•Quote Conversions - View quotes converted into Invoices, Job Cards, or Sales Orders. Similar data is available in the Invoice Lookup form.

•Quote Analysis Reports:

•Breakdown of quote totals per employee (annually, monthly, or weekly)

•Compare won vs. lost quotes per employee.

•Status overview of quotes for each employee (e.g., number of active jobs).

•Summary report per salesperson per quote type (won and lost).

•Quote Aging reports is available in the Quote Analysis tab.

Filtering the Quote Lookup

Use the filtering tools to narrow down results by:

• Quote Status – e.g., all quotes on hold

• Quote Type – e.g., quotes for computers, furniture, etc. (Are some salespeople excelling in one category but struggling in another?)

• Employee – View all quotes created by a specific employee.

Additional Features:

➢  View quotes linked to specific Job Cards.

➢  Track quotes by Request Type (e.g., in-store visit, rep visit, email, phone, etc.)

➢  Follow-up reminders – view quotes that require attention today.

➢ Assign follow-ups – allocate quotes to specific employees

➢  Use Custom Fields to track quote outcomes

➢ Alerts: Older than X Days -  et up automatic expiry alerts via Quote Options.

   A warning will be displayed for quotations older than X days.

Custom Reports

Use the Edit Filter option to create tailored reports based on your needs.

Deleting Completed or Canceled Quotes

To remove completed or canceled quotes:

1. Click the All Quotes menu button.

2. Select the quotes you want to delete using the checkboxes.

3. Click the Delete button.

See Also: Quote Analysis