Quote Lookup

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

Hover the mouse over the different menu options. If the cursor changes to a hand (), then click to go to the subject.

Quote Lookup Guide

Go to: Quote > Lookup

The Quote Lookup provides an overview of all quotes, including Active Quotes, Quotes Lost, Quotes Won, and Summary Data.

From this screen, users can print reports, add new quotes, and perform a variety of actions on existing ones.

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

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.

Hover the mouse over the different fields on the form. If the cursor changes to a hand () , click to get more information.

Quote_Lookup

Actions Available in the Quote Lookup
New Quote	Create a new quote.
Filter for	Filter By: Active Quotes, Quotes Lost, Quotes Won, and All Quotes.
Approval Required	Displays quotes awaiting approval (used with Quote Approval Workflow).
Edit	Quote Lookup: Edit Button Click the Edit button (next to the Print button) to modify quote details. Editable fields include: Follow up Date, Won, Completed, Status, Type and How Requested To restrict editing rights, use the Security Setup form to manage user permissions.

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.

✅ Check Emailable Status: Go to Customer > Contacts & Address and ensure the Quote checkbox is selected.

Make Active

Reactivate selected quotes.

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

Bulk delete selected quotes.

Cancel

Mark selected quotes as canceled.

Email Compose

Open the Smart-IT Email Form to compose an email directly from the 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.

3. Press the Delete button.