Quotes
Note
Quotes are part of the CRM Module, which can be used in addition to the base version of MaschinenParkOnline. For further information regarding available modules and configuration options, please reach out to your contact at TRASER Software.
This chapter contains all important information regarding quotes. Important key figures are also displayed on your dashboard. The longer you use MaschinenParkOnline, the more extensive the All Quotes list will be. Use filters to narrow down the list, if needed. This chapter is divided into the following sections:
- Creating Quotes
- Quote Histories
- Deleting Quotes
- Managing Quotes
- Converting a Quote into an Order Confirmation
Creating Quotes
Quotes are only used for machine sales. If you want to purchase a machine, please use return quotes. Please proceed as follows to create a quote:
- Click on Machines > All Machines in the navigation bar.
- Select the machine for which you want to create a quote.
- Click on Print > Machine Quote in the action bar of the Machine Card.
- The Quote Wizard opens.
- Complete the information according to the following table:
| Option | Description |
|---|---|
| Language Code | Select the language in which the quote shall be created. |
| Template | Select the template to be used. |
| Contact No. | This field is mandatory. Select the contact for which you want to create the quote from the dropdown list. |
| Print Contact No. | Select if the contact number shall be printed. |
| Alternative Salesperson Code | Enter an alternative contact in this field, if needed. |
| Quote Valid Until | Enter a date until which the machine quote shall be valid. |
| Alternative Quote (Net) Price | Enter an alternative price that shall be included in the quote in this field. If you leave this field blank, the evaluation amount will be used for the quote. |
| Alternative Payment Terms | Enter alternative payment terms/conditions in this field. |
| Additional Note | Here you can enter an additional note for the quote. |
| Print All Machine Images | Activate this toggle switch if all machine pictures shall be printed in the quote. |
| Print Only Market Images | Activate this toggle switch if only market pictures shall be printed in the quote. |
| Print Equipment | Activate this toggle switch if the equipment shall be included in the quote. |
| Print VAT | Activate this toggle switch if the VAT shall be included in the quote. |
| Edit Description | Activate this toggle switch to print a customized description. |
| Print Pretext | Activate this toggle switch if the pretext shall be printed. |
| Print Postscript | Activate this toggle switch if the postscript shall be printed. |
| Print Personal Salutation | Activate this toggle switch to print the name of the salesperson after the postscript. The name of the salesperson depends on the CSM settings in the salesperson profile. |
| Filter Field 1 | This field is dependent on your individual setup, i.e. this field has been customized for you in the software. Activate this toggle switch if the information in the respective field of the machine card shall be printed on the quote. |
| Filter Field 2 | See Filter Field 1. |
| Filter Field 3 | See Filter Field 1. |
| Filter Field 4 | See Filter Field 1. |
- Select the desired process from the Wizard:
| Button | Description |
|---|---|
| Send To... | Click here to export the order confirmation as a PDF, Word or Excel file. |
| Click here to print the order confirmation. | |
| Preview | Click here to see a preview of the order confirmation print. |
| Cancel | Click here to cancel the process and return to the All Machines list. |
You have successfully created a machine quote and exported it as a file. You can now print the exported order confirmation and send it per mail.
Quote Histories
You can view quote histories for contacts as well as machines. The following sections describe how you can access the respective quote histories.
Viewing Quote History
Please proceed as follows to view your quote history:
- Click on Documents > Quotes in the navigation bar.
- The All Quotes list is displayed.
You have successfully viewed the quote history.
Viewing Quote History for a Machine
Please proceed as follows to view the quote history for a machine:
- Click on Machines > All Machines in the navigation bar.
- A list containing all machines is displayed.
- Select the machine of which you want to view the sales quote or return quote history.
- Navigate to the Quote History FastTab on the Machine Card. It is sorted by date by default.
You have successfully viewed the quote history of a machine.
Viewing Return Quote History for a Contact
Please proceed as follows to view the quote history for a contact:
- Click on Contacts > Contacts in the navigation bar.
- Select the contact of which you want to view the sales quote or return quote history.
- Navigate to the Quote History FastTab on the Contact Card. It is sorted by date by default.
You have successfully viewed the quote history of a contact.
Deleting Quotes
You can delete incorrect quotes in MaschinenParkOnline. To do so, please proceed as follows:
Note
Deleted quotes are also removed from the quote history of the contact and can not be restored. The Delete Quote function is only intended for deleting incorrect quotes. It must not be used to delete expired quotes from the All Quotes list.
- Click on Documents > Quotes in the navigation bar.
- Select the quote you want to delete.
- Click on Delete Document in the action bar.
- Confirm the dialog window with Yes.
You have successfully deleted a quote. It will be removed from the All Quotes list.
Managing Quotes
The following sections describe how you can manage quotes in MaschinenParkOnline.
Updating Quote Status
You can view the status of your quotes and update this overview. This improves the clarity which quotes are open, expired, postponed or lost. To update the quote status, please proceed as follows:
- Click on Documents > Quotes in the navigation bar.
- Navigate to the Status column to view the status of the return quotes.
- To update the list, click on Update Status in the action bar.
Tip
Use filters to narrow down the All Quotes list based on status.
You have successfully updated the quote status. All quotes that previously had the Open status, but are now e.g. expired, will be set to the Expired status.
Changing the Validity Period of a Quote
You can adjust the validity period of a quote. To do so, please proceed as follows:
- Click on Documents > Quotes in the navigation bar.
- Click on the quote you want to edit.
- Enter the new expiration date of the quote in the Quote Valid Until field on the Quote Card.
Tip
Use filters to narrow down the All Quotes list based on status.
You have successfully changed the validity period of a quote. Your changes are saved automatically.
Stating a Reason for Lost Quotes
You can state the reason for losing a quote on the quote card. To do so, please proceed as follows:
- Click on Documents > Quotes in the navigation bar.
- Click on the lost quote for which you want to state a reason.
- Enter the correct reason in the Reason for Lost Quote field.
You have successfully stated a reason for a lost quote. Your changes are saved automatically.
Converting a Quote into an Order Confirmation
You can convert a quote into an order confirmation. To do so, please proceed as follows:
- Click on Documents > Quotes in the navigation bar.
- Open the Quote Card of the quote you want to convert.
- Select the Machine Order Confirmation option from the action bar.
- A dialog window opens. The information and settings of the quote are automatically transferred, but can be edited, if needed.
- Select the desired process at the bottom of the dialog window:
| Button | Description |
|---|---|
| Send To... | Click here to export the quote as a PDF, Word or Excel file. |
| Click here to print the quote. | |
| Preview | Click here to see a preview of the quote print. |
| Cancel | Click here to cancel the process and return to the All Machines list. |
You have successfully converted a quote into an order confirmation, which can now be printed and sent.