Quotes

Quotations are a price promise you give to the customer before they purchase something from your business. Typically, this is the first step in a series of steps in the process of finalizing a sale.

1. Create a Quote

To create a new quote:

1. In the main menu, go to Sales and click on Quotes.
2. In the Quotes list, click on the (+) button.
3. Choose the customer, currency, issued date, expiration date, salesperson, and the Document Status (Draft or Open). If you choose a foreign currency (e.g., EUR$) for a quote, a new field with the exchange rate will appear. You can adjust this rate if needed.
4. In the content section, you can select the products and services to include in this quote. For each line, choose a product, service, or bundle, and define the quantity.
5. Each new quote comes with a default line, but if you need to add more lines, simply click the (+) button below the list and repeat the previous step.
6. In the totals area, you can apply discounts as a percentage (%) of the sale or as a fixed amount ($). If you want to apply either one, just click on DISCOUNT ($) and choose the desired option. Then click on the amount next to it and define the discount amount or percentage.
7. To add additional charges to a quote, below the totals, select an option from the dropdown list and define the amount in the adjacent field. If you need to add more charges, click the (+) button next to the dropdown list.
8. Finally, you can define the terms and conditions of the quotation by completing the respective fields.
9. Click Save to save the document.

2. Edit a Quote

To modify a quote:

1. In the main menu, go to Sales and click on Quotes.
2. In the Quotations list, locate the quotation you want to edit.
3. Click on the action menu (three horizontal dots).
4. Click on Edit.
5. Make the necessary adjustments.
6. Click Save to save the changes.

3. Delete a Quotation

There may be occasions where it's necessary to delete a quotation. This could be due to an error or mistake. To delete a quotation:

1. In the main menu, go to Sales and click on Quotes.
2. In the Quote list, locate the quote you want to delete.
3. Click on the action menu (three horizontal dots).
4. If the quote is in Draft or Open status, you will have the option to Delete.
5. If the quote is in Closed status, it cannot be deleted.
6. You will be asked to confirm the action.

4. Send Quote via Email

With the "Send by Email" feature, you can send quotes in PDF format to your clients via email. To send a quote by email:

4. In the main menu, go to Sales and click on Quotes.
5. In the Quotes list, locate the quote you want to send via email.
6. Click on the action menu (three horizontal dots), and then click on Send by Email.
7. Fill in the fields for To (your client's email), Subject, and Message. These details will come by default, but you can make necessary adjustments.
8. If you need to include a BCC or CC, click on the link next to the To field.
9. Click Send to send the quote.

5. Quote List and Options

The quote module provides a list of all generated quotes and a range of options in the action menu (three horizontal dots) for each quote, allowing you to manage and track each transaction easily. The options in this menu include:

• Preview
  This option allows you to view the quote as it would appear once printed or sent to the client. It's useful for verifying information before taking any further action.
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• Duplicate Document
  If you need to create a quote with similar information to an existing one, this option lets you duplicate it to avoid entering the same data again.
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• Edit
  If you need to edit a quote, this option allows you to make changes as long as the quote is not in the Closed state.
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• Copy to Invoice
  If you need to generate an invoice from a quote, this option allows you to create the invoice using all the information from the quote. Please note that this changes the quote's state to Closed.
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• Copy to Sales Order
  If you need to generate a sales order from a quote, this option allows you to create the order using all the information from the quote. Please note that this changes the quote's state to Closed.
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• History
  This option lets you view all transactions associated with this quote, such as invoices or sales orders, etc.
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• Attach File
  You can add files related to the quote, such as supporting documents or attachments sent by the client.
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• Audit
  The audit function shows the changes made to the document, allowing for a detailed tracking of modifications.
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• Send by Email
  This option enables you to send the quote directly to the client via email.
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• Delete
  If you need to delete a quote for any reason, you can do so using this option. Keep in mind that you can only delete quotes in the Draft state.
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• Void Document
  When the quote is in the Open state and you need to void it, you can use this option. A voided quote cannot be deleted.

These menu options are designed to streamline your quote management and provide greater flexibility and control over your sales process.

7. Settings

Cashflow provides sales customization options to adapt the platform to the specific needs of each business, allowing for operational efficiency. These options include:

• Price List
  This option allows you to create specific price lists for different products in your inventory.
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• Discount Groups
  This option enables you to define and apply discounts to groups of products within a price list.
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• Modify Sales Price
  It grants users the ability to change the sales price of products.
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• Item Discounts
  It gives users the capability to apply specific discounts to individual items.
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• Global Discount
  Allows users to define a global discount that applies to the entire sales document.
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• Item Commission
  Enables the possibility to establish commissions based on each product sold.
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• Exchange Rate
  Permits hiding the display of the exchange rate in the user interface.

Tips & Best Practices

• Utilize the available options within the sales modules, such as price lists, item discounts, commission calculations, and more, to tailor them to the specific needs of your business.
• Ensure you correctly select the customer and currency before adding items to a quote. This is essential for applying the correct price lists and avoiding errors later on.
• Before saving a quote in the Open state, double-check all the details to prevent the need for later modifications.
• Use the Draft status for quotes when creating them or making changes. Once the quote is ready to be sent to the customer, change the status to Open.

Common Issues

Here are some common issues with the sales modules and their solutions.

• I can't apply discounts to specific products
  You need to enable the "Item Discount" option in Settings > Sales > General Settings. Save the changes and refresh the document to verify functionality.
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• I can't modify the selling price of a product
  You must activate "Modify Selling Price" in Settings > Sales > General Settings. Save and refresh the document to confirm the change.
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• I can't apply a global discount to the quote
  You need to enable "Global Discount" in Settings > Sales > General Settings. Save the changes and refresh the document to verify functionality.
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• I can't define item-based commissions
  Activate the "Item Commission" option in Settings > Sales > General Settings. Save the changes and refresh the document to confirm the change.
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• The exchange rate is not displayed in the quote
  You should enable "Exchange Rate" in Settings > Sales > General Settings. Save and refresh the document to confirm the display of the exchange rate.
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• Some fields are not displayed in the quote
  Enable these fields in Settings > Documents > Document Settings. In the list of documents, go to Sales and click on the configuration icon next to Quotes. In the Column Display options, activate the columns you want to see in the document view and print view. Then click Save. Remember to exit and re-enter the quote document to see the changes.

Remember that if you are unable to resolve the problem, it is always best to contact technical support for assistance and to avoid potential errors that could affect your accounting records.