Using Manage Quotes

To access the main Manage Quotes screen, click the Settings icon in the lower left corner, then click Manage Quotes.

The Manage Quotes screen has a similar look and functionality to the Order Processing page. From this screen, you can manage existing quotes, create new quotes, create and respond to quote notes, and convert quotes to orders. By clicking on a quote number, you can access the individual quote for editing or deleting. All sections of the quote can be edited from this screen, and you can navigate to other open quotes by clicking on the quote in the grey sidebar on the left. Quote numbers are automatically assigned sequentially.

Add Items to Quote

It's straightforward to add items to your quote. You can either add items from your current inventory or add new ones that aren't already in your store. Each item's pricing can be adjusted according to your needs. To add an item, click the Add Item(s) button. In the Add Item(s) dialog box, use the Lookup button to open the Product Lookup dialog box, where existing products can be selected to add to the quote. Another option is to add a new item that isn't already in your inventory by manually entering the details (e.g., Code, Name, SKU) and adding any new or existing attributes. Once done, click the Add button, or the Add+ button if there is another item to add.

Send Quote

Once the quote is complete and ready to be sent to the customer, click the Send Quote button, followed by OK in the box that appears. This will send the quote to the customer via email.

Copy Quote

To create a new quote based on an existing one, use the Copy Quote button. After clicking OK, a new quote with the data from the previous quote will be created.

Convert Quote

Click the Convert Quote button when you are ready to transform a quote into an order. The following actions take place when a quote is converted to an order in the admin:

• Calculate Taxes
• Trigger Order Fulfillment Modules
• Update Order Statistics
• Update Order Total
• Update Order Status
• Generate Digital Downloads
• Generate Gift Certificates

On the Manage Quotes page, the quote will now have a status of Converted to Order.

Set Quote Expiry and Follow-Up Emails

Custom expiration dates can be set for each quote from the Manage Quote page. Just click the radio button next to “Quote expires” and then click the date field. The expiration date will be visible in the quote sent via email to the customer and on the quote detail page. After the quote expires, the customer will not be able to accept the quote and complete checkout.

Quote Reminder and Expired Quote Emails

Upon installation of the Manage Quotes module, two Scheduled Tasks are automatically created:

• Send Expired Quote Emails - notifies the customer when their quote expires. This email is enabled by default.
• Send Quote Reminder Emails - sends an email to the customer every X days until the quote expires. This task is disabled by default, but can be enabled if desired. The settings for it are on the Quote Configuration tab under Utilities, with the default frequency set to every 10 days.