A new Quote Maintenance screen has been designed and added to the system. This works in much the same way as any other Maintenance screens. Users can search for any quotes, regardless of what Front End they were created in within this screen. When performing any of the actions on this screen, the appropriate Front End is used. For instance, if using the Redraw selected option, it will redraw the quote in the Front End it was created in.
Note; this New quote Maintenance screen replaces the Quote Maintenance screen under the Invoicing system and Mail Order Quote Maintenance screens.
Storing Quotes
Quotes are now no longer deleted upon redrawing or cancelling. It will now archive the information for later viewing. Quote Maintenance will be able to show quotes with any status.
Duplicating Quotes
Users are now able to Duplicate Quotes, no matter their status by locating the required quote, selecting it and pressing the Duplicate selected button. Upon Duplication, users can choose to change the customer/contents of the quote if required.
Displaying / Reprinting Quotes
Users will also be able to Display and/or Reprint old quotes. Simply click on Display Selected or Reprint Selected once the desired quote is highlighted.
When Displaying a Quote, a new ‘Details’ button will be available at the bottom of the screen. This will show the details added from the Quote completion screen as well as information about the current status, notes and the reason given if the quote was cancelled.
Deleting Quotes
Quotes are now no longer deleted. Instead, users can manually Cancel them, or wait until the day end process is done on the Expiry Date and they will expire automatically.
Cancelling Quotes
When cancelling quotes, a confirmation of the quote and its detail will first appear on screen. When users click on Quit, a message will appear asking the user to confirm if they would like to cancel the selected Quote.
- Clicking No will not make any changes.
- Clicking Yes will Cancel the Quote.
If Yes is selected, a Quote Cancel screen appears. Users will see the quote number (non-editable), and a drop down list where they can select a reason for cancelling the quote. Selecting a reason is mandatory. (More reasons can be added at a later stage). Notes can also be added to provide more in-depth information about why the quote was cancelled.
Modifying Quotes
Quotes with a status of Open can be modified. Select the quote, then click the Modify Selected button. This will open the quote in the front end it was created in, ready for modifying. It is highly recommended to always use this screen in future to modify a quote, no matter which front end is in use.
Redrawing Quotes
Quotes can be redrawn in the appropriate front end by selecting the Redraw Selected button after selecting the desired quote.
Changing Follow up and Expiry Dates on Quotes
The Follow up and Expiry dates can be modified for a quote. To change a date, open the quote in modify mode. Select complete to the quote without changing anything else. In the Quote Completion page update the date or dates that you need to and select OK. This will update the system with the new dates.
Quotes using the old method
If using the ;Q command in one of the front ends to view quotes, it will only show quotes with a status of Open. It is highly recommended that instead of using the ;Q command, use the Quotes Maintenance screen instead.
Day End Processes
When running the day end reports for each respective Front End System, it will now Expire Quotes for that front end only (as opposed to previously deleting them). This will mean if the day end report has been run for Point of Sale, only the point of sale quotes will have expired that have the current date as the expiry date; the invoicing quotes will not expire until the Invoice day end report has been run.