Quotations

Create professional quotations that convert prospects into customers. This guide covers the complete quotation management process in Angage ERP.

Understanding Quotations

Quotations are formal offers to sell products or services at specified prices and terms. They serve as:

• Price commitments with validity periods
• Professional documents for customers
• Starting point for sales orders
• Negotiation tools

Creating Quotations

Quick Start

1. Navigate to Sales → Quotations
2. Click New Quotation
3. Select or create customer
4. Add products/services
5. Review and send

Detailed Steps

1. Header Information

• Customer: Select existing or create new
• Quotation Date: Defaults to today
• Valid Until: Expiry date (default: 30 days)
• Reference: Customer PO or RFQ number
• Salesperson: Assigned sales representative

2. Adding Line Items

Product Lines

1. Click "Add Product"
2. Search and select product
3. System auto-fills:
   - Description
   - Unit price
   - Tax rate
   - Available stock
4. Enter quantity
5. Apply discounts if needed

Service Lines

1. Click "Add Service"
2. Select or describe service
3. Enter quantity/hours
4. Set rate
5. Add any special terms

Smart Product Search

Type product code, name, or barcode. The search shows stock availability and suggests alternatives for out-of-stock items.

3. Pricing and Discounts

Line-Level Discounts

• Percentage: Apply % discount
• Fixed Amount: Deduct specific amount
• Tiered: Volume-based pricing

Document-Level Discounts

• Early Payment: 2/10 Net 30
• Volume Discount: On total amount
• Promotional: Campaign-based

Advanced Features

Quote Templates

Create reusable templates for:

• Standard product bundles
• Service packages
• Industry-specific solutions
• Seasonal offerings

How to Create a Template:

1. Design quotation with standard items
2. Save as Template
3. Name and categorize
4. Use for future quotes

Quote Versioning

Track quote iterations:

1. Original quote sent
2. Customer requests changes
3. Create new version
4. System tracks all versions
5. Compare changes between versions

Optional Items

Add optional products/services:

• Mark items as "Optional"
• Customer can accept/reject each
• Convert only accepted items to order

How-To Guides

How to Convert Quote to Order

1. Open approved quotation
2. Click Convert to Sales Order
3. Review and confirm:
   • Check stock availability
   • Verify pricing still valid
   • Confirm delivery dates
4. Click Create Order

How to Handle Quote Revisions

1. Open existing quote
2. Click Create Revision
3. Make necessary changes:
   • Update prices
   • Add/remove items
   • Adjust terms
4. Save with revision number
5. Send updated quote

How to Set Up Approval Workflows

For quotes above certain thresholds:

1. Go to Settings → Approval Rules
2. Create rule for quotations:
   • Condition: Total > $10,000
   • Approver: Sales Manager
   • Escalation: After 24 hours
3. Save and activate

How to Track Quote Performance

View quote analytics:

1. Navigate to Sales → Analytics → Quotations
2. Key metrics:
   • Quote-to-order conversion rate
   • Average quote value
   • Win/loss reasons
   • Time to close
   • Product performance

How to Send Quotes Electronically

Email

1. Click Send by Email
2. Select template
3. Customize message
4. Attach additional documents
5. Send and track opens

Customer Portal

1. Click Share Portal Link
2. Customer receives secure link
3. They can:
   • View quote online
   • Accept/reject
   • Request changes
   • Download PDF

Best Practices

Professional Presentation

• Use company letterhead templates
• Include clear terms and conditions
• Add product images
• Provide detailed descriptions
• Show savings/value clearly

Follow-Up Strategy

• Set reminder tasks
• Track quote status
• Monitor expiry dates
• Automate follow-up emails
• Log customer feedback

Pricing Strategy

• Use customer-specific pricing
• Apply appropriate margins
• Consider competition
• Bundle related items
• Highlight value proposition

Configuration

Quote Settings

Navigate to Settings → Sales → Quotations:

• Default Validity: Days until expiration
• Numbering Sequence: QUO-YYYY-00001
• Default Template: PDF layout
• Approval Requirements: Threshold rules
• Auto-Expire Action: Archive or notify

Terms and Conditions

Set up standard terms:

1. Payment terms
2. Delivery conditions
3. Warranty information
4. Liability limitations
5. Governing law

Troubleshooting

Common Issues

Cannot create quotation

• Check customer is active
• Verify product prices exist
• Ensure numbering sequence active

Prices showing as zero

• Check price list assignment
• Verify product has sales price
• Review customer-specific pricing

Cannot convert to order

• Check quote validity
• Verify stock availability
• Ensure customer credit limit

Email not sending

• Verify email configuration
• Check customer email address
• Review email template

Next Steps

Learn how to manage Sales Orders after quotes are approved.