Creating a Quote
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Creating a Quote
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Quotes generated in Steelhead are able to pull in data stored elsewhere in the software. To generate a Quote, go to the Quotes Dashboard (from the Sales Section of the Homepage) and perform the following steps:
- Click the "New Quote" button.
- Name your Quote or leave the Name field blank to automatically generate an ID.
- Assign yourself or an employee who will oversee the Quote and follow up if needed.
- Identify the Customer who will receive the Quote. You also have the option to create a new Customer if they are not already in the system.
- Once a Customer is selected, you will be prompted to choose an Address and Contact for the quote. These will later be pulled in if the quote is Converted to a Sales Order.
- Existing Customer data will be available to choose for these fields.
- Identify the date that the Quote will be valid until.
- Set a Follow Up Date and Order Due date for workflow planning. These dates will generate alerts if the Quote does not progress to a Sales Order according to your planning.
- In the "Type" dropdown, choose whether you want to base the Quote on Unit Price or Total Price.
- Unit Price allows you to enter in a single Part price. Additional applicable costs (such as Inventory Products like paint) will be listed on a separate line of the Quote.
- Total Price allows you to enter a charge per completed Part and set the quantity of the Parts. The Total Price is calculated from price per Part multiplied by the Part quantity. The Total Price will include input Products.
Irregular (non-formulaic) pricing
If the same formula for prices won't be used across the board, setting a pricing option would look like:
- Create a Quote with the parts and add some custom input fields that will calculate the tiered price
- once you create an SO from the quote, those prices will pull over to the order and the invoice.
- Manually inputting a price into the price field.
Add prices from the Part Number without quoting
- Attach price directly to the Part Number, in the Part Number screen.
- Similar to a quote line-item for more detailed pricing.
- Past quotes are listed along with these Part Number prices.
- Set default price to automatically populate at order entry.
Template part numbers
- Select “Is Template Part Number” on the creation dialog to make that Part Number a base/template for creating other part numbers.
- Adding a template Part Number to a quote/SO/WO/etc creates a copy, and edits to these copies will not affect the template.
- Quickly create & price a new Part Number on order entry & receiving.
- If Custom Inputs on Quotes are enabled on the New Quotes form, submit as needed. You can also make a duplicate with "Copy Quote Line Item".
- Click "Save."
- Add Part Numbers to your Quote.
- Click the "Add Part" button underneath "Parts" on the Quote screen. Choose which parts you want to add to the Quote.
- Select the Process that will be performed on the Parts.
- If Custom Inputs on Quotes are enabled on the Add Parts table, submit as needed.
- Confirm or adjust Part price. You may need to enter either the Part price or the quantity, depending on whether you chose Total or Unit price in step #5.
- Save the Parts.
Parts List:
The Receive Parts area on a Quote page shows Quote Line Number, similar to Invoicing.
Once received, parts on a Quote will show the associated Sales Order.
In addition, the receiving status of this Quote will be shown just under its title, here a Part has been received:
If you see this status, it means that the Part is ready to be received:
Add Quotes to your Part Number
In your Sales Order and you go down to the Parts Table, you can click the edit pencil clickable icon on which part you are wanting to Quote, like shown below:
You can add an existing Quote for this part (if available) or the "+" clickable icon (circled below) will give you the option to create a new quote for that Part Number.
- Add Products to your Quote, if needed. Treatments can also be created during Quoting.
Do you often use the same products on quotes?
Default products for Quotes can be configured with the Default Products option on the Quotes page.
- Add Notes or Files to your Quote, if necessary. Comments can now be added at any step.
- View the PDF and confirm the details of the Quote.
- If Quote Stages are enabled, click the "Move Stage/Request Revision" button to move the Quote to the next Stage.
Users also may update the default price of all the Parts on one Quote at once:
- From the Quotes Dashboard, select a Quote.
- Click the popover menu to the right of "Move Stage/Request Changes".
- Select, "Set Prices as Defaults."
- From there you may unselect Part Numbers that you would not like to update default pricing on, and then click "Update Default Prices" to make the change.
Sending a Quote
- When the Quote is ready to send, click the "Email Quote" button.
- Add or confirm your message.
- Once you add a message for a Customer's quote, the message will save as a default for future Quotes.
- Confirm the recipient's contact information.
- Choose whether to send yourself a copy.
- Click "Send Quote."
- You may request a Signature from the Customer.
- Add or confirm your message.
- If needed, users can bulk send quotes to a Customer.
* Select a Quote.
* Click "+SELECT ALL PAGED CUSTOMER'S QUOTES" to select all the quotes that have been prepared for that same Customer.
* Click "Bulk Actions".
* Click "Send Email".
Quote Notes and Files
Notes and Files can be attached to quotes.
- To add notes, click on the "Edit Notes" button and add any notes needed for handling or processing the Quote.
- To add files, click on the "Upload Files" button and select the file to attach, or drag and drop the file into the dialog box.
- If you like, terms and conditions can be added to your Quotes as well.
- Please contact Steelhead Customer Success if you would like some help with this.
Unit Price Info:
If a Part is Quoted, then Processed and Invoiced, the Quoted price will become the Unit Price on the Part Number profile.
- So if you create Sales Orders for this Part with out re-Quoting them, the Unit Price will show up on new orders.
- The Quoted price will not update the Part Number until it is Invoiced.
- If you make a new Quote for this Part, the Unit Price on the Part will not update with new Quoted Price until the Part is reprocessed/Invoiced.
Quote prices and Part Unit Prices are considered to be separate.
- New Quotes will not pull in the previously Quoted price for that Part Number.
Create a Quote from a Price:
Steelhead includes the ability to create a Quote for a price on a part (you can create quotes of the same part for any customer if you leave the Customer blank on the Part and select it in the dialog while creating a Quote).
- Click on the three dots next to a price on a Part that is not currently on a Quote.
- Choose the 'Create Quote for Price' option in the dropdown to lead you to the create Quote dialog.
- Choose a Customer for the price if it isn't already auto-filled from the Part Number.
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