Quote VS Sales Order

High-level Document Workflow

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• Quote from the Scratch Pad by using Copy to Customer feature.
• Quote from an Account record (Prospect or Customer) by an internal SalesRep.
• New Quote by copying an existing Quote or Sales Order or selecting one from your Quote Hot List.
• Quote and merging items from another quote into it.
• An empty Quote and importing items through the Config Import feature.
• Sales Orders by converting open Quotes.
• Sales Order from converting a StoreSite Cart on checkout.

• Start a Quote on the Scratch Pad before having an account record.
• Add different item types: products, services, labor, bundles, and configurations to quotes and sales orders.
• Add manual line items and create bundles on the fly.

• Pull items from other documents in ChannelOnline to start a Quote.

• Item table formatting for better end-customer presentation and usability.

• Browse through Quote and Sales Orders via a dedicated sub-tabs in the Documents Tab, Account View page, and through Search.

• Access permissions to control the creation, edit, and approval of Credit and Reviewholds.

• Print and email Quote and Sales Order Documents.

• Send Quotes for Electronic Signature (once signed, they convert to SalesOrders).

• Once a Sales Order is in place, the items on it can be converted into Purchase Orders to suppliers, Invoices, or Return Merchandise Authorizations(RMAs).

• Line-level connections to all linked documents for statuses and quantities of all linked items.

• Use custom fields to gather information at both the document and line level.

• Ability to designate different ship-to locations by itemline.

• Take multiple quote documents and add them to a single Proposal.

• Perform reporting against your Quotes and Sales Orders.

Available Actions & Statuses

Quote to Sales Order

Quote Tracking

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Activating Quote & Sales Order Functionality

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• Change the printed name on your Quote documents from Quotation (often used to change it to Estimate)
• Enable and set the Quote expiration calculation date.
• Activate the ability to select ship-to location at a line-item level. For use with large accounts which have multiple locations.
• Choose to display the profit column in the product table to see GP on a line-by-line basis and select how it displays the calculated result.
• Allow specified external configurations or quotes to be imported straight onto a document (list of supported types can change; check Admin > Company Settings to see current listing).
• For users of the Export Quote or XML API, a requirement can be set to make sure all quotes contain a shipping address before they can be exported.

Sales Orders Setting Options

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• The order processing default is systematically set at Manual. Specific requirements must be met to enable the automatic processing feature (contact Support for more details).
• Set the system to update the Sales Order creation date to the date it was converted from a Quote to a Sales Order. Otherwise, it will continue to use the creation date of the Quote.
• Place an order amount threshold for all orders created that flags them on an Order Review hold. Only users with proper access rights can unlock these documents. The threshold can also be overridden at the account level (see account Payment Options).
• When using credit limits on accounts, you can enable the system to deduct the total amount of the Sales Order from the amount of available credit.
• Enabling Line Item Drop Ship allows specific lines from a sales order to be shipped to an address that is different from the Ship-to address in the header.
• Last modified data can be updated whenever a line has been updated by a link PO. For example, with a shipping status update from shipped to delivered.

Granting Quote & Sales Order Access Permissions

• View all Quotes, Proposals, Sales Orders, Invoices and RMA(s) – Needed to view documents on customer account records and the Documents tab.
• Create / Edit Quotes and Proposals for all Customers – Basic right for quote creation from customer account records and the Documents tab.
• Create / Edit Sales Orders for all Customers – Enables user to convert quotes into sales orders.
• Ability to unlock Quotes, Sales Orders Invoices and RMAs – In the event that a document gets locked from an export or system rule, only these users can unlock it to put it back into edit mode.
• Ability to approve for Credit Hold or Review All Orders – This right works in conjunction with the use of the credit setting on prospect or customer accounts.

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• Edit Price (i.e. Customer Price, Cost, Margin, Profit) – Users with this access can make adjustments to the line items cost, margin, and pricing.
• Create / Edit Manual Line Item – Opens up the ability for users to place manual line items onto a quote or sales order document.
• Edit Expiration Date – This right only applies to quotes.
• View Company Purchase Approval System documents in Admin – gives users the ability to open documents that were created by customers using CPAS.

Managing E-mails & Notifications

Quote and Sales Order notification emails are available in the Document Delivery section of the System Emails admin module. The following is a breakdown of the available email options. Note that many email templates consist of both a text version for use with an HTML attachment as well as one for a PDF attachment of the document being sent.

Document Delivery Section – These emails are generated manually by a rep or a customer by clicking ‘Send’ and/or ‘email’ on a document

• Quote (Customer View) – [StoreSite Link, HTML and PDF] – These three templates control the default content of the email that your sales team members will generate to send the customer from a Quote document internally in Admin.

• Quote (Internal View) – [HTML and PDF] – These two templates control the default content of the email that your sales team members will generate to send to other members of your company from a Quote document internally in Admin.

• Quote (Store) – [HTML and PDF] – These two templates control the default content of the email that your customer will generate on the StoreSite to sendout.

• Sales Order (Customer View) – [StoreSite Link, HTML and PDF] – These three templates control the default content of the email that your sales team members will generate to send the customer from a Sales Order document internally in Admin.

• Sales Order (Internal View) – [HTML and PDF] – These two templates control the default content of the email that your sales team members will generate to send to other members of your company from a Sales Order document internally inAdmin.

• Order (Store) – [HTML and PDF] – These two templates control the default content of the email that your customer will generate on the StoreSite to sendout.

• E-Sign Link (To Customer) – [E-sign Document Link] – This template controls the default content of the email that your sales team members will generate to send a Quote to a customer for electronic signature.

• Invoice (Customer View) – [StoreSite Link, HTML and PDF] – These three templates control the default content of the email that your sales team members will generate to send the customer from an Invoice Document internally inAdmin.

Document Delivery Section – These emails are system generated automatically based on the identified action

• Order Submitted – Pending Approval (Internal) – Sends an email notification to the assigned sales rep when a submitted order is waiting for approval. Only used when customer order approval has been enabled.

• Order Item Shipped Notification (Global) – Sends an email notification of items shipped to customer. This is triggered by the updating of the shipping status on the item lines of a SalesOrder.

• Order Submitted Notification [Manual] – Notification of an Order placed on the StoreSite to the assigned SalesRep.

• Customer Order Submitted Notification [Manual] – Generates an Order Confirmation email to customer when an order is placed on theStoreSite.

Creating Quotes

Quote creation may be initiated from three different places within the application.

• 1.The first method is to place items into your Scratch Pad and then click on the Copy To Customer link in the footer.

• 2.The second method is go to the Account View page for that customer or prospect and click on the Create Quote button in the documents section (there is also a Create Quote link in the Account Actions Component).

• a.Add products to the quote by part number, browsing, or the favorites list.

• b.Add products in bulk by merging in another document (Merge into this Document) or importing a configuration.

• 3.The third method is to go to an existing quote, sales order or invoice and select Copy to New Quote.

Once the Quote document has been generated, you are ready to begin building the Quote. Before items are added, it is important to understand how to navigate the document page. Also, be sure that the correct account information is in the document header section. Verify the company name, contact, and any default billing and shipping addresses.

Document Header

At the top of the document page is the header section. This section contains the document title, a row of sub-tabs, displays custom links (when active), and rows of order and customer information.

Below the page’s “view” sub-tabs, the document header is divided up into three main rows containing three columns in each row. Although the first row is always visible, the second and third rows can be hidden or expanded for better usability. The breakdown of the header section areas can be outlined as follows:

1. Document sub-tabs and custom links
2. Document processing information
3. Customer and contact
4. Internal users and stats
5. Bill to & Ship to
6. Order payment and shipping options
7. Custom Fields and/or Remit to address (for Invoices)
8. Company logo with show / hide options

Quote Header (Open)

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The highest portion of the header contains:

• Document Title (Status) – will also display document hold or lock information.
• Document Sub-tabs which include:
  • Standard (view) – hides all supplier information and is suitable for end-customer viewing.
  • Standard Plus (view) – displays the supplier that has been selected as the source for the cost and pricing of the item in a table below the description of the line item. In addition, enables the ability to perform in- line editing of main item information.
  • Selected Supplier (view) – displays the supplier that has been selected as the source for the cost and pricing of the item in a table below the description of the line item.
  • All Suppliers (view) – this view shows all available suppliers, including the selected supplier, for all line items.
  • Activity (log) – behind this tab is a list of actions that have been taken on the document being viewed.
  • Revisions – quotes, proposals, and orders can be saved as revisions. The Revisions tab provides access to the captured revisions for and functionality for reverting back to a previous one.
• Custom Document Links (optional) – any configured and enabled global or customer URLs will appear here.

Below that are the three header rows. Those rows are sectioned out into groups of information.

1. Focuses on document related information. The left column has document number and revision, important dates (created, expire, and follow up), and statuses. In the center, you will find the customer related details. In the right column is the internal related data like Sales Rep, account manager, and amounts.
2. Contains information on the client’s bill-to and ship-to addresses, plus any payment and shipping method details.
3. Used mainly for optional fields and images like custom fields and logo. It is also used to place the company remit- to address on Invoices.

See Appendix C Header Fields for a complete breakdown of fields and their meanings.

Product Table Organization

After making sure that the correct information is in the document header, it is time to begin building the quote. There are many ways to set up a Quote, but much of the time users begin with adding products, services, or labor items onto it.

Adding Items (Products, Services, or Labor)

The products that get added to a quote rely on the catalog that is assigned to the end-customer. To double check the catalog the system is using, look at the current catalog in the left menu or see it in the title of the page when selecting the Products tab. For further verification of an account’s assigned catalog, go to the account view page. Once the catalog is verified, the correct products will be able to be placed on the Quote. Products are added through:

• Search Field – Type in the keyword or part number you are searching for to be taken to the search results page. From there, select Add to Quote or click on the product for more details (items may also be added from the product page).

• Products Tab – Click on the Products tab in the top navigation, and then select the category (sub-category), manufacturer, bundle, paragraph, or supplier to drill down into. From the search results page, select Add to Quote or click on the product for more details (you may add to quote from the products page also).

• Favorites List – The favorites list will take you straight to the product page. Select the quantity and Add to Quote.
• Add Product (quick) – On the quote page itself, there are two places that you can quickly add products – the Add Product field at the bottom of the page, or from the Add/Import/Update action button from the product table action bar. If the search term used has one exact match and there is a single item checked at the time the search is performed, the item will be added to the table directly below that checked line. If there are no items checked or there are more than 1 item checked, the item will be added to the bottom of the table. If there is more than one matching item, any items added from the resulting search results page will be added to the bottom.

Bundles

Bundles can be managed in Products Admin (recommended method for use with reporting) or created on the fly within a document. From within the document, select the lines that need to be part of the bundle (lines must be one after the other), go to the Line Action button and select Convert to Bundle. Bundle header and subtotal lines will be added above and below those items selected for the bundle. In the empty header fields, enter a name, description, and part number for the bundle and click the check icon to save. If the new bundle needs to be added to a catalog, it can be saved into Products Admin by clicking on the “Add to Database” icon to the right of the part number field.

There is also an additional view where you can hide all items in the document that are not a part of the bundle for ease of making changes to the bundle details accordingly. Clicking on the stacked line icon lets you can also reorder items within the bundle or delete lines from the bundle without having to unbundle.

Applying Quantity and Price Adjustments

Users with Edit Price access can adjust all items for price and quantity directly in the product table. Once the quantity or sell price is changed, the document will automatically apply that change to the document’s totals and GP % amounts.

Applying a per-line adjustment can be achieved manually or by utilizing the line item calculator. By clicking on the calculator icon to the right of the sell price, a pop-up window will appear thatallows for modification of price by:

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• Change Sell Price – directly in the pricefield

• Add or Subtract a fixed amount

• Apply a discount % based on the list price

• Margin or Markup Percentage

Shortcut keys are available in the calculator

• Press ‘D’ to change the method to ‘Discount (offlist)’
• Press ‘M’ to change the method to’Margin’
• Press ‘K’ to change the method to’Markup’
• Press ‘S’ to change the method to ‘SellAt’
• Press ‘A’ to change the method to ‘Add or Subtract X Dollars’

It is also possible to select multiple line items, or document wide, at one time to change the margin or markup by going to the Apply section of the Gross Profit box in the Totals section of the document (more details are provided in the Totals section of this document).

Editing a Line Item

After an item is placed on a document, you may edit some of the information for that item. To get to the edit window, select the ‘Edit’ button icon to the left of the description to see line item details. The edit window will allow you to view or modify characteristics such as:

• Line One and Two Description – Update the descriptions provided by 1WorldSync Content Solutions or the selected supplier (these only affect the description on the document).

• Item Type – Select from product, service, orlabor.

• Part number, Qty, and Unit / List Price – Adjustments made will be automatically applied onsave.

• Package Weight – Can be adjusted when using custom items and suppliers; is also a good indication that the shipping price needs adjusting.

• Modify Category and Manufacturer – Is useful if the item was incorrectly categorized or was found in additional products (these only affect the item on the document).

• Item Notes – For additional details about the item to be viewable by the customer.

• Drop Ship Addresses – When activated from the Company Settings, ship-to addresses can be assigned to the individual lines of a Quote or Sales Order (optional functionality). This allows for a delivery address that is different than the one in the header; for use with accounts that have multiple locations for a single order.

• Cost Centers – Select from a list of cost center names/codes that have been set up for the assigned account (optional functionality).

• Supplier Costs & Availability – Change selected supplier and confirm cost, margin/markup, andprofit.

• Contract #s – An adjusted cost and contract # can be added in the Cost Section. Adjustments made to cost will not be updated by ‘Live Cost & Availability’ so long as a Contract # has been provided and will be sent with the item to thePO.

Standard Plus view also includes inline editing, which is the ability to edit the following fields without opening an edit window:

• Line One and Two Description

Besides the standard fields, ChannelOnline provides some special fee and discount options. To enable these options, go to Admin > Company Settings. The optional fields that can the used are:

• Shipping Cost – enabling the ability to view and edit shipping cost allows for greater accuracy when running reports for order gross profit. When this setting is enabled, the Gross Profit box will display a breakdown of the shipping profit, cost, and gross profit percent.

• Apply a coupon / discount code – From within Admin > Marketing, coupon or discount codes can be created. Once enabled, internal and StoreSite users can enter the Coupon Code and receive the established discount on the document. The actual name used for the discount line in the Totals section can be modified in Company Settings.

• Line Item Fees – When line item fees are being used, they will be totaled onto a line visible in the Nontaxable totals section. The actual name used for the item fee line in the Totals section can be modified in Company Settings.

• Miscellaneous Fee – when activated, it can be used for surcharges, e-waste, handling, or any additional fee that is often applied to customer orders.

To the left of the item totals and fees is the Gross Profit box. The gross profit box by default contains a breakdown of the profit, cost, and gross profit percent for the document. When the ability to display the shipping cost is activated, the box will contain three rows – top for items, middle for shipping, and the bottom for the combined calculation of both.

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Also contained within the Gross Profit box is the ability to adjust the selling price of multiple lines on the order by entering an amount and selecting to apply it as either a margin or markup percentage. This feature eliminates the need to go line by line down the product table to make the changes. To apply the change, first select the lines that need to be adjusted, enter the amount, select either margin or markup from the dropdown in the Gross Profit box, and then click the Check (Apply) button.

Options and Links

To the bottom left of the document in the Totals section are some additional options and features that can be taken advantage of.

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• Terms & Conditions – the terms and conditions link will display the terms and conditions from the StoreSite that the account is assigned to.

• Attach an External File – when there are other external documents (ones not generated within ChannelOnline, like end-customer POs) that need to be linked to the document, you can attach them with this feature. Just click the “+ Attach File” link, enter a title, enter the URL and click the Attach Button.

• Display this document in the StoreSite? – Checking the box will allow users on the StoreSite to see the document in the Account Activity tab once they have logged in.

Notes

All documents have a series of note text boxes at the very bottom of the page. Both Quotes and Sales Orders have three boxes. Each can contain specific messaging targeted at different audiences.

• Document Notes (Optional) – for messages that will be shown when printing/emailing the document in all views.

• Internal Document Notes – notes pertaining to the document that are for internal recipients only. They are not to be displayed or sent to a customer. To show on print/email, the “Notes & Comments (int.)*” box must be selected in the delivery window.

• Customer Comments – come from the account edit page on Prospects and Customers and are often used as reminders for special pricing, account, or handling information. To show on print/email, the “Notes & Comments (int.)*” box must be selected in the delivery window.

Tasks

Tasks can be created for documents by using the ‘+’ (plus) icon in the active document tab scroll-over information window or in the top row of the document header. More information on tasks can be found in the Organizer User Guide.

Merging, Importing & Special Pricing

A quick way to bring multiple outside items into a quote is by using the Merge into the Document or the Import Config functionality. Merge into the Document takes another document from within ChannelOnline and pulls it into the active one being built. Import Config focuses on taking specific predefined external documents and bringing them into ChannelOnline and onto the active document.

Merging Documents

This ability takes Quotes in an Open status and merges all the lines in the product table (or adds them) into the open Quote or submitted Sales Order document that you are working on. After selecting Merge into this Document from the Add/Import/Update button, a popup window will appear to assist in locating the document to be merged. Options for locating the document are by:

• List type:
  • Recent Docs Lis
  • Hot List
  • Recently Modified
• Document number.

• Date Range – Select from a drop down of ranges or create your own range by using the date entry fields. These ranges may also be combined with the selection of a specific sales rep and/or account company name. Just select the SalesRep from the drop down and begin typing the name of the account being searched for.

Importing 3rd Party Quotes

Your Admin must first enable ‘Config Imports’ from Company Settings > Settings for the specific import files to be used. Once activated, users are able to select the ‘Import Config’ link in the Add/Import/Update action button at the top of the product list in the body. For each supported Import Config type, a sample file is available for download to check for compatibility and for instructions on how to format your import. Import file types that can be available to import:

• Cisco Configurations