HelpSheet006. Grouping options on quotes.

Transcription

1 Helpsheet ProspectSoft CRM V6 page 1 / 7 HelpSheet006. Grouping options on quotes. Overview There is a Grouping tab on the Quote/Order Line screen which enables you to pre-configure quotes before they are sent to the message medium. You can: choose not to show individual quote lines sales and line values sub-total quote lines within the quote split the quote into two on the same document while retaining just one quote document and number within ProspectSoft CRM split the quote so that one part is on one page and a second part is on the next page add a Group Title which will be displayed on a custom quote table ( f required and installed) This is achieved by setting a rule or rules for the first line where you want the quote to deviate from the default presentation which is that all line values are shown and grand-totalled at the end of a single table. When you want the rule you have chosen to finish, you start a new group ( either default or new rules ) with the next line in the quote. The rules you apply to the quote are shown at the far right end of each quote line on the Quote/Order Details screen. Given that anything you configure in this way can still be altered on the displayed quotation document before saving, any mistakes you make can be rectified before the quote is sent. However, if you re going to use this function regularly to set up standard Grouping layouts it may be a good idea to practice first in the ProspectSoft Demo software or by setting up test quotes on your live system and then having them deleted when you re happy with them check this first with your System Administrator. Use the Copy Quote button, if appropriate. Method In this example, we are going to create a Group Quotation where the first three lines do not have any selling prices shown but are sub-totalled and then the last two lines are shown normally ( as default ). This is a typical use of Grouping where you do not want to show the customer some individual prices but still need to give him an overall price for the Group we are going to show the three components of a security camera installation only as a sub-total value with a separately priced VDU and video recorder, and a grand total value for the whole quote.

2 page 2 / 7 Create a Quotation up to the point of exiting the Quote/Order Line screen for line 1 of the Quotation, Click on the Grouping Tab to open it. The tab will appear. lick on the New Group checkbox and the options will appear. As this is line 1 and we want this and the next two lines to have no values displayed but to be subtotalled, set the rules to be Hide Individual Prices and Subtotal Group. From v5.05 onwards, there is a Group Title field which can be used to describe the group on a customised quotation.

3 page 3 / 7 Click Save and New to move to line 2 s Quote/Order Line screen via the Product Selection screens. Enter the Quantity for line 2 but as the rules are not changing for this line there is nothing to do on the Grouping tab so Click Save and New again to move to line 3 s Quote/Order Line screen via the Product Selection screens. Enter the Quantity for line 3 but as the rules are not changing for this line either, there is nothing to do on the Grouping tab so: Click Save and New to move to line 4 s Quote/Order Line screen via the Product Selection screens. Enter the Quantity for line 4. Now the rules are changing for lines 4 and 5 because we want to show them as normal default values so Click on the Grouping Tab for line 4 to open it.

4 page 4 / 7 Click New Group because we want to change the rules. To change back to default values, do not tick any of the checkboxes just Click Save and New to move to line 5 s Quote/Order Line screen via the Product Selection screens.

5 page 5 / 7 Enter the Quantity for line 5 and click OK to finish the quote. Continue the quotation process through to displaying the Fax Quotation which will look like this:-

6 page 6 / 7 The first three lines are simply sub-totalled and the last two are default. Note: As this is not a custom quotation table, the Group Titles are not displayed The choices made on the Grouping tabs are displayed at the far right on the Quote Lines window in the Quote/Order record.

7 page 7 / 7 Double clicking on the tick boxes will take you back to the Grouping tab should you want to make changes quickly