More and more customers are interested in the sneaker box, and at Cloud Kicks, everyone is ready for marketing. Candace is eager to learn how she can create quotations in Frisbii and especially how to send them by email. She asks Linda to explain.
Preparation
Let's keep in mind the first article of the module: Quotations - Field dictionary.
Before creating the first quotation, Candace and Linda need first:
Account/ Contact: set up the Jackson Mini Jazz Dance account.
Product: create the product Sneakers Box at 150€, in the appropriate Price Book.
If needed: Customize the PDF template of the quotation to create the purchase order / delivery note
Linda is setting up the products and price list for the sneaker box. Candace created the account before.
Afterwards, Linda explains that there are two ways to create a quotation:
From an Opportunity
Ex nihilo: not linked to an Opportunity
First, it shows the fastest option: from an Opportunity.
Creation of quotation from the opportunities
For large accounts, Candace creates opportunities. To save time, she wants to create quotations from opportunities. Linda explains the process to her. Since the opportunity products are included in the quotation as quotation line items, it's done in a few clicks.
Steps
Go to the Opportunities tab.
Open the opportunity you would like to create the quotation on.
Click on the Create Quotation button.
In the Visualforce page that opens, click on Confirm.
That's it, the quotation is created!
Creation of quotations from scratch (ex nihilo)
Now she shows Candace how to create a quotation without an opportunity.
Steps
Go to the Quotation tab.
Click on the New button.
Give your record a name (required).
Fill in the information following our Field dictionary.
Click on Save.
That's it! The quotation record is created. Now we need to create the quotation line items, since they could not be retrieved from the opportunity as seen before
How to add quotation line items
Linda just showed how to create a quotation. Now she shows Candace how to add a product to it.
Reminder: Please remember the prerequisites mentioned at the beginning of this article. To create quotation line items, you potentially need products and the associated configuration.
There are two ways to add a product to a quotation:
1. Add a product via a price book
Allows you to use the information available in your price book.
Note: You still have the possibility to customize the quotation line item before creation.
Allows you to fill in the information manually, without using a product catalog.
Note: You still have the possibility to add a product from a price book.
Add a product by using a price book
Click on the related list Quotation line items.
Click on the Add Product button.
Select a product of the Price Book.
Click on Save.
Note: When you select your product, the fields are automatically filled in.
However, you can make changes in the Product Selection section:
Order / Rename your products
Modify the detailed description
Indicate a Discount Rate (if needed)
Adjust the Quantities and the Unit Prices before tax
Add a product using the New button
Click on the related list Quotation Line Items.
Click on the New button.
Fill in the requested information (products, prices, quantities...). You can have a look on this article on Quotation line items.
Click on Save.
Great! Now Candace knows two different ways how to add a product to her quotation.
Set up a PDF template for the quotations
The PDF template to be used by default for quotations has to be selected from the Corporate Name Tab.
Follow this article to know how to do: PDF templates - How to set up packaged templates.
To learn how to customize your quotation PDF template, we recommend that you read the articles of the relevant module, starting here: PDF Quotation template - Main structure.
You can also change the PDF template for the current quotation by using the lookup field Other Template, if you want to use another template than the one selected by default on the corporate name tab or to test a new template you just created.
Steps
Go to the Quotation tab.
Open the concerned quotation.
Go to the Quotation layout section.
Select the desired template from the drop-down menu in the Other template field by typing the first three letters of the template name.
Creation of the PDFs
Once you have filled in your quotation, you want to create a PDF to print and/or send by e-mail to your contact.
Steps
Go to the Quotations tab.
Click on the Create PDF button to access the preview interface.
You can either Save the PDF or Save and send by e-mail.
Note: In both cases, the PDF will then be available in the related list Quotations PDF. You can create as many PDFs as you wish.
Email sent out
If, like Linda and Candace, you want to send the quotation by email, please follow this procedure.
Steps
Go to the PDF preview interface by clicking on the Create PDF button.
Click Save and Send by E-mail to access the email interface.
Note: If you wish to create custom email templates, please read E-mail templates management.