Process (and send) quotation

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

To send a new  quotation to your customer, the following steps need to be completed:

• prepare the quotation for sending to the customer

• add notes, if necessary

• check and, if necessary, change the quotation date and/or sending method

• process the quotatipn  in the administration so that it is actually sent to the customer.

Click on the Sales icon in the navigation bar, click on Quotations and then select the Quotations ready to be sent work list in the now-opened screen.

Open the quotation you want to process and thereby actually send, by clicking on the subject of the relevant quotation.

The following screen is opened: 

From this screen, a user can:

• process and send the quotation
• save the quotation as 'Ready to send'
• delete the quotation.

Process and send quotation

After checking the quotation date, sending method and screen preview, the quotation can then be processed directly in the administration and sent to the customer by clicking on the Process button.

The following message appears in the screen:

The quotation disappear from the 'Quotations ready to be sent' work list and is moved to the 'Sent' work list

TIP!

The processed quotation can also be found in the Sales folder, on the quotations tab in the Archive.

Depending on the sending method, the quotation:

• will be sent by post
  
  After processing the quotation, the quotation can be opened and downloaded as a PDF document in the follow-up screen by clicking on the Open this document with Adobe Reader button. After opening the PDF document, the quotation can be printed if required.
  
  
  TIP!

  In Contacts (CRM), you can use the Printer labels function to address the envelope to be sent.
  
  

• will be sent by email
  The customer receives an e-mail with the quotation attached in PDF.

• will not be sent by email: the quotation is processed in the administration but not sent to your customer.

ATTENTION!

When sending a quotation by e-mail, always check that the login details (username or password) that give access to the SMTP server (which handles the e-mail) are correct. If this is not the case, the following error message may appear: " Check your username and/or password.535 5.7.8 Error: authentication failed: authentication failure ]".

This message also appears when you use two-step authentication. This is not supported from Yuki when sending email. In that case, the mail server settings need to be cleared so that mails are handled by Yuki's server.

Save quotation as 'Ready to send'

To save the quotation again as an invoice to be sent, click on the Save as 'Ready to send' button.

Delete quotation 

To delete a quotation ready to be sent, click on the Delete button.

In the now-opened message, click on the Yes button to actually delete the quotation.