Update status of sent quotation

Disclaimer

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

After a response from the customer, the status of the sent quotation must be changed manually. A customer can accept or reject the quotation. After comments from a customer, the quotation can also be revised if required. 

Additionally, a number of actions can be performed from a sent quotation (status 'Open', 'Previous version', 'Ready to invoice', 'Invoiced', and 'Rejected').

Access to sent quotation

To access:

• click on the Sales icon in the navigation bar
• click on Quotations
• in the now-opened screen, select the Sent work list
• then, in the now-opened screen, open the sent quotation by clicking on the subject of the relevant quotation.

Sent quotation

On the various tabs in the quotation, a number of details of the quotation can be viewed such as:

• general data 
• versions
• emails.

In the document viewer, a screen preview and the quotation lines of the quotation can be viewed.

AVAILABLE USER ACTIONS

From this screen, a user can:

• accept the sent quotation
• reject the sent quotation
• revise the sent quotation
• perform more actions:
  • ask a question
  • copy a quotation
  • delete a quotation
  • resend a quotation.
    
    

Accept quotation

After agreement by phone, mail or email from the customer, the (revised) quotation must be accepted.

To accept a quotation:

• click on the Process button
• in the now-opened screen, click on the Accepted menu option from the dropdown menu
  
  
  After accepting the quotation, the following pop-up will appear on your screen:
  
  

The quotation disappears from the ‘Sent’ work list and is moved to the ‘Ready to invoice’ work list.

Status of accepted quotation

The status of the quotation is changed to ‘Ready to invoice’.

For a detailed description of invoicing an accepted quotation, see article Ready to invoice.

Reopen accepted quotation

As long as the accepted quotation has not yet been invoiced, it can be reopened by clicking on the Reopen button. 

The reopened quotation is moved to the ‘Sent’ work list. 

Status of reopened quotation

The status of the reopened quotation is changed to ‘Open’.

Reject quotation

If the customer has indicated that they do not agree with the quotation, the quotation should be rejected.

To reject a quotation:

• click on the Process button
• in the now-opened screen, click on the Rejected menu option from the dropdown menu
  
  
  After rejecting the quotation, the following pop-up will appear on your screen:
  
  

The rejected quotation disappears from the ‘Sent’ work list, gets the status ‘Rejected’ and is moved to the ‘All’ and ‘Quotation history’ view.

Status of rejected quotation

The status of the quotation is changed to "Rejected.

A rejected quotation can always be reopened so that it can be accepted, rejected or revised again.

Revise quotation

The customer has indicated that one or more items on the quotation need to be changed before possible approval.

To revise a quotation:

• click on the Process button
• in the now-opened screen, click on the Revise menu option from the dropdown menu
  
  
  
• in the now-opened quotation, change the relevant data.
  In our example, the number of items has been increased to 2.
  
  
• resend the quotation to the customer by clicking successively on the Next and Process buttons.
  
  The following screen is opened:
  
  
  The quotation reference has been changed from ‘3’ to ‘5’, the quotation line now shows ‘2’ for the number of items to be sold, and the total amount of the quotation has been increased.

The first version of the quotation disappears from the ‘Sent’ work list and is moved to the ‘All’ and ‘Quotation history’ overview.

The second revised version of the quotation is placed on the ‘Sent’ work list.

Status of revised quotation

The status of the quotation is changed to 'Previous version'.

View versions of revised quotation

On the Versions tab, you can view the first version and the second revised version of the quotation.

View first version

To view the details of the previous version of the quotation, click on the appropriate link. The document viewer then shows the screen preview of the previous version of the quotation and the quotation lines.

View current version

To reopen the current version of the quotation, click on the Go to current version button.

Perform more actions

The actions below that can be performed from a sent quotation depend on the status of the quotation:

• ask a question about the quotation
• copy the quotation
• delete the quotation
• resend the quotation.

To perform any of the above actions, click on the More actions button and then click on the appropriate menu option in the dropdown menu.

For a detailed description, see article Actions from sent quotation.