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. 

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.

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.

Hover your mouse over the Sales icon in the navigation bar, click on Quotations and then in the now-opened screen select the Sent list from the dropdown menu.

In the now-opened screen, open the relevant sent quotation by clicking on the subject of the quotation.

The following screen is opened:

To change the status of the open quotation, click on the dropdown menu of the Process button.

You can choose from three different options here:

• Accepted
• Rejected
• Revise.

Accept quotation

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

Click on the Accepted menu option.

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.

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.

ATTENTION!

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. 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.

Click on the Reject menu option.

After rejecting the quote, the following pop-up will appear on your screen:

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.

ATTENTION!

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

Revised quotation

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

Click on the Revise menu option.

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.

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

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

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

ATTENTION!

The first version of the quotation disappears from the ‘Sent’ work list, gets the status ‘Previous version’ and is moved to the ‘All’ and ‘Quotation history’ view.

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

Perform more actions

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.