Constructing a Quote
You can construct quotations for existing customers only. To draw customer information into a new quotation, you can use one of the following methods:
- Select the customer information for a new quotation by querying the company name or entering the information in the fields of the Quote window.
- Enter the number of an existing opportunity and Oracle Sales and Marketing fills in the customer information and expected purchase line items from the opportunity.
- If the quote is associated with a promotion, and a special price list for that promotion, you can enter a promotion code within the Find Quotes window. When you enter the promotion code in this window, Oracle Sales and Marketing loads the proper price list for the quote.
Three fields are defaulted into a new quote:
Expiration Date: This value is set by adding the value of the profile option OSM: Quote Duration to the current date. This default value is 30 days, but you can set it for longer or shorter period.
Price list: This is the from OSM: Quote Order Type profile option.
Currency Code: This is from the default price list.
When you enter an existing customer in the Company field, any price list and associated currency information for that customer replaces the default value.
The status of a quote indicates the current stage of development a quotation has achieved. A quote can change status several times during its life cycle, and Oracle Sales and Marketing keeps automatic control of the cycle. The Quotation Status Log is updated for each quote version you make. The status is the only thing you can change on a quote version.
The available quote status terms are:
Drafted: Initial status.
Bid: Presented to customer.
Accepted: Customer accepted terms.
Order Problem: There is a problem with placing the order.
Order Reviewed: The order has been reviewed for conformance to Order Entry rules and processes.
Ordered: The order has been sent on to Order Entry for processing.
Lost: The quotation has not been accepted by the customer.
Inactive: No more activity on this quotation.
The following grid shows when and what you can change the status of a quotation to. Note that once a quote has been changed to the status of ordered, you cannot change the status, unless it is to order reviewed. The intent of rule enforced status change is to prevent a user from accidentally changing a quote status back to a non-ordered status.
|
| drafted
| No
| Yes
| Yes
| Yes
| Yes
| No
| Yes
| Yes
|
| bid
| No
| No
| Yes
| Yes
| Yes
| No
| Yes
| Yes
|
| accepted
| No
| No
| No
| Yes
| Yes
| No
| Yes
| Yes
|
| order problem
| No
| No
| No
| No
| Yes
| No
| Yes
| Yes
|
| order reviewed
| No
| No
| No
| No
| No
| Yes
| Yes
| Yes
|
| ordered
| No
| No
| No
| No
| No
| No
| Yes
| Yes
|
| lost
| No
| No
| No
| No
| No
| No
| No
| Yes
|
| inactive
| No
| No
| No
| No
| No
| No
| No
| No
|
1. Enter the name in the Quote Name field.
This is not a mandatory step, but helps to identify the quote.
2. Select a status from the Status field. Press the F9 key for a list of values.
Drafted is usually the initial quote status, but you can choose any value from the list of values.
3. Select the Opportunity Num field or the Company field depending on whether you are creating a quote from an opportunity or not. If you are creating a quote that does not have an existing opportunity, one is created for you.
To create a quote from an existing opportunity:
- Use the Opportunity Num field to draw in information from an existing opportunity. When you enter the number and leave the field, the company and item information is retrieved for you. If this quote is not from an opportunity, leave this field blank.
If not from an opportunity:
- Use the Company field to select a customer from your database.
- Enter the Account Code for the company.
4. Enter the sales representative name associated with the account in the Employee field.
5. You can still change the Price List value by selecting the list of values. The list shows all valid price lists for the customer.
6. Enter line item information in the Items tab.
- Choose the Select Items button to access the Find Items window. You can search for particular inventory items.
- If you already know inventory item information, enter the information. You can press the F9 key for a list of values. The fields are validated by Order Entry.
7. Choose the Select Items button to find specific line items to quote.
To search for and select an item:
The Select Items window lets you search by: Item Category Set, Item Category, Catalog Group, or Item Description. You can retrieve a list of all inventory items by choosing Find.
Note: Items are selected when the line item color changes to blue.
1. To select a single item, press the Control key on your keyboard and click the left mouse button.
2. To select several single lines, press the Control key, then select each single line with a click of the left mouse button.
3. To select a group of lines, press the Control key and select the first line, then press the Shift key and select the last line in the group.
4. If you make a mistake or change your mind, the select process toggles. Click once, the line is selected. Click a second time and the line is deselected.
5. When you have made your selections, choose OK to add the line items to your quote.
The Apply button adds lines to your quote, and is useful if you are adding several items from different item categories. When you choose the Apply button, the Select Items window is not closed.
When you return to the Quote window, your items are added to the Items lines. The lines are not automatically numbered, so if you have many lines in your quote, you may need to add line numbers.
If you need to adjust the quantity of an individual item, you can enter a new number in the quantity field. The extended price field shows the total for that quantity of the item.
The total for all items and the List Price is shown in the header region of the Quote window. The List Price, together with any discounts (as taken from the price list and discounting information for this customer) are added to result in the Quote Price.
