This chapter covers the following topics:
A quote can be created as a new quote or as a copy of an existing quote.
When you create a quote, you must specify the following information:
Primary Salesperson
Customer
Expiration Date
Currency
Order Type
Operating Unit
Status
A record for the new quote is created when you enter this information and select Apply. If you had not specified a name for the quote, the name is generated as Quote for <Customer Name>.
With the exception of customer, customer account, and operating unit, other attributes can be changed or added after quote creation. However, if the customer did not have a customer account prior to quote creation, it can be specified after quote creation. Subsequently, the customer account cannot be changed.
The searchable list of customers comes from Oracle Receivables. You can create new customers if the Create Customer button is enabled using OA Personalization in Quoting HTML UI.
For more information on OA Personalization, refer the Oracle Application Framework Personalization Guide.
A quote is an offer to a customer that contains priced products and shows a total price for the offer. You create a quote when you accumulate products for a customer and save your work.
Oracle Quoting maintains a list of all of the quote versions you have created. You can modify only the latest version of a quote. Previous versions of a quote are read-only- you can neither modify the quote from the user interface nor change the quote status, but you can create new versions from old versions.
You cannot delete quotes once you have created them. Your administrator can set quotes to expire automatically after a certain period of time.
The status of a quote indicates the evolution of a quote from the initial offer to order placement. Quote status and transitions reflect your sales process. Status data indicates progression of the sales cycle.
The status of a quote determines what kind of activities related to that quote are possible. Your application administrator can set up and customize the rules governing each updateable status in several ways, including the following:
Decide which statuses allow modification of the quote and which are read-only
Add statuses
Change status names
Define, by application, a default quote status on a new quote or version
Decide the statuses to which a given status can change
Set up quote status transitions by operating unit
The following table shows the seeded quote statuses that are available.
| Quote Status | Description | Read-only |
|---|---|---|
| Approval Canceled | Sales representative canceled the approval process. | No |
| Approval Pending | Quote is pending approval. | Yes |
| Approval Rejected | Approval was rejected by the approvers. | No |
| Approved | Approved by the approvers. | Yes |
| Draft | Initial status. | No |
| Inactive | No more activity allowed. | Yes |
| Order Submitted | Order submitted to Oracle Order Management. | Yes |
| StoreDraft | For iStore internal use only. | No |
The statuses in the following table exist for backward compatibility (for previous version of Oracle Quoting), but there is no functionality behind them.
| Quote Status | Description | Read-only |
|---|---|---|
| Bid | Could be used to show that the quote was presented to a customer. | No |
| Lost | Could be used to show that the customer declined/rejected the quote. | No |
| Problem | Could be used to show there is a problem with the quote being submitted as an order. Note: The system will not automatically set this status if the order is not submitted. |
No |
| Reviewed | Could be used to show that the quote was reviewed internally. | No |
Note: The statuses Ordered, Entered, Contract Canceled, Contract Pending, and Contract Required are obsolete. They still appear in the Quote Status setup form but they will be locked. You will not be able to create any transitions to them, nor will you have the ability to enable them.
If a quote status is read only, you can only update the following attributes:
Modify tasks and notes.
Change the quote status, as long as the transition is valid. Thus, you can potentially place an order, initiate approval, etc.
Publish or unpublish a quote, if publishing is enabled and the quote satisfies publishing criteria.
Modify payment information, until the order is submitted.
Add and remove attachments. You cannot replace existing attachments.
Additional Information: A user can fully update a quote in read-only status if the system administrator sets the profile option ASO: Status Override to Yes for that specific user. The user must have update access to the quote to be able to modify it.
If you want to update a quote in read-only status:
Transition to an updateable status.
Create a new quote version.
Use Duplicate Quote to create a new quote.
Status changes are regulated to prevent accidental changes, such as reverting an ordered quote status back to a non-ordered status.
The following table shows the seeded transition rules for quote status changes.
| From | To | User Maintainable |
|---|---|---|
| Approval Pending | Approved | No |
| Approval Pending | Approval Canceled | No |
| Approval Pending | Approval Rejected | No |
| StoreDraft | Draft | No |
| StoreDraft | Inactive | No |
| StoreDraft | Order Submitted | No |
If a seeded transition is user maintainable, the application administrator can disable the transition. If the transition is not user maintainable, the application administrator cannot disable the transition as this is used by the system to enforce functionality.
A record for the new quote is created when you enter the quote name and other mandatory information. Oracle Quoting then generates the quote and version numbers, creation date, and status.
The quote number is unique across all quotes for all customer IDs and account numbers. For a new quote the version number is 1 and the status is Draft.
Quote Defaulting
You may notice that when you select the option to create a quote, the page opens with some of the fields having values in them. This is possible because of defaulting rules.
The quote header defaulting rules are applied for each field that does not have a value and has a defaulting rule set up for it. The quote line defaulting rules are applied when a quote line is created. If a trigger attribute is subsequently changed, then the dependant attributes are cleared and defaulted again. For example, if the pricing agreement (trigger attribute) is changed, then the payment terms and price list (dependant attributes) values are cleared and the defaulting rules are applied again to derive fresh values. For more information on setting up defaulting rules, refer the Oracle Quoting Implementation Guide.
Prerequisites
The profile option ASO: New Quote Security must be set to No at the appropriate level to create new, standalone quotes. If set to Yes, you cannot create new quotes but you can create quotes from opportunities. See Enabling Quoting Security, for more information.
Field Behavior
Templates
Select one or more quote templates that you wish to apply to the quote. You can apply a template with an operating unit that is different or same as the quote's operating unit. Set value of the ASO: Filter Quote Template By profile option appropriately to apply the template with an operating unit.
If the profile option ASO: Enable Item Orderability is set to Yes, only orderable products can be added to a quote. The application verifies if the related products to be added are orderable and removes the products that are not orderable from the quote.
Item orderability rules need to be set up in Oracle Order Management. For information on setting up item orderability rules, see the Oracle Order Management Implementation Manual
Quote Number
If the ASO: Automatic Numbering profile option is set to No at the appropriate level, you can enter a quote number that must be unique across all quotes. If this profile option is set to Yes, the system will automatically assign a unique number.
Customer
Tip: If you know the customer's account number, you can enter it in the Account Number field and press the TAB key. The Customer is populated from the values associated with the account number.
If you select a customer with an address, the address field is automatically populated. See Address Defaulting for more information.
The account number field is automatically populated based on the customer that you selected from the search results. If the customer has no accounts, one may be created based on the setting of the ASO: Auto Account Creation profile. See Creation of Accounts for more information.
Important: The customers displayed in the search results are based on the value that the ASN: Customer Access Privilege profile is set to. Refer the Oracle Quoting Implementation Guide for more details.
Expiration Date
The expiration date is defaulted based on the profile options ASO: Default Expiration Date GL Calendar and ASO: Default Expiration GL Period Type, or the profile option ASO: Quote Duration. See the Oracle Quoting Implementation Guide for more information.
Primary Salesperson
The Primary Salesperson defaults to the user creating the quote, if that user is set up as a salesperson for the current operating unit. If not, it defaults to the sales representative designated in the system parameter Default Salesrep.
If ASO: Automatic Sales Team Assignment is set to Full or Partial, this field is read-only without defaulted values.
Primary Sales Group
The primary sales group defaults from the system parameter Default Sales Group. See the Oracle Quoting Implementation Guide for more information.
If the profile ASO: Automatic Sales Team Assignment is set to Full or Partial, this field is read-only without defaulted values.
Source Name
Source Name refers to various marketing sources, such as campaign, that are set up in Oracle Marketing. If the quote is created from an opportunity, the source name defaults from Oracle Sales. If you are creating a quote directly, you can specify a source name in this field.
Agreement
The Agreement menu lists agreements that are valid for the Quote To customer and customers related to the Quote-to customer, and agreements that apply to all customers.
Price list
Lists all available price lists. The value in this field defaults from:
Agreement
Customer
Order Type
Contract Template
A default contract template is defaulted from the system parameter Default Contract Template.
Flexfields
Flexfields can be enabled or disabled using OA Personalization.
See also:
If your discussions with the customer have reached an advanced stage, you can create a quote from the opportunity. Many of the values from the opportunity are passed on to the quote. If defaulting rules are set up, some fields in the quote header and lines may obtain values based on the rules. If a trigger attribute is subsequently changed, then the dependant attributes are cleared and defaulted again. For example, if the pricing agreement (trigger attribute) is changed, then the payment terms and price list (dependant attributes) values are cleared and the defaulting rules are applied again to derive fresh values.
Prerequisites
The user must be logged into Oracle Sales to perform this procedure.
You must either use an existing opportunity or create a new one. See the Oracle Sales User Guide for detailed instructions on creating and accessing opportunities.
Navigate to Oracle Sales > Opportunity > Opportunities
Field Behavior
Contract Template
A default contract template is defaulted from the system parameter Default Contract Template.
Flexfields
Flexfields can be enabled or disabled using OA Personalization.
Templates
You can select one or more quote templates to apply to the quote. You can apply a template with an operating unit that is different or same as the quote's operating unit. Set value of the ASO: Filter Quote Template By profile option appropriately to apply the template with an operating unit. If the profile option ASO: Enable Item Orderability is set to Yes, the application verifies if the products are orderable and removes the products that are not orderable while creating the quote.
The following fields, when available, are defaulted to the quote, and cannot be changed:
Customer
Account
Note: If the customer has only one account number, the account number and description default into the account field. If there are multiple account numbers, they are displayed, with descriptions, in a drop-down menu for selection. If there are no account numbers, one may be created in Quoting based on the setting of the profile option ASO: Auto Account Creation. See section Creation of Accounts or the Oracle Quoting Implementation Guide for more information.
Opportunity Name
Service Items
If the profile option ASO: Require Service Reference on Add to Quote is set to Yes, the service items from the opportunity are not copied to the quote. If set to No, the service items are copied and the start date is defaulted to the current date. The duration and period fields default from the values set up in Oracle Inventory for the service item. These can be changed after the quote is created.
Note: If the sold-to address is invalid when a quote is created from an opportunity, the address is not carried over to the quote and no values will be defaulted into the Bill To and Ship To address fields.
If the profile option ASO: Enable Item Orderability is set to Yes, the application verifies if the products are orderable, while copying products from an opportunity, and removes the products that are not orderable, while creating the quote.
You can create a quote from the Update Customer or Update Contact pages. If you create a quote from a Customer, the quote is defaulted with the customer details. Similarly, if you create the quote from the Contact, the quote is defaulted with the customer and contact details.
For other details on creating a quote, see Creating a Quote.
Currently, you can create a quote using the Quoting UI or the Create Quote API. Creating a hundred-line quote using the Quoting UI will take considerable time. Alternately, the same hundred-line quote can be created much faster by specifying the quote and quote line information in a spreadsheet and processing it in bulk using the Create Quote API. The spreadsheet can be created offline by a partner user and then sent to the Quoting user to upload it into the system. The spreadsheet upload process performs the same validations as those in the UI since it uses the existing Create Quote API to create the quote. The spreadsheet approach also supports the ability to create multiple quotes at a time. The layout of the spreadsheet can be personalized to meet the business requirements.
To create a quote using WebADI:
Navigate to Quoting User > Desktop Integration > Create Quote.
From the Create Document page, you can choose Viewer and Layout. The Create Quote Layout is the seeded layout to create quotes within Oracle Quoting.
Select Create to generate the spreadsheet. The Excel file is downloaded to the desktop. Use this Excel file as a template to populate the quote details.
Action: Enable macros in the Excel file.
Send the spreadsheet to the users who need to populate it.
Users enter quote details within the spreadsheet.
After populating the spreadsheet, offline users should send the spreadsheet to an online user.
Online users should upload the spreadsheet to Oracle Quoting to create the quotes. If there are validation errors during the upload process, the online user can correct them and re-upload it.
Online users can modify data using Oracle E-Business Suite UIs.
Additional Information: In online mode, only one set of flexfields (headers or lines) can utilize the built in flexfield support. The other set of flexfields can be added as regular fields.
For more information on WebADI integration, see the Oracle Web Applications Desktop Integrator Implementation and Administration Guide and the Oracle E-Business Suite Desktop Integration Framework Developer's Guide.
View all versions of a quote by clicking the Version number link of the Quote Number field in the Quote Header. When you create a new version, the version number increments by one.
Prerequisites
The user must have update access to the quote.
The primary version of the quote must not be in one of the following statuses:
Approval Pending
Order Submitted
Notes
If Sales Contracts integration is enabled and you create a new version, the following contract-related information will be copied to the new version:
Contract document attachments
User Variables
The Contract acceptance details will not be copied to the new version. Additionally, you can review contract terms of previous quote versions with user and system variables resolved for specific versions of the quote.
Refer the Copying Quotes chapter for details on the information that is passed to the new version of the quote.