[ADD] sales: create quotations doc

closes odoo/documentation#10430

X-original-commit: 1aee294219
Signed-off-by: Kevin Scannell (ksc) <ksc@odoo.com>

content/applications/sales/sales/send_quotations.rst

@@ -7,6 +7,7 @@ Send Quotations
 .. toctree::
    :titlesonly:
 
+   send_quotations/create_quotations
    send_quotations/quote_template
    send_quotations/optional_products
    send_quotations/get_signature_to_validate

content/applications/sales/sales/send_quotations/create_quotations.rst

@@ -0,0 +1,331 @@
+=================
+Create quotations
+=================
+
+In Odoo **Sales**, quotations can be created and sent to customers. Once a quotation has been
+confirmed, it officially turns into a *sales order*, which can then be invoiced and paid for.
+
+.. _sales/quotation-settings:
+
+Quotation settings
+==================
+
+To access these setting options, navigate to :menuselection:`Sales app --> Configuration -->
+Settings`, and scroll to the :guilabel:`Quotations & Orders` section.
+
+.. image:: create_quotations/quotations-orders-section.png
+   :align: center
+   :alt: The Quotations and Orders section on the Odoo Sales app Settings page.
+
+- :guilabel:`Quotation Templates`: Enable this option to create quotation templates featuring
+  standard product offers, which are then selectable on quotation forms. When this checkbox is
+  ticked, an additional field, :guilabel:`Default Template`, appears, along with a link to the
+  :guilabel:`Quotation Templates` page.
+- :guilabel:`Online Signature`: Request an online signature to confirm orders.
+- :guilabel:`Online Payment`: Request an online prepayment from customers to confirm orders. Request
+  a full or partial payment (via down payment). When this checkbox is ticked, an additional field,
+  :guilabel:`Prepayment amount (%)`, appears. There is also a link to the :guilabel:`Payment
+  Providers` page.
+- :guilabel:`Default Quotation Validity`: Determine a set amount (in :guilabel:`days`) that
+  quotations can remain valid for.
+- :guilabel:`Default Recurrence`: Select a default period from the drop-down menu to use as a
+  recurrence period for a new quotation.
+- :guilabel:`Sale Warnings`: Get warning messages about orders that include specific products or
+  customers.
+- :guilabel:`PDF Quote builder`: Customize the look of quotations with header pages, product
+  descriptions, footer pages, and more.
+- :guilabel:`Lock Confirmed Sales`: Ensure no further edits can be made to confirmed orders.
+- :guilabel:`Pro-Forma Invoice`: Send pro-forma invoices to customers.
+
+To activate any of these settings, tick the checkbox beside the desired option(s). Then, click
+:guilabel:`Save`.
+
+Quotations dashboard
+====================
+
+The *Quotations* dashboard is the page that appears when the :menuselection:`Sales app` is opened.
+
+By default, the :guilabel:`Quotations` dashboard displays all quotations in the database related to
+the current user, as indicated by the default :guilabel:`My Quotations` filter present in the search
+bar.
+
+.. image:: create_quotations/quotations-dashboard.png
+   :align: center
+   :alt: The Quotations dashboard present in the Odoo Sales application.
+
+.. note::
+   To view *all* quotations in the database, remove the :guilabel:`My Quotations` filter from the
+   search bar.
+
+Quotations on this page appear in a default list view, but can also be viewed in a
+:icon:`oi-view-kanban` :guilabel:`Kanban` view, :icon:`fa-calendar` :guilabel:`Calendar`,
+:icon:`oi-view-pivot` :guilabel:`Pivot` table, :icon:`fa-area-chart` :guilabel:`Graph`, or
+:icon:`fa-clock-o` :guilabel:`Activity` view.
+
+To view and/or modify any listed quotation from the :guilabel:`Quotations` dashboard, click on the
+desired quotation line from the list, and Odoo reveals the specific form for that selected
+quotation.
+
+Create quotation
+================
+
+To create a quotation, open the :menuselection:`Sales app`, and click the :guilabel:`New` button,
+located in the upper-left corner of the main :guilabel:`Quotations` dashboard.
+
+.. important::
+   The :guilabel:`New` button is **only** present if the :guilabel:`Quotations` dashboard is in list
+   or Kanban view.
+
+Clicking the :guilabel:`New` button reveals a blank quotation form, with various fields and tabs to
+configure.
+
+.. image:: create_quotations/quotation-form.png
+   :align: center
+   :alt: A typical quotation form in the Odoo Sales application.
+
+Begin by entering the customer's name in the :guilabel:`Customer` field at the top of the form. This
+is a **required** field.
+
+If the customer's information is already in the database, the :guilabel:`Invoice Address` and
+:guilabel:`Delivery Address` fields auto-populate with the saved information for those respective
+fields, based on the data from that customer's contact record (found in the **Contacts**
+application).
+
+If the customer was referred by another customer or contact, enter their name in the
+:guilabel:`Referrer` field.
+
+If a :guilabel:`Referrer` is selected, a new field, :guilabel:`Commission Plan` appears, in which a
+commission can be selected from the drop-down menu. This commission is rewarded to the contact
+selected in the :guilabel:`Referrer` field.
+
+Next, if they have not already been auto-populated with the customer's information, enter the
+appropriate addresses in the :guilabel:`Invoice Address` and :guilabel:`Delivery Address` fields.
+Both of these fields are **required**.
+
+Then, if desired, choose a :guilabel:`Quotation Template` from the drop-down field to apply to this
+quotation. It should be noted that some additional fields may appear, depending on the template
+selected.
+
+The default date that appears in the :guilabel:`Expiration` field is based on the number configured
+in the :ref:`Default Quotation Validity setting <sales/quotation-settings>` (in
+:menuselection:`Sales app --> Configuration --> Settings`).
+
+.. tip::
+   When using a quotation template, the date in the :guilabel:`Expiration` field is based off the
+   :guilabel:`Quotation Validity` figure on the template form.
+
+If the quotation is for a recurring product or subscription, select the desired :guilabel:`Recurring
+Plan` from that specific drop-down menu.
+
+If desired, select a specific :guilabel:`Pricelist` to be applied to this quotation.
+
+Lastly, select any specific :guilabel:`Payment Terms` to be used for this quotation.
+
+Order Lines tab
+---------------
+
+The first tab on the quotation form is the :guilabel:`Order Lines` tab.
+
+In this tab, select products, and quantities of those products, to add them to the quotation.
+
+There are two ways to add products to the quotation from this tab.
+
+Click :guilabel:`Add a product`, select the desired item from the :guilabel:`Product` drop-down
+field, and proceed to adjust the quantity of that selected product, if necessary.
+
+Or, click :guilabel:`Catalog` to reveal a separate page, showcasing every item (and every potential
+product variant) in an organized catalog display, with items organizable by :guilabel:`Product
+Category` and :guilabel:`Attributes`.
+
+.. image:: create_quotations/product-catalog.png
+   :align: center
+   :alt: A product catalog accessible via a quotation in the Odoo Sales application.
+
+From here, simply locate the desired items, click the :icon:`fa-shopping-cart` :guilabel:`Add`
+button on the product card, and adjust the quantity, if needed. When complete, click the
+:guilabel:`Back to Quotation` button in the upper-left corner to return to the quotation, where the
+newly-selected catalog items can be found in the :guilabel:`Order Lines` tab.
+
+If multiple items should be presented in a more organized way on the quotation, click :guilabel:`Add
+a section`, enter a name for the section, and drag-and-drop that section heading in the desired
+location amongst the items in the :guilabel:`Order Lines` tab. The section heading appears in bold.
+
+If needed, click :guilabel:`Add a note` beneath a certain product line to add a custom note about
+that specific product. The note appears in italics. Then, if needed, proceed to drag-and-drop the
+note beneath the desired product line.
+
+Beneath the product lines, there are buttons that can be clicked to apply any of the following:
+:guilabel:`Coupon Code`, :guilabel:`Promotions`, :guilabel:`Discount`, and/or :guilabel:`Add
+shipping`.
+
+.. seealso::
+   - :doc:`../products_prices/ewallets_giftcards`
+   - :doc:`../products_prices/loyalty_discount`
+   - :doc:`../products_prices/prices/pricing`
+
+Optional Products tab
+---------------------
+
+Open the :guilabel:`Optional Products` tab to select related products that can be presented to the
+customer, which may result in an increased sale.
+
+For example, if the customer wants to buy a car, an optional product that could be offered is a
+*Trailer Hitch*.
+
+.. seealso::
+  :doc:`optional_products`
+
+Other Info tab
+--------------
+
+In the :guilabel:`Other Info` tab, there are various quotation-related configurations separated into
+four different sections: :guilabel:`Sales`, :guilabel:`Delivery`, :guilabel:`Invoicing`, and
+:guilabel:`Tracking`.
+
+.. note::
+   Some fields **only** appear if specific settings and options have been configured.
+
+Sales section
+~~~~~~~~~~~~~
+
+In the :guilabel:`Sales` section of the :guilabel:`Other Info` tab, there are sales specific fields
+that can be configured.
+
+.. image:: create_quotations/other-info-sales.png
+   :align: center
+   :alt: The Sales section of the Other Info tab of a quotation form in Odoo Sales.
+
+- :guilabel:`Salesperson`: Assign a salesperson from the drop-down menu to be associated with this
+  quotation. The user who originally created the quotation is selected in this field, by default.
+- :guilabel:`Sales Team`: Assign a specific sales team to this quotation. If the selected
+  :guilabel:`Salesperson` is a member of a sales team, that team is auto-populated in the field.
+- :guilabel:`Company`: Select a company from the drop-down menu this quotation should be associated
+  with. This field only appears when working in a multi-company environment.
+- :guilabel:`Online signature`: Tick this checkbox to request an online signature from the customer
+  to confirm the order. This field only appears if the *Online Signature* setting has been enabled.
+- :guilabel:`Online payment`: Tick this checkbox, and enter a desired percentage in the adjacent
+  field, to request an online payment from the customer (for that designated percentage of the total
+  amount) to confirm the order. This field only appears if the *Online Payment* setting has been
+  enabled.
+- :guilabel:`Customer Reference`: Enter a custom reference ID for this customer. The entered
+  reference ID can contain letters, numbers, or a mix of both.
+- :guilabel:`Tags`: Add specific tags to the quotation for added organization and enhanced
+  searchability in the Odoo **Sales** application. Multiple tags can be added, if necessary.
+
+Delivery section
+~~~~~~~~~~~~~~~~
+
+In the :guilabel:`Delivery` section of the :guilabel:`Other Info` tab, there are delivery-specific
+fields that can be configured.
+
+.. image:: create_quotations/other-info-delivery.png
+   :align: center
+   :alt: The Delivery section of the Other Info tab of a quotation form in Odoo Sales.
+
+- :guilabel:`Shipping Weight`: Displays the weight of the items being shipped. This field is not
+  modifiable. Product weight is configured on individual product forms.
+- :guilabel:`Incoterm`: Select an Incoterm (International Commerical Term) to use as predefined
+  commerical terms for international transactions.
+- :guilabel:`Incoterm Location`: If an Incoterm is being used, enter the international location in
+  this field.
+- :guilabel:`Shipping Policy`: Select a desired shipping policy from the drop-down menu. If all
+  products are delivered at once, the delivery order is scheduled, based on the greatest product
+  lead time. Otherwise, it is based on the shortest lead time. The available options are:
+  :guilabel:`As soon as possible` or :guilabel:`When all products are ready`.
+- :guilabel:`Delivery Date`: Click into the empty field to reveal a calendar popover, from which a
+  customer delivery date can be selected. If no custom date is required, refer to the
+  :guilabel:`Expected` date listed to the right of that field.
+
+Invoicing section
+~~~~~~~~~~~~~~~~~
+
+In the :guilabel:`Invoicing` section of the :guilabel:`Other Info` tab, there are invoicing specific
+fields that can be configured.
+
+.. image:: create_quotations/other-info-invoicing.png
+   :align: center
+   :alt: The Invoicing section of the Other Info tab of a quotation form in Odoo Sales.
+
+- :guilabel:`Fiscal Position`: Select a fiscal position to be used to adapt taxes and accounts for
+  particular customers or sales orders/invoices. The default value comes from the customer. If a
+  selection is made in this field, an :icon:`fa-refresh` :guilabel:`Update Taxes` clickable link and
+  icon appear. When clicked, the taxes for this partiuclar customer and quotation are updated. A
+  confirmation window appears, as well.
+- :guilabel:`Analytic Account`: Select an analytic account to apply to this customer/quotation.
+
+Tracking section
+~~~~~~~~~~~~~~~~
+
+In the :guilabel:`Tracking` section of the :guilabel:`Other Info` tab, there are tracking specific
+fields that can be configured.
+
+.. image:: create_quotations/other-info-tracking.png
+   :align: center
+   :alt: The Tracking section of the Other Info tab of a quotation form in Odoo Sales.
+
+- :guilabel:`Source Document`: Enter the reference of the document that generated the
+  quotation/sales order, if applicable.
+- :guilabel:`Opportunity`: Select the specific opportunity (from the **CRM** app) related to this
+  quotation, if applicable.
+- :guilabel:`Campaign`: Select the marketing campaign related to this quotation, if applicable.
+- :guilabel:`Medium`: Select the method by which this quotation originated (e.g. *Email*), if
+  applicable.
+- :guilabel:`Source`: Select the source of the link used to generate this quotation (e.g.
+  *Facebook*), if applicable.
+
+.. seealso::
+   :doc:`../../../websites/website/reporting/link_tracker`
+
+Notes tab
+---------
+
+In the :guilabel:`Notes` tab of the quotation form, enter any specific internal notes about the
+quotation and/or customer, if desired.
+
+Sending and confirming quotations
+=================================
+
+Once all the necessary fields and tabs have been configured, it is time to send the quotation to the
+customer for confirmation. Upon confirmation, the quotation turns into an official sales order.
+
+At the top of the form, there is a series of buttons:
+
+- :guilabel:`Send by Email`: When clicked, a pop-up window appears with the customer's name and
+  email address in the :guilabel:`Recipients` field, the quotation (and reference ID) in the
+  :guilabel:`Subject` field, and a brief default message in the body of the email, which can be
+  modified, if needed.
+
+  Below that, a PDF copy of the quotation is attached. When ready, click :guilabel:`Send` to send
+  the quotation, via email, to the customer, so they can review and confirm it.
+- :guilabel:`Send PRO-FORMA Invoice`: This button **only** appears if the *Pro-Forma Invoice*
+  setting has been enabled. When clicked, a pop-up window appears with the customer's name and email
+  address in the :guilabel:`Recipients` field, the *Proforma* invoice (and reference ID) in the
+  :guilabel:`Subject` field, and a brief default message in the body of the email, which can be
+  modified, if needed.
+
+  Below that, a PDF copy of the quotation is attached. When ready, click :guilabel:`Send` to send
+  the quotation, via email, to the customer, so they can review and confirm it.
+- :guilabel:`Confirm`: When clicked, the quotation is confirmed, and the status changes to
+  :guilabel:`Sales Order`.
+- :guilabel:`Preview`: When clicked, Odoo reveals a preview of the quotation the customer sees when
+  they log into their customer portal. Click the :icon:`fa-arrow-right` :guilabel:`Back to edit
+  mode` link at the top of the preview page, in the blue banner, to return to the quotation form.
+- :guilabel:`Cancel`: When clicked, the quotation is canceled.
+
+.. note::
+   If the *Lock Confirmed Sales* setting is enabled, the sales order becomes :guilabel:`Locked`, and
+   is indicated as such on the sales order form.
+
+At this point, the quotation has been confirmed, turned into a sales order, and is now ready to be
+invoiced and paid for.
+
+For more information about invoicing, refer to the :doc:`Invoice based on delivered or ordered
+quantities <../invoicing/invoicing_policy>`
+
+.. seealso::
+   - :doc:`quote_template`
+   - :doc:`deadline`
+   - :doc:`get_signature_to_validate`
+   - :doc:`get_paid_to_validate`
+   - :doc:`pdf_quote_builder`
+   - :doc:`../invoicing/proforma`