diff --git a/content/applications/sales/sales/send_quotations.rst b/content/applications/sales/sales/send_quotations.rst index 0207954df..fbd40b102 100644 --- a/content/applications/sales/sales/send_quotations.rst +++ b/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 diff --git a/content/applications/sales/sales/send_quotations/create_quotations.rst b/content/applications/sales/sales/send_quotations/create_quotations.rst new file mode 100644 index 000000000..4aebfa8bb --- /dev/null +++ b/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 ` (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` diff --git a/content/applications/sales/sales/send_quotations/create_quotations/other-info-delivery.png b/content/applications/sales/sales/send_quotations/create_quotations/other-info-delivery.png new file mode 100644 index 000000000..db7b6cf89 Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/other-info-delivery.png differ diff --git a/content/applications/sales/sales/send_quotations/create_quotations/other-info-invoicing.png b/content/applications/sales/sales/send_quotations/create_quotations/other-info-invoicing.png new file mode 100644 index 000000000..776fffea0 Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/other-info-invoicing.png differ diff --git a/content/applications/sales/sales/send_quotations/create_quotations/other-info-sales.png b/content/applications/sales/sales/send_quotations/create_quotations/other-info-sales.png new file mode 100644 index 000000000..491cffe28 Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/other-info-sales.png differ diff --git a/content/applications/sales/sales/send_quotations/create_quotations/other-info-tracking.png b/content/applications/sales/sales/send_quotations/create_quotations/other-info-tracking.png new file mode 100644 index 000000000..9e61e5870 Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/other-info-tracking.png differ diff --git a/content/applications/sales/sales/send_quotations/create_quotations/product-catalog.png b/content/applications/sales/sales/send_quotations/create_quotations/product-catalog.png new file mode 100644 index 000000000..053cb5403 Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/product-catalog.png differ diff --git a/content/applications/sales/sales/send_quotations/create_quotations/quotation-form.png b/content/applications/sales/sales/send_quotations/create_quotations/quotation-form.png new file mode 100644 index 000000000..53427ddaa Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/quotation-form.png differ diff --git a/content/applications/sales/sales/send_quotations/create_quotations/quotations-dashboard.png b/content/applications/sales/sales/send_quotations/create_quotations/quotations-dashboard.png new file mode 100644 index 000000000..9ccc49adc Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/quotations-dashboard.png differ diff --git a/content/applications/sales/sales/send_quotations/create_quotations/quotations-orders-section.png b/content/applications/sales/sales/send_quotations/create_quotations/quotations-orders-section.png new file mode 100644 index 000000000..f2613ee82 Binary files /dev/null and b/content/applications/sales/sales/send_quotations/create_quotations/quotations-orders-section.png differ