[IMP] crm: create new quotation
closes odoo/documentation#6683 Signed-off-by: Jessica Rogers (jero) <jero@odoo.com> Co-authored-by: ksc-odoo <73958186+ksc-odoo@users.noreply.github.com> Co-authored-by: Zachary Straub <zst@odoo.com>
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===============
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Send quotations
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===============
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==========================
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Create and send quotations
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==========================
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When you qualify a lead into an opportunity you will most likely need to
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send them a quotation. You can directly do this in the CRM App with Odoo.
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.. image:: send_quotes/send_quotes01.png
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:align: center
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Once a qualified lead has been converted into an opportunity, the next step is to create and deliver
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a quotation. This process can be easily handled through Odoo's *CRM* application.
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Create a new quotation
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======================
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By clicking on any opportunity or lead, you will see a *New Quotation*
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button, it will bring you into a new menu where you can manage your
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quote.
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To create a new quotation, open the :menuselection:`CRM app`, revealing the :guilabel:`Pipeline`
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page on the main *CRM* dashboard.
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.. image:: send_quotes/send_quotes02.png
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:align: center
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From here, click on any opportunity to open it. Review the existing information and update any
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fields, if necessary.
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You will find all your quotes to that specific opportunity under the
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*Quotations* menu on that page.
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.. note::
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If a quotation has already been created for this opportunity, it can be found by clicking on the
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:guilabel:`Quotations` smart button at the top of the top of the form. The number of existing
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quotations is listed on the smart button, as well.
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.. image:: send_quotes/send_quotes03.png
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:align: center
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At the top-left of the form, click the :guilabel:`New Quotation` button.
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Mark them won/lost
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==================
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.. image:: send_quotes/send-quotes-new-button.png
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:align: center
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:alt: Qualified lead form with New Quotation button emphasized.
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Now you will need to mark your opportunity as won or lost to move the
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process along.
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.. important::
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The :guilabel:`Customer` field is **not** required on the opportunity form.
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If you mark them as won, they will move to your *Won* column in your
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Kanban view. If you however mark them as *Lost* they will be archived.
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However, customer information must be added or linked before a quotation can be sent. If the
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:guilabel:`Customer` field is left blank on the opportunity, clicking the :guilabel:`New
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Quotation` button opens a pop-up window with the following options:
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- :guilabel:`Create a new customer`: creates a new customer record, using any available
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information provided on the opportunity form.
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- :guilabel:`Link to an existing customer`: opens a drop-down field with existing customer names.
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Select a name to link this new quotation to an existing customer record.
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- :guilabel:`Do not link to a customer`: the quotation will **not** be linked to a customer, and
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no changes are made to the customer information.
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Once this button is clicked, a new quotation form appears. Confirm the information in the top half
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of the form, and update any missing or incorrect fields:
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- :guilabel:`Customer`: the company or contact for whom this quotation was created.
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- :guilabel:`Referrer`: if this customer was referred by another customer or contact, select it from
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the drop-down menu in this field.
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- :guilabel:`Invoice Address`: physical address where the invoice should be sent.
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- :guilabel:`Delivery Address`: physical address where any products should be delivered.
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- :guilabel:`Quotation Template`: if applicable, select a pre-configured :doc:`quotation template
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</applications/sales/sales/send_quotations/quote_template>` from this field.
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- :guilabel:`Expiration`: date when this quotation is no longer valid.
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- :guilabel:`Quotation Date`: creation date of draft/sent orders, confirmation date of confirmed
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orders. Note that this field is only visible if :doc:`Developer mode (debug mode)
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</applications/general/developer_mode>` is active.
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- :guilabel:`Recurring Plan`: if this quotation is for a recurring product or subscription, select
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the recurring plan configuration to be used.
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- :guilabel:`Pricelist`: select a pricelist to be applied to this order.
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- :guilabel:`Payment Terms`: select any applicable payment terms for this quotation.
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.. image:: send_quotes/send-quotes-new-quotation.png
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:align: center
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:alt: Qualified lead form with New Quotation button emphasized.
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.. tip::
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The :guilabel:`Expiration` field automatically populates based on the creation date of the
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quotation, and the default validity time frame.
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To update the default validity time frame, navigate to :menuselection:`Sales app -->
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Configuration --> Settings --> Quotations & Orders` and update the :guilabel:`Default Quotation
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Validity` field. To disable automatic expiration, enter `0` in this field.
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When the desired changes are complete, click :guilabel:`Save`.
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When using a quotation template, the expiration date is based off of the :guilabel:`Quotation
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Validity` field on the template. To alter the validity date computation on a template, go to
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:menuselection:`Sales app --> Configuration --> Sales Orders --> Quotation Templates`.
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Then, click on a template to open it, and update the number in the :guilabel:`Quotation Validity`
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field.
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Order lines
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-----------
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After updating the customer, payment, and deadline information on the new quotation, the
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:guilabel:`Order Lines` tab can be updated with the appropriate product information.
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To do that, click :guilabel:`Add a product` in the :guilabel:`Order Lines` tab.
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Next, type the name of an item into the :guilabel:`Product` field to search through the product
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catalog. Then, select a product from the drop-down menu, or create a new one by selecting
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:guilabel:`Create` or :guilabel:`Create and Edit`.
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After selecting a product, update the :guilabel:`Quantity`, if necessary. Confirm the information in
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the remaining fields.
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To remove a line from the quotation, click the :guilabel:`🗑️ (trash can)` icon.
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Repeat the steps above until the quotation is complete.
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Preview and send quotation
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==========================
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To see a preview of the quotation as the customer will see it, click the :guilabel:`Preview` button.
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Doing so opens a preview in the :guilabel:`Customer Portal`.
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After reviewing the customer preview, click :guilabel:`Return to edit mode` to return to the
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quotation form in the backend.
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When the quotation is ready to deliver to the customer, click the :guilabel:`Send by Email` button.
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Doing so opens a pop-up window with a pre-configured email message. Information from the quotation,
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including the contact information, total cost, and quotation title are be imported from the
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quotation.
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A PDF of the quotation is added as an attachment to the email.
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.. note::
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A pre-loaded template is used to create the email message. To alter the template, click the
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internal link to the right of the :guilabel:`Load template` field, located at the bottom of the
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email pop-up window.
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To select a new template, select an option from the :guilabel:`Load template` drop-down menu.
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Proceed to make any necessary changes to the email, then click :guilabel:`Send`. A copy of the
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message is added to the *Chatter* of the of the record.
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After a quotation is sent, the originating opportunity's :guilabel:`Quotations` smart button updates
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with a new count. This quotation, and all other quotations can be accessed through this smart
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button at the top of the opportunity in the *CRM* app.
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Any quotations attached to the opportunity that are confirmed, and have therefore been converted to
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sales orders, will be deducted from the number listed on the :guilabel:`Quotations` smart button.
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Instead, the value of the sales order will appear in the :guilabel:`Orders` smart button located in
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the same control panel.
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.. seealso::
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- `Quotation templates </applications/sales/sales/send_quotations/quote_template/>`_
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- `Optional products </applications/sales/sales/send_quotations/optional_products/>`_
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- `Quotation deadlines </applications/sales/sales/send_quotations/deadline/>`_
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Mark an opportunity won or lost
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===============================
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In order to keep the pipeline up to date and accurate, opportunities need to be identified as *won*
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or *lost* once a customer has responded to a quotation.
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To mark an opportunity as *won* or *lost*, return to the opportunity using the breadcrumbs at the
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top-left of the quotation form. Or navigate to :menuselection:`CRM app --> Sales --> My Pipeline`
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and click on the correct opportunity to open it.
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At the top-left of the form, click on either the :guilabel:`Won` or :guilabel:`Lost` button.
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If the opportunity is marked *won*, a green :guilabel:`Won` banner is added to the record, and it is
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moved to the :guilabel:`Won` stage.
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Marking an opportunity as *lost*, via the :guilabel:`Lost` button opens a :guilabel:`Mark Lost`
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pop-up window, where a :guilabel:`Lost Reason` can be entered.
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From the :guilabel:`Lost Reason` drop-down field, choose an existing lost reason. If no applicable
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reason is available, create a new one by entering it into the :guilabel:`Lost Reason` field, and
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clicking :guilabel:`Create`.
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.. tip::
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It's best practice to try and use pre-configured :guilabel:`Lost Reason` values as much as
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possible or to limit the creation of new values only to sales team leads. Using consistent values
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for this parameter will make pipeline analysis easier and more accurate when filtering for the
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:guilabel:`Lost Reason` parameter.
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To set up new values for this field, navigate to :menuselection:`CRM --> Configuration --> Lost
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Reasons`, and click both :guilabel:`New`and :guilabel:`Save` for each new entry added to the
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list.
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Additional notes and comments can be added in the :guilabel:`Closing Note` field.
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When all the desired information has been entered in the :guilabel:`Mark Lost` pop-up window, click
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:guilabel:`Mark as Lost`.
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Upon clicking :guilabel:`Mark as Lost`, the pop-up window disappears, and Odoo returns to the
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opportunity form, where a new red :guilabel:`Lost` banner is now present in the upper-right corner
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of the opportunity.
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Once an opportunity is marked as *lost*, it is no longer considered active, and it is removed from
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the pipeline.
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In order to view a *lost* opportunity from the pipeline, click the :guilabel:`down arrow icon` to
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the right of the search bar, and select either :guilabel:`Lost` or :guilabel:`Archived` from the
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drop-down menu that appears.
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.. important::
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While opportunities that have been marked as *lost* are considered *Archived*, be advised that,
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in order for an opportunity to be included as *lost* in reporting, it **must** be specifically
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marked as *lost*, not *Archived*.
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.. seealso::
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- `Manage lost opportunities </applications/sales/crm/pipeline/lost_opportunities>`_
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