diff --git a/content/applications/sales/crm/acquire_leads/send_quotes.rst b/content/applications/sales/crm/acquire_leads/send_quotes.rst index 0bfa53055..f92a950dd 100644 --- a/content/applications/sales/crm/acquire_leads/send_quotes.rst +++ b/content/applications/sales/crm/acquire_leads/send_quotes.rst @@ -1,34 +1,196 @@ -=============== -Send quotations -=============== +========================== +Create and send quotations +========================== -When you qualify a lead into an opportunity you will most likely need to -send them a quotation. You can directly do this in the CRM App with Odoo. - -.. image:: send_quotes/send_quotes01.png - :align: center +Once a qualified lead has been converted into an opportunity, the next step is to create and deliver +a quotation. This process can be easily handled through Odoo's *CRM* application. Create a new quotation ====================== -By clicking on any opportunity or lead, you will see a *New Quotation* -button, it will bring you into a new menu where you can manage your -quote. +To create a new quotation, open the :menuselection:`CRM app`, revealing the :guilabel:`Pipeline` +page on the main *CRM* dashboard. -.. image:: send_quotes/send_quotes02.png - :align: center +From here, click on any opportunity to open it. Review the existing information and update any +fields, if necessary. -You will find all your quotes to that specific opportunity under the -*Quotations* menu on that page. +.. note:: + If a quotation has already been created for this opportunity, it can be found by clicking on the + :guilabel:`Quotations` smart button at the top of the top of the form. The number of existing + quotations is listed on the smart button, as well. -.. image:: send_quotes/send_quotes03.png - :align: center +At the top-left of the form, click the :guilabel:`New Quotation` button. -Mark them won/lost -================== +.. image:: send_quotes/send-quotes-new-button.png + :align: center + :alt: Qualified lead form with New Quotation button emphasized. -Now you will need to mark your opportunity as won or lost to move the -process along. +.. important:: + The :guilabel:`Customer` field is **not** required on the opportunity form. -If you mark them as won, they will move to your *Won* column in your -Kanban view. If you however mark them as *Lost* they will be archived. + However, customer information must be added or linked before a quotation can be sent. If the + :guilabel:`Customer` field is left blank on the opportunity, clicking the :guilabel:`New + Quotation` button opens a pop-up window with the following options: + + - :guilabel:`Create a new customer`: creates a new customer record, using any available + information provided on the opportunity form. + - :guilabel:`Link to an existing customer`: opens a drop-down field with existing customer names. + Select a name to link this new quotation to an existing customer record. + - :guilabel:`Do not link to a customer`: the quotation will **not** be linked to a customer, and + no changes are made to the customer information. + +Once this button is clicked, a new quotation form appears. Confirm the information in the top half +of the form, and update any missing or incorrect fields: + +- :guilabel:`Customer`: the company or contact for whom this quotation was created. +- :guilabel:`Referrer`: if this customer was referred by another customer or contact, select it from + the drop-down menu in this field. +- :guilabel:`Invoice Address`: physical address where the invoice should be sent. +- :guilabel:`Delivery Address`: physical address where any products should be delivered. +- :guilabel:`Quotation Template`: if applicable, select a pre-configured :doc:`quotation template + ` from this field. +- :guilabel:`Expiration`: date when this quotation is no longer valid. +- :guilabel:`Quotation Date`: creation date of draft/sent orders, confirmation date of confirmed + orders. Note that this field is only visible if :doc:`Developer mode (debug mode) + ` is active. +- :guilabel:`Recurring Plan`: if this quotation is for a recurring product or subscription, select + the recurring plan configuration to be used. +- :guilabel:`Pricelist`: select a pricelist to be applied to this order. +- :guilabel:`Payment Terms`: select any applicable payment terms for this quotation. + +.. image:: send_quotes/send-quotes-new-quotation.png + :align: center + :alt: Qualified lead form with New Quotation button emphasized. + +.. tip:: + The :guilabel:`Expiration` field automatically populates based on the creation date of the + quotation, and the default validity time frame. + + To update the default validity time frame, navigate to :menuselection:`Sales app --> + Configuration --> Settings --> Quotations & Orders` and update the :guilabel:`Default Quotation + Validity` field. To disable automatic expiration, enter `0` in this field. + + When the desired changes are complete, click :guilabel:`Save`. + + When using a quotation template, the expiration date is based off of the :guilabel:`Quotation + Validity` field on the template. To alter the validity date computation on a template, go to + :menuselection:`Sales app --> Configuration --> Sales Orders --> Quotation Templates`. + + Then, click on a template to open it, and update the number in the :guilabel:`Quotation Validity` + field. + +Order lines +----------- + +After updating the customer, payment, and deadline information on the new quotation, the +:guilabel:`Order Lines` tab can be updated with the appropriate product information. + +To do that, click :guilabel:`Add a product` in the :guilabel:`Order Lines` tab. + +Next, type the name of an item into the :guilabel:`Product` field to search through the product +catalog. Then, select a product from the drop-down menu, or create a new one by selecting +:guilabel:`Create` or :guilabel:`Create and Edit`. + +After selecting a product, update the :guilabel:`Quantity`, if necessary. Confirm the information in +the remaining fields. + +To remove a line from the quotation, click the :guilabel:`🗑️ (trash can)` icon. + +Repeat the steps above until the quotation is complete. + +Preview and send quotation +========================== + +To see a preview of the quotation as the customer will see it, click the :guilabel:`Preview` button. +Doing so opens a preview in the :guilabel:`Customer Portal`. + +After reviewing the customer preview, click :guilabel:`Return to edit mode` to return to the +quotation form in the backend. + +When the quotation is ready to deliver to the customer, click the :guilabel:`Send by Email` button. + +Doing so opens a pop-up window with a pre-configured email message. Information from the quotation, +including the contact information, total cost, and quotation title are be imported from the +quotation. + +A PDF of the quotation is added as an attachment to the email. + +.. note:: + A pre-loaded template is used to create the email message. To alter the template, click the + internal link to the right of the :guilabel:`Load template` field, located at the bottom of the + email pop-up window. + + To select a new template, select an option from the :guilabel:`Load template` drop-down menu. + +Proceed to make any necessary changes to the email, then click :guilabel:`Send`. A copy of the +message is added to the *Chatter* of the of the record. + +After a quotation is sent, the originating opportunity's :guilabel:`Quotations` smart button updates +with a new count. This quotation, and all other quotations can be accessed through this smart +button at the top of the opportunity in the *CRM* app. + +Any quotations attached to the opportunity that are confirmed, and have therefore been converted to +sales orders, will be deducted from the number listed on the :guilabel:`Quotations` smart button. +Instead, the value of the sales order will appear in the :guilabel:`Orders` smart button located in +the same control panel. + +.. seealso:: + - `Quotation templates `_ + - `Optional products `_ + - `Quotation deadlines `_ + +Mark an opportunity won or lost +=============================== + +In order to keep the pipeline up to date and accurate, opportunities need to be identified as *won* +or *lost* once a customer has responded to a quotation. + +To mark an opportunity as *won* or *lost*, return to the opportunity using the breadcrumbs at the +top-left of the quotation form. Or navigate to :menuselection:`CRM app --> Sales --> My Pipeline` +and click on the correct opportunity to open it. + +At the top-left of the form, click on either the :guilabel:`Won` or :guilabel:`Lost` button. + +If the opportunity is marked *won*, a green :guilabel:`Won` banner is added to the record, and it is +moved to the :guilabel:`Won` stage. + +Marking an opportunity as *lost*, via the :guilabel:`Lost` button opens a :guilabel:`Mark Lost` +pop-up window, where a :guilabel:`Lost Reason` can be entered. + +From the :guilabel:`Lost Reason` drop-down field, choose an existing lost reason. If no applicable +reason is available, create a new one by entering it into the :guilabel:`Lost Reason` field, and +clicking :guilabel:`Create`. + +.. tip:: + It's best practice to try and use pre-configured :guilabel:`Lost Reason` values as much as + possible or to limit the creation of new values only to sales team leads. Using consistent values + for this parameter will make pipeline analysis easier and more accurate when filtering for the + :guilabel:`Lost Reason` parameter. + + To set up new values for this field, navigate to :menuselection:`CRM --> Configuration --> Lost + Reasons`, and click both :guilabel:`New`and :guilabel:`Save` for each new entry added to the + list. + +Additional notes and comments can be added in the :guilabel:`Closing Note` field. + +When all the desired information has been entered in the :guilabel:`Mark Lost` pop-up window, click +:guilabel:`Mark as Lost`. + +Upon clicking :guilabel:`Mark as Lost`, the pop-up window disappears, and Odoo returns to the +opportunity form, where a new red :guilabel:`Lost` banner is now present in the upper-right corner +of the opportunity. + +Once an opportunity is marked as *lost*, it is no longer considered active, and it is removed from +the pipeline. + +In order to view a *lost* opportunity from the pipeline, click the :guilabel:`down arrow icon` to +the right of the search bar, and select either :guilabel:`Lost` or :guilabel:`Archived` from the +drop-down menu that appears. + +.. important:: + While opportunities that have been marked as *lost* are considered *Archived*, be advised that, + in order for an opportunity to be included as *lost* in reporting, it **must** be specifically + marked as *lost*, not *Archived*. + +.. seealso:: + - `Manage lost opportunities `_ diff --git a/content/applications/sales/crm/acquire_leads/send_quotes/send-quotes-new-button.png b/content/applications/sales/crm/acquire_leads/send_quotes/send-quotes-new-button.png new file mode 100644 index 000000000..97429455a Binary files /dev/null and b/content/applications/sales/crm/acquire_leads/send_quotes/send-quotes-new-button.png differ diff --git a/content/applications/sales/crm/acquire_leads/send_quotes/send-quotes-new-quotation.png b/content/applications/sales/crm/acquire_leads/send_quotes/send-quotes-new-quotation.png new file mode 100644 index 000000000..dbbbf8552 Binary files /dev/null and b/content/applications/sales/crm/acquire_leads/send_quotes/send-quotes-new-quotation.png differ diff --git a/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes01.png b/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes01.png deleted file mode 100644 index dbea47de4..000000000 Binary files a/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes01.png and /dev/null differ diff --git a/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes02.png b/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes02.png deleted file mode 100644 index d00cd8292..000000000 Binary files a/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes02.png and /dev/null differ diff --git a/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes03.png b/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes03.png deleted file mode 100644 index 5158b88a4..000000000 Binary files a/content/applications/sales/crm/acquire_leads/send_quotes/send_quotes03.png and /dev/null differ