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uid title description author date keywords topic
quote-overview
Quotes
Introduction to quote management in SuperOffice
Bergfrid Dias
06.12.2023
sale, quote, quoteconnection
concept

Quote management

[!includeLicense requirement]

In sales, a quote allows a prospective buyer to see the costs of selected products and/or services. It can contain multiple alternatives for the customer to choose between.

Quotes are what connects products to a sale. You must record a sale before you can add a quote. Also, products must have been registered before you can add them to a quote.

Note

Each quote belongs to a single sale. And there's only 1 quote per sale.

Key info

  • A unique ID
  • The corresponding sale
  • An ERP connection
  • A version
  • Alternatives
  • Products
  • A state

Versions

There may be multiple versions of a quote, but only 1 of them is active at any time. Each version will have 1 or more alternatives, which in turn will have 1 or more quote lines.

When updating quotes, you'll always be working on the latest version.

Alternatives and quote lines

Each alternative can contain different products, numbers of products, prices, and discounts. You should set the quantity and any discounts for the selected product.

A discount can be specified as:

  • A percentage rate
  • A discount amount
  • A total amount

The estimated sales amount for the sale (forecast) is obtained from the total amount for the favorite alternative.

Products and price lists

Each product belongs to a single price list. A price list can either be cached from an ERP system or set up in SuperOffice CRM.

ERP

You might be working with a tenant that is integrated with an ERP system. In that case, the ERP connection determines where the product information and prices are obtained from.

Quote connectors

SuperOffice has a simple product and price-list system built in, but using quote connectors you can access products and price lists in other systems from inside SuperOffice.

VAT

The SuperOffice quote connector will calculate the VAT amount of an alternative based on the VAT percent of the individual lines.

Caution

Other connectors may implement different VAT algorithms at will! Make sure you interpret the VAT field correctly.

Quote documents

Quote documents will be saved as activities on a sale. They're tied to a specific quote version.

State

State Description
0 Unknown
1 OK: draft calculated and verified by ERP
2 Draft not calculated: prices and other attributes may not be valid
3 Draft has problems requiring approval
4 Draft approved (with problems)
5 Draft not approved due to problems
6 Sent to customer and is now a legally binding document
7 Archived
8 Rejected by customer (sale lost)
9 Accepted by customer (sold)

Status

Status Description
0 OK, all is good
1 All is good, however, the user should be made aware of something
2 Problem, notify user
3 Problem, action required

Quote vs. other entities

When working with quotes, data will often intersect with the following entities: