Quote Groups
With Printcost, you can create a quote group then add existing and copies of existing quotes to the group. You can also create a new quote from within the quote group.
Use Quote Groups when you want to present the customer with one quote letter that covers a number of jobs, as opposed to sending a quote letter for each job, that is use Quote Groups to consolidate a number of quote letters into one. The ability to create individual job and work tickets for each part of the quote group is retained.
On this page:
Table of Contents:
- Creating a Quote Group
- Displaying an Existing Quote Group
- Assigning an Existing Quote Record to a Quote Group
- Copying a Quote Record to a Quote Group
Creating a Quote Group
Before you begin
- Ensure that the Customer File window is displayed.
Note: This window displays the full list of customers. To display the Customer File window, on the left menu, click Customers.
Note: The Customers menu item is located under Work. - Locate the relevant customer record and select it.
Note: You can use the Select Filter to narrow down your search for an existing customer.
Note: You can cancel the process of setting up a quote record at any time. Please note that the incomplete record is still created and can be located in the Quotes File window. If you do not intend to complete this record, then you can delete it from the Quotes File window.
To create a quote group:
- On the top-right button bar of the Customer File window, New row, click Quote Group.
- Result: The Quote Group window is displayed.
- From the Sales Rep field, select your name or the name of the relevant sales rep if it is not you.
- In the Title field, type a title or name for this group.
- Note: Ensure that the name is unique and cannot be confused with other quote groups created for this customer.
- In the Description field, type a description.
- Click List.
- Result: The newly created group is listed along with existing quote groups.
- Note: You can toggle between the list and the quote groups details using the List and Details buttons.
What's Next?
So far, you have created a new quote group that does not contain any quote records.
When you are ready, you can:
- Initiate a new quote record from within the group.
- Move existing quote records to the group. For more information, see:
- 'Assigning an Existing Quote Record to a Quote Group', later in this document. Assigning an Existing Quote Record to a Quote Group
- Copy existing quote records into the group. For more information, see:
- 'Copying a Quote Record to a Quote Group', later in this document. Copying a Quote Record to a Quote Group
Displaying an Existing Quote Group
A quote group is collection of quotes (intended for a particular customer) that are gathered in one place for the purpose of consolidating all the information into one quote letter.
To display a quote group:
- On the left-menu, under Work, click Quote Group.
- If the Filter Quote Group window is displayed, go to Step 2.
- If the Quote Group window is displayed, go to Step 3.
- (Optional) In the Filter Quote Group window, select the relevant quickpick or create the relevant filters, then click Proceed.
- Locate and double-click the relevant quote group.
- Note: Alternatively, you can select the quote group, and on the top-left button bar, click Details.
- Result: The quote group's details are displayed.
- Note: If you cannot find the relevant quote group, on the top-left button bar, click Sel to display the filter, then go to step 2.
Assigning an Existing Quote Record to a Quote Group
The advantage of assigning existing quote records to a group is so that one single quote letter covering all of a groups quotes can be generated for the customer.
Note: If you prefer to keep the existing quote record as it is, you can place a copy of the quote record into a group. This is particularly useful if the existing quote record and existing quote group have been prepared for different customers. For more information, see Copying a Quote Record to a Quote Group.
Before you begin
Ensure the quote record to be moved and the quote group, has been prepared for the same customer and the relevant Quote Group's details are displayed.
For more information on how to display the relevant Quote Groups details, see 'Displaying an Existing Quote Group', earlier in this document.:
To assign an existing quote record to a quote group:
- If not already selected, click the Show All Check box.
- Note: A list of all the customers quotes are displayed.
- Select the quote that you want to assign to the group.
- Note: To do this, select (tick) the quotes checkbox.
- Result: The selected quote is assigned to the group.
What's Next?
- (Optional) Assign more quote records to the group
- (Optional) Remove quote records from the group. To do this, deslect the relevant quote record.
Note: If you only want to see the quote records that belong to the group, de-select Show All. This will hide all quotes other than the groups quotes from the list.
Copying a Quote Record to a Quote Group
Duplicating a Quote Record to a quote group places a duplicate of the quote record into the group.
If the quote record to be copied is not already part of the group, it remains outside the quote group. Only its duplicate is added to the group.
If the quote record to be copied already belongs to the group, both it and its duplicate are included in the group.
Important: The steps below are broken onto two stages and describe how to:
- Steps 1 to 3 describe how to display the relevant quote group. This is the quote group that you want to copy a quote record into.
- Steps 4 and onwards describe how to locate the quote record, and how to copy it into the quote group.
Note: Step 4 onwards describes how to locate the record using the Quotes File window. Alternatively, you can locate the quote record using the Customer File window.
To copy an existing quote record to a quote group:
- On the left-menu, under Work, click Quote Groups.
- If the Filter Quote Group window is displayed, go to Step 2.
- If the Quote Group window is displayed, go to Step 4.
- (Optional) In the Filter Quote Group window, update the filters to narrow down your search for the relevant quote group.
- Ensure that the Show All check box is ticked then click Proceed.
- Locate and double-click the relevant quote group.
- Note: Alternatively, you can select the quote group, and on the top-left button bar, click Details.
- Result: The quote groups details are displayed.
- Important: Leave the Quote Group window open with the quote groups details displayed.
- On the left-menu, under Work, click Quotes.
- If the Filter - Quotes File window is displayed, go to Step 6.
- If the Quotes File window is displayed, go to Step 8.
- Ensure that Show All is selected (ticked) and the filters are relevant to your search for a quote record, e.g.:
- Row 1: Selection = Customer Code DM, Test = Alpha From, Value = , Use = Ticked
- Row 2: Selection = Customer Code DM, Test = Alpha To, Value = , Use = Ticked
- Row 3: Selection = Inactive Customer DM, Test = Not Equal, Value = Y, Use = Ticked
- Click Proceed.
- Result: The Quotes File window displays a list of quote records.
- Locate and select the relevant quote record
- On the top-right button bar, click Copy to Group.
- Result: A copy of the quote record is assigned to the quote group and the Select-Quotes-Required-Data window is displayed.
- Overtype the existing job title with an appropriate title.
- (Where relevant) Update, for example, the job type, quantities and certification and dates, then click Proceed.
- Result: The Select Work Type window is displayed.
- (If relevant) Update the jobs dimensions.
- Result: The available fields are automatically filled with the dimensions that you selected.
- Note: If the relevant option is not available for selection, manually type the required dimensions into the available fields.
- Click Proceed.
- Result: A copy of the quote record is created and displayed in the Quotes File window. Any information that you updated will be displayed in the relevant fields.