Quote Letters

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Table of Contents:

Printing a Quote Letter

With Printcost, you can generate a quote letter without having to write it. Printcost assembles all the relevant information, for example, name and address, a description of the job, quantities and prices, into a form, ready for you to print and post to the intended recipient.

Depending on how the quote letter form was set up, the letter may automatically include the relevant salesperson's signature and name, and/or the signature and name of the person who is printing the quote letter, i.e., you.

Notes

  1. The date on the letter is the date that the quote was initiated.
  2. The letter's content and layout cannot be edited when displayed for printing. The letter's layout has been set up using Printcost Forms Designer. Printcost Forms Designer is not accessible to all Printcost users. Changing the forms layout and standard sentences may be subject to your companys internal policies. To suggest changes to the form, please see you supervisor.

Before you begin

Ensure that:

(Optional) Review and confirm all contact details. Also, click Totals to review and confirm the quotation.

To print a quote letter:

  1. On the top-left button bar, click Printing.
    • Result: The Select - Printer Control Screen window displays a list of forms.
    • Note: If a list of reports is displayed, click Forms.
  2. If not already displayed, on the list of forms, select the relevant Quote Letter.
    • Result: The quote letter is displayed.
    • Note: If the letter is not yet displayed, ensure that the Preview check box is selected (ticked).
  3. Review the letter.
    • Note: If any changes are required, or any information is missing, click Cancel, make the relevant changes then return to Step 1.
  4. From the dropbox (located above the Filename field), select the relevant printer.
    • Note: If you would like the selected printer to be used everytime you print from Printcost, at the top of the window, click 'Set Default Printcost'.
  5. Click Print.
    • Result: The letter is printed and the Select - Printer Control Screen window is closed.

Emailing a Quote Letter

With Printcost, you can generate a quote letter without having to write it. Printcost assembles all the relevant information, for example, name and address, a description of the job, quantities and prices, into a form, ready for you to email to the intended recipient.

Depending on how the quote letter form was set up, the letter may automatically include the relevant salesperson's signature and name, and/or the signature and name of the person who is emailing the quote letter, i.e., you.

Notes

  1. The date on the letter is the date that the quote was initiated.
  2. The letter's content and layout cannot be edited when displayed for emailing. The letter's layout has been set up using Printcost Forms Designer. Printcost Forms Designer is not accessible to all Printcost users. Changing the forms layout and standard sentences may be subject to your companys internal policies. To suggest changes to the form, please see you supervisor.

Before you begin

Ensure that:

(Optional) Review and confirm all contact details. Also, click Totals to review and confirm the quotation.

To email a quote letter:

  1. On the top-left button bar, click Printing.
    • Result: The Select - Printer Control Screen window displays a list of forms.
    • Note: If a list of reports is displayed, click Forms.
  2. If not already displayed, on the list of forms, select the relevant Quote Letter.
    • Result: The quote letter is displayed.
    • Note: If the letter is not yet displayed, ensure that the Preview check box is selected (ticked).
  3. Review the letter.
    • Note: If any changes are required, or any information is missing, click Cancel, make the relevant changes then return to Step 1.
  4. Click Email.
    • Result: The email's recipient details and your sender details are displayed in the left-frame.
  5. Review all recipient and sender details, and update where relevant.
  6. (Optional) In the Email Message field, type a message to accompany the attached quote letter and click Save Message.
    • Note: Clicking Save Message places your message in the body of the email. If the message is not saved, it will not be included in the email.
  7. Click Send.
    • Result: The email is sent and the Select - Printer Control Screen window is closed.

Printing a Quote Group Letter

With Printcost, you can combine the content of a number of quotes into one quote letter.

Printcost assembles all the relevant information, for example, name and address, a description of the job, quantities and prices, into a form, ready for you to print and post to the intended recipient.

Notes:

  1. The date on the letter is the date that the quote group was created.
  2. The letter's content and layout cannot be edited when displayed for printing. The letter's layout has been set up using Printcost Forms Designer. Printcost Forms Designer is not accessible to all Printcost users. Changing the forms layout and standard sentences may be subject to your companys internal policies. To suggest changes to the form, please see you supervisor.

Before you begin

Ensure that:

Note: If the relevant quote record is not displayed, on the left menu, click Quote Groups, then double-click the relevant quote record.

(Optional) Review and confirm all details.

To print a group quote letter:

  1. On the top-left button bar, click Printing.
    • Result: The Select - Printer Control Screen window displays a list of forms.
    • Note: If a list of reports is displayed, click Forms.
  2. If not already displayed, on the list of forms, select the relevant Quote Group Letter.
    • Result: The quote group letter is displayed.
    • Note: If the letter is not yet displayed, ensure that the Preview check box is selected (ticked).
  3. Review the letter.
    • Note: If any changes are required, or any information is missing, click Cancel, make the relevant changes then return to Step 1.
  4. From the dropbox (located above the Filename field), select the relevant printer.
    • Note: If you would like the selected printer to be used everytime you print from Printcost, at the top of the window, click 'Set Default Printcost Printer'.
  5. Click Print.
    • Result: The letter is printed and the Select - Printer Control Screen window is closed.

Emailing a Quote Group Letter

With Printcost, you can generate a quote group letter and email it. Printcost assembles all the relevant information, for example, name and address, a description of the job, quantities and prices, into a form, ready for you to email to the intended recipient.

Notes:

  1. The date on the letter is the date that the quote group was created.
  2. The letter's content and layout cannot be edited when displayed for printing. The letter's layout has been set up using Printcost Forms Designer. Printcost Forms Designer is not accessible to all Printcost users. Changing the forms layout and standard sentences may be subject to your companys internal policies. To suggest changes to the form, please see you supervisor.

Before you begin

Ensure that the:

Note: If the relevant quote record is not displayed, on the left menu, click Quote Groups, then double-click the relevant quote record.

(Optional) Review and confirm all details.

To email a quote group letter:

  1. On the top-left button bar, click Printing.
    • Result: The Select - Printer Control Screen window displays a list of forms.
    • Note: If a list of reports is displayed, click Forms.
  2. If not already displayed, on the list of forms, select the relevant Quote Group Letter.
    • Result: The quote group letter is displayed.
  3. Review the letter.
    • Note: If any changes are required, or any information is missing, click Cancel, make the relevant changes then return to Step 1.
  4. Click Email.
    • Result: The email's recipient details and your sender details are displayed in the left-frame.
  5. Review all recipient and sender details, and update where relevant.
  6. (Optional) In the Email Message field, type a message to accompany the attached quote letter and click Save Message.
    • Note: Clicking Save Message places your message in the body of the email. If the message is not saved, it will not be included in the email.
  7. Click Send.
    • Result: The email is sent and the Select - Printer Control Screen window is closed.

Adding a Logo to a Quote Letter Form

This topic describes how to add a logo to the form that is utlised when a letter is generated. Once added to the form the logo will automaticaly be displayed every time a quote letter is displayed for printing and emailing.

Note: If you cannot perform the task below, it may be because you have not been granted the right (within Printcost) to do so. To be granted the relevant rights, see your supervisor. Alternatively, ask someone who has been granted sufficient rights to perform this task.

Before you begin

Ensure that:

To add a logo:

  1. In Printcost, on the left-menu, click Design > Forms Design
    • Result: The Forms Design window is displayed.
  2. Click the form, e.g. Quote Letter or Quote Group Letter, that you want to add your logo to, then click Design Form.
    • Result: The Form's layout is displayed. A placeholder image "Printing Company - Insert Your Logo Here" may already be displayed.
  3. Is the placeholder image already displayed?
    • If yes, go to Step 6
    • If no, go to step 4
  4. On the Properties tab (right), click Add New.
    • Result: A new placeholder is displayed at the top-left of the form.
    • Note: This new placeholder may be a text-box, a black rectangle, or the placeholder image "Printing Company - Insert Your Logo Here".
  5. Click the new object, then on the Properties tab, beneath the Alter Font button, click the drop box and if not already selected, select Bitmap.
    • Note: The placeholder may change to, a small black square, a black rectangle, or the placeholder image "Printing Company - Insert Your Logo Here"..
  6. In the Additional Information field, overtype the placeholder image's filepath with the filepath of your logo, then press Tab.
    • Note: If your logo file is stored in the pc9 folder, prefix the filename with the word [prog], e.g. [prog]logofilename.jpg, where logofilename is replaced with the filename of your logo. If your logo file is stored in the pc9data folder, prefix the filename with the word [data]logofilename.jpg.
    • Result: The placeholder is replaced by your logo.

What Next?

Adding Salespersons' Signatures to a Quote Letter Form

For a saleperson's signature to be displayed on a quote letter, two conditions need to be met. These conditions are:

It's good practice to set up a signature placeholder in the quote letter form so that the relevant salesperson's signature is automatically displayed and printed, irrespective of who the quote letter is being prepared for.

This topic describes how to specify a placeholder in a quote letter form. The placeholder is used to display the relevant salesperson's signature every time a letter is generated. Once the placeholder is added to the form the relevant signature will automatically be displayed every time a quote letter is displayed for printing and emailing.

Note: If you cannot perform the task below, it may be because you have not been granted the right (within Printcost) to do so. To be granted the relevant rights, see your Supervisor. Alternatively, ask someone who has been granted sufficient rights to perform this task.

Before you begin

Ensure that the:

To add salespersons' signatures to a quote letter form:

  1. In Printcost, on the left-menu, click Design > Forms Design
    • Result: The Forms Design window is displayed.
  2. Click the form that you want to add a signature placeholder to, then click Design Form.
    • Note: There may be more than one form for quote letters and quote group letters to choose from.
    • Result: The Form's layout is displayed. A placeholder for signatures (black rectangle) may already be displayed. It should be located on the page where you would normally expect to see a signature.
  3. Is the signature placeholder already displayed on the form?
    • If yes, go to Step 6.
    • If no, go to Step 4.
  4. On the Properties tab (right), click Add New.
    • Result: A new placeholder is displayed at the top-left of the form.
    • Note: This new placeholder may be a text-box, a black rectangle, or the placeholder image "Printing Company - Insert Your Logo Here".
  5. Click the new placeholder, then on the Properties tab, beneath the Alter Font button, click the drop box and if not already selected, select Bitmap.
    • Note: The placeholder may change to, a small black square, a black rectangle, or the placeholder image "Printing Company - Insert Your Logo Here" .
  6. In the Additional Information field, overtype the the existing text (if any) with the following WorkSalesPersonSignature, then press Tab.
    • Note: Ensure that there are no spaces in the wording and that your capitalisation matches what is specified above.
    • Result: If it wasn't already, the placeholder will now be a small black square or rectangle.
  7. (If relevant) Resize the placeholder and drag it to the required location.
    • Note: To resize the placeholder, select it then drag one of its black handles (liitle black squares that appear at the corners of the placeholder). Alternatively, select the placeholder and on the right-side of the window, in the Height and Width fields, specify the placeholder's dimensions.
    • Note: You may need to reposition other placeholders in order to accomodate the new placeholder.
    • Result: The signature placeholder is ready.

What Next?

Preview a quote letter to confirm that the relevant salesperson's signature is displayed.

Adding Salesperons' Names to a Quote Letter Form

With printcost, you can set up a form so that the relevant salesperson's name is automatically displayed and printed, irrespective of who the quote letter is being sent to.

Before you begin

Ensure that all salespersons' details have been added to Printcost.

To add salespersons' names:

  1. In Printcost, on the left-menu, click Design > Forms Design
    • Result: The Forms Design window is displayed.
  2. Click the form that you want to add a name placeholder to, then click Design Form.
    • Note: There may be more than one form for quote letters and quote group letters to choose from.
    • Result: The Form's layout is displayed.
  3. On the Properties tab (right), click Add New.
    • Result: A new placeholder is displayed at the top-left of the form.
    • Note: This new placeholder may be a text-box, a black rectangle, or the placeholder image "Printing Company - Insert Your Logo Here".
  4. Click the new placeholder, then on the Properties tab, beneath the Alter Font button, click the drop box and if not already selected, select Field By Number.
    • Note: If not already, the placeholder may change to a small black square or a rectangle.
  5. In the Additional Information field, overtype the the existing text (if any) with the following WorkSalesPersonName, [?Chris B: Is this correct?] then press Tab.
    • Note: Ensure that there are no spaces in the wording and that your capitalisation matches what is specified above.
  6. (If relevant) Resize the placeholder and drag it to the required location.
    • Note: To resize the placeholder, select it then drag one of its black handles (liitle black squares that appear at the corners of the placeholder). Alternatively, select the placeholder and on the right-side of the window, in the Height and Width fields, specify the placeholder's dimensions.
    • Note: You may need to reposition other placeholders in order to accomodate the new placeholder.
    • Result: The name placeholder is ready.

What Next?

Preview a quote letter to confirm that the relevant salesperson's name is displayed.