The Quotation Page is designed to streamline the process of generating Quotes. You can either download quotes internally or submit them to send them to your customers directly via email.
This page is pre-populated automatically and retrieves data from several sources:
The Main Contact details are pulled directly from the Customer Contact account (see field 1)
The Part Preparation* widget in the Ticket determines data for this field (6)
The Version Control cannot be modified (see field 3)
Optional: Free-type message (see field 5)
1. Customer Contact Information
Main Contact: Re-assign this quote to any registered customer contact. This will automatically update the email address in the “To:” line and the delivery address as per the default settings in the contact's account.
Delivery address:
> View the entire Delivery Address (→ more)
> Delivery Address → Change button: A user can enter a new delivery address. If delivery details are updated on the Checkout page and the customer later returns to the basket to save the quote, the saved quote will include the updated delivery information.
> Delivery address → Change → Default: A user can set a newly entered delivery address as the new default for this contact. Once a quote has been saved, any further changes to the delivery details must be made internally in the Management Console.Email interface: Update, add, or remove the email address in the “To:” line to any registered contact or a custom recipient.
A user can add or remove any number of email addresses in the “To:” line and the “CC:” or “Bcc:” fields. The “CC:” or “Bcc:” fields are not automatically reset by changing the main contact!
2. PDF Template Customisation Options
Template: Select the Quote PDF template to attach to the email. Only one template can be attached at a time.
Language: Select the language of the PDF template attached. Only one language can be selected.
Currency: Select the currency of the quote. AMFG software uses locally stored conversion rates. The available currencies can be defined in Settings -> Localisation.
3. Quote Version Control
New Quote: New quote can be submitted either when the user is working on a brand new ticket, or if the previously submitted quote is still open (e.g., not accepted or declined yet by the customer)
Previously generated quotes: This is showing the latest proposal being worked on by the user, as well as the history of all previous versions, if there were any. AMFG's software always generates a new version of the quote whenever the user submits it to the end customer. No changes are logged if the Quotation Page is closed without submitting.
4. Quote Customisation Options
Estimated delivery date: This is based on the Current Date + Production Time + Lead Time. It is estimated and recalculated daily until the quote is converted to an order, at which point it will become locked as the confirmed delivery date.
Quote validity: Define the expiry date of the quote. This is counted from the day the latest version of the quote was sent to the customer. Quote validity can be defined in Settings -> Attributes & Status -> Valid Until section.
Assigned to: Decide which AMFG user in your company will be named as the Assignee in the quote. By default, this is the person the ticket was initially assigned to.
Assigned Contact Details: Update or change the assigned contact details. This text field allows for multiple entries and is usually pre-filled with the assignee's email address. This field is reset when selecting a new Assignee.
5. Adding messages and notes
Message: Add any message to the Quote. This will be displayed on the Quote PDF template and the customer's ordering portal. The effect on the PDF template depends on the setting of the selected template and whether the variable {{quote_message}} has been included there.
Attachment: Any attachments, such as PDF files or images, added in the Ticket Details will be displayed here, if they were made visible by selecting the "eye" icon accordingly:
6. Quotation Details - Parts and Manual Services table
Table Headers: Sort any column ascending or descending by clicking in the table header's cell.
Production Column Header → Gear Wheel icon: Decide which Production options to display in the “production” column and on the Quote PDF template. Change the order, add, or remove any field via toggle and apply the changes:
“+” icon: This expands the part information and allows for new external production notes to be created.
Column: Part: No changes are possible to the part file name.
Column: Production: Add or remove aspects of production parameters. This is only for display purposes to the customer.
Column: Quantity: No changes are possible to the quantity of each part in this view.
Column: Total Price: Override the Total Price per line. This automatically recalculates the Price Per Unit.
Column: Price Per Unit: Override the Unit Price per part. This automatically recalculates the Total Price.
Column: Trash Can: Removes a line item.
Add Manual Service: Add a manual service line item that can describe some additional services that have to be included in the total cost of the quote. Describe the service or name it (column: Production), define its Quantity, and define either a Total Price or a Price Per Unit.
7. Quotation Costs Breakdown
Delivery Method: Select a defined Delivery Method from the drop-down menu.
Discount: Define any discount, either as a percentage [%] or a fixed discount amount in the currency of the quotation. The accuracy of either is two digits (0.01 increments).
VAT service (%): Leave at Auto or select the VAT manually from the dropdown menu for the services (includes all line items, e.g., parts + manual services). VAT rate options can be defined in Settings -> Localisation.
VAT delivery (%): Leave at Auto or select the VAT manually from the dropdown menu for the delivery. VAT rate options can be defined in Settings -> Localisation.
Total: No changes can be made to the total amount.
8. Finalisation
Download: Download a local PDF version of the quote. It will not be sent to the customer, and the quotation form stays open.
Submit: Submit the quote. This will:
a) Send an email to the customer with an attached PDF template.
b) Generate an identical quote in the customer web portal. Once submitted, any changes to delivery details must be handled internally by the user through the Management Console.
c) Creates a new version of the quote. This could be a partial quote, for example.Convert to Order: Sends the quote directly to production and creates a Work Order without notifying the customer via email unless Workflow Automation Rules have been created for this.