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Quote Management

TABLE OF CONTENTS

Introduction

Navigate to: OMS > Quotes

The quotes list is a centralized location from where admin users can view, search, filter, and manage Quote requests for all the Znode stores. This article provides information about how different elements from Quotes can be managed and how it impacts other features.



Managing Quotes From Admin Application

Navigate to: OMS > Quotes > “View” Action

Admin users can view and manage various quote-related details from the Manage Quote screen.


Steps To Manage A Quote

To manage Quote admin users can follow the below steps:

  1. Step 1: Click on the “View” icon from the Quotes list screen
  2. Step 2: Edit the required fields
  3. Step 3: Click on the “Save” button

Note: When any changes are made to the Quote, the prices get calculated based on the real-time values available.


Steps To Convert A Quote Into Order

To convert a Quote to an Order admin users can follow the below steps:

  1. Step 1: Click on the “View” icon from the Quotes list screen
  2. Step 2: Edit the required fields
  3. Step 3: Select Quote Status as “Approved”
  4. Step 4: Click on the “Save” button, and a confirmation popup would appear
  5. Step 5: Click on the “Ok” button, and a payment popup would appear
  6. Step 6: Select a payment type, add payment details and click on the “Place Order” button. This action will
    1. Create an Order
    2. Display an Order Receipt
    3. Send an email notification to the customer to indicate a Quote request was converted to an Order using the “Quote Converted To Order Notification For Customer” email template
    4. Send an email notification with the Order receipt to the customer

Note: When Quote is converted to Order, all the prices from Quotes are exactly saved against the Order and no real-time calculations are considered while saving details for Quote, except for Taxes. For Taxes, the values are calculated based on the real-time values available so that the same can also be saved in the Tax application merchant account (like in Avalara or Vertex user accounts).


Details Of Different Quote Management Features

General Sections

Store Quote Information Section

This section displays the following fields/input areas:

  1. Default Quote Status
    1. Allows users to select any of the following statuses for a Quote:
      1. Submitted
      2. Approved
      3. Canceled
      4. Expired
      5. In Review
    2. Submitted is the default Quote Status when a customer or admin user places a Quote request without making any changes to the Unit Price of the line items
    3. In Review is the default Quote Status when admin users place a Quote request with changes to the Unit Price of the line items
    4. When Quote Status is selected as Canceled, admin users cannot make changes to the Quote and the Quote request is said to be completed
    5. Quote Status is automatically set as Expired when the Quote Expiration Date has arrived and Quote Status is neither Approved nor Canceled. Admin users cannot manually set this status. Also, when the Quote is Expired, admin users cannot make changes to the Quote and the Quote request is said to be completed
    6. When Quote Status is In Review, customers can convert Quote to an Order from the web store
    7. When Quote Status is selected as Approved and payment details are added, payments are deducted and Quote is converted to Order. Also when the Quote is Approved, admin users cannot make changes to the Quote and the Quote request is said to be completed
  2. Quote Expiration Date
    1. Allows users to update the expiration date for the quote
  3. Job/Project Name
    1. Allows users to specify/update the job/project name for the quote
  4. In Hands Date
    1. Allows users to add/update the date by which the customer is expecting the quote to be delivered
  5. Shipping Constraints
    1. Allows users to select/update how the customer wants all items from the order to be shipped
  6. Shipping Type
    1. Allows users to change the shipping method associated with the quote
    2. All the current common shipping methods associated with the Store and User Profile of the customer account appear here
    3. If the Shipping Type is changed, the shipping amounts for every line item get recalculated based on real-time shipping rates

Non-editable information:

  1. Store Name 
    1. Indicates the Store’s Name in the heading of the section
  2. Quote Date 
    1. Indicates the quote creation date and time
  3. Quote No. 
    1. Indicates the order number
  4. Quote Created By
    1. Indicates the email address of the user who created the quote


Customer Information Section

This section displays the following details/fields/input areas:

  1. Customer details (like Customer Name, Email Address, and Phone Number) 
    1. The information displayed for Customer Name, Email Address, and Phone Number never gets changed after a quote is placed, even if the changes are made to the User account from the Manage User screen
  2. Billing Address 
    1. Allows users to edit/change the billing address
  3. Shipping Address 
    1. Allows users to edit/change the shipping address 
    2. When Shipping Address is changed, the shipping amounts for every line item get recalculated based on real-time values


Products In Quote Section

This section displays the following details/fields/input areas

  1. Line Item details
    1. Line Item Unit Price
      1. Allows users to update the line item Unit Price and also view the original Unit Price used during Quote creation
      2. Once the Quote is created the original Unit Price never changes
    2. Line Item Shipping
      1. Allows users to update the line item Shipping amount and also view the original Shipping amount used during Quote creation
      2. Once the Quote is created the original Shipping amount never changes
      3. It is recommended to update the line item shipping amount after line item quantities and line item unit prices of all the line items are updated. This is because when line item quantity is changed, the shipping is calculated for the entire Quote again based on the real-time values
    3. Line Item Quantity
      1. Allows users to update the line item quantity to any quantity depending on the real-time value set for the Out Of Stock Options setting from the Edit Product screen.

        Note: No minimum and maximum quantity validations are applied here

  2. Tax Exemption
    1. Allows users to exempt Tax from the Quote. This makes the Tax amount $0 in Znode.
  3. Quote Summary
    1. Allows users to view the following information calculated in real-time for the line items available in the Quote:
      1. Subtotal
      2. Shipping
      3. Handling Charges
      4. Tax
      5. Quote Total
Quote History Section

This section displays logs of all the changes made by admin users for the Quote.


Cancel Quote

This button sets the Quote Status as Canceled and all the cases that are followed when Quote Status is manually selected as Cancelled get followed


Print

This button allows users to print the Quote receipt.


Save

This button allows users to permanently save all the changes to the Quote.


Back

This button takes the users to the Quotes list page.


Managing Quotes From Web store

Customers can log in to their web store account and see the changes that are made to the Quotes from the Manage Quote screen in the admin.

Note: Enable Quote Requests From Webstore setting only enables/disables Quote creation from the web store and does not hide/display the Quotes created for the user from the web store


Steps To Convert A Quote Into Order

Customers can convert a Quote into an Order only when the Quote status is In Review.

To convert a Quote to an Order customers can follow the below steps:

  1. Step 1: Log in to the web store and navigate to the Quotes list page
  2. Step 2: Click on the “View” icon from the Quotes list page
  3. Step 3: Click on the “Convert To Order” button, and a payment popup will appear
  4. Step 4: Select a payment type, add payment details and click on the “Place Order” button. This action will
    1. Create an Order
    2. Display an Order Receipt
    3. Send an email notification to the customer to indicate a Quote request was converted to an Order using the “Quote Converted To Order Notification For Customer” email template
    4. Send an email notification with the Order receipt to the customer

Note: When Quote is converted to Order, all the prices from Quotes are exactly saved against the Order and no real-time calculations are considered while saving details for Quote into Order, except for Taxes. For Taxes, the values are calculated based on the real-time values available so that the same can also be saved in the Tax application merchant account (like in Avalara or Vertex user accounts).


Modifications In Manage Quote Workflow From Znode v9.7 Release

  1. The total of the following fields gets displayed in the summary:

    1. Subtotal

      1. This is the sum of the line item total amounts

    2. Shipping

      1. This is the sum of line item shipping amounts

    3. Handling Charges

      1. This is the charge associated with the selected shipping method and is calculated for the entire order and not for every line item

    4. Tax

      1. This is the sum of tax amounts calculated on the line item total and line item shipping total. 

      2. The tax amount is calculated in real-time based on the input saved against the following admin settings:

        1. Include Shipping In Taxes

        2. Calculate Tax On Discounted Amount

    5. Quote Total

      1. This is calculated using this formula: Subtotal + Shipping + Handling Charges + Tax

  2. The following shipping-related information gets displayed and saved separately for all the Quote screens in the admin and web store:

    1. Shipping

    2. Handling Charges

    3. Shipping Discount

  3. Once a Quote is converted to Order, the following additional information gets saved using the exact values (available in Quotes, except taxes which are calculated in real-time) along with the Order so that the same values (and not the current values) can then be used while managing the Order, or creating or managing a Return:

    1. Line item wise Unit Price

    2. Line item wise included quantities of child products for every bundle product

    3. Line item-wise value of “Out Of Stock Options” setting

    4. Line item-wise shipping amount

    5. Line item-wise tax amount

    6. Line item-wise tax rate (only if the custom tax is used)

    7. Order wise value of “Calculate Tax On The Discounted Price” setting

    8. Order-wise value of the “Include Shipping In Taxes” setting

    9. Order-wise handling charges

    10. Order-wise voucher amount for every applied voucher

    11. Line item and Order wise applied Discount Types

  4. Shipping

    1. Admin users can edit the line item Shipping amount

  5. Taxes

    1. Taxes are always calculated in real-time when the Quote is converted to an Order

    2. The tax rate for custom Tax service is saved along with the Order

  6. The following are not supported:

    1. Handling Charges application at a line item level

    2. Editing Shipping for the entire Quote

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Managing Quotes