Creating Quotes Directly From SugarCRM

Customer Relationship Management is now so much more that just managing relationships. Creating Quotes attached directly to your accounts from within SugarCRM is a powerful and valuable tool.

When you create a quote, you can select a product from the product catalog, or you can manually enter information related to a product that is not in the catalog. When you select from the catalog, Sugar fills in information such as the manufacturer’s number and tax class. You can also list individual line items in a quote. To do this, you will need to first add one or more product groups and group line items under the appropriate product group. You cannot modify pricing of line items from the product catalog but you can modify pricing of line items that you manually enter into the system.

Each quote line item creates a product record in the Products module, and any change to a status of a quote is reflected in the associated product record. For example, when the status of a quote changes to Closed Accepted, the product record’s status changes to Ordered.

To create a quote

1.            Select Create Quote from the Actions drop-down list on the Quotes tab. Or, click the Create icon on any page of the Quotes module.

You can also create quotes from the Detail View of an account, contact, or opportunity.

2.            Enter information for the following fields on the Quotes page:

Quote Subject. Enter information on the product or service for which you are creating the quote.

Quote Number. Sugar generates a reference number after you save the quote.

Purchase Order Num. Enter the purchase order number if one exists.

Payment Terms. Select the time period within which the customer must pay for the product or service purchased, from this drop-down list.

Opportunity Name. Select the opportunity that resulted in this quote from this drop-down list.

Quote Stage. Select the current stage of the quote’s life cycle, such as Draft or Confirmed, from this drop-down list.

Note:    You cannot use a custom Stage drop-down list to create a quote.

Valid Until. Click the Calendar icon and select the date until which the quote is valid. The quote expires after the selected date has passed.

Original P.O. Date. Click the Calendar icon and select the date of the original Purchase Order.

Bill to section. Enter the billing and shipping account names and contact names. You can also click Select to choose from the list of existing accounts and contacts.

Address Information section. Sugar automatically populates the address of the selected account. You can modify the address if necessary.

Other section, specify the following information:

Teams. By default, the quote is assigned to the private team of the user who creates the quote. To change the assigned primary team, enter the name of the new team. To assign additional teams to the record, click Select, and choose the team from the Team List, or click Add to add team fields and enter the team names. For more information on teams, see Assigning Records to Users and Teams.

Assigned to. Enter the name of the individual you want to assign to the record or click Select to choose from the Users list. By default, this record is assigned to you.

Line Items section. Sugar displays the default currency and tax rate. Select the currency from the Currency drop-down list if what is used in the quote is different from the default. Select the appropriate tax rate for the state from the Tax Rate drop-down list.

To enter line items, click Add Group and select or enter one or more products or services for the quote. Input the following details:

Group Name. Name for the product group.

Group Stage. Select the current status of the group such as Draft or Negotiation from this drop-down list.

Add Row. Click this button to add a line item to the group. For more information, see To add a line item to a product group. To delete a line item, click Remove Row.

Add Comment. Click this button to add a comment on the group.

Shipping Provider. Select a shipping provider to deliver the product to the customer from this drop-down list.

Note:    The administrator specifies the currency, tax rate, and shipping provider information that display in the drop-down lists.

Display Grand Total. Check this box to display the total sum of the products listed in the quote.

Display Line Numbers. Check this box to display line numbers when you save the quote in PDF format.

Description section. Enter a brief description for the quote. This is optional.

Delete Group. Click this button to delete the group.

Click Add Group to add another group.

3.            Click Save to create the new quote; click Cancel to return to the Quotes home page without creating the new quote.

After you save the quote, the system displays the Quote’s Detail View page. You can print or email the quote as a PDF file from this page. For more information, see To manage quotes and To email a quote.

To add a line item to a product group: Add a product group as listed in the instructions above and follow the steps listed below:

1.            Click Add Row.

This displays fields to specify the item information. You can click Add Row again to add another item.

Enter the following information:

Quantity. Total number of units for this product.

Product. To manually add a product, enter the product name. To select from the Product Catalog, click Select (located next to the Product field) and then choose the item from the Product Catalog List View. This adds the product as a line item in the quote.

Mft Num. Manufacturer’s number, if any. If you selected an item from the catalog, the system automatically enters the appropriate number in this field.

Tax Class. Specify whether the product is taxable or non-taxable. If you selected an item from the catalog, the system automatically enters the appropriate information in this field.

Cost. Actual cost of the item. If you selected an item from the catalog, this field is system-populated.

Note: The Cost details do not display in the quote that you email customers. For information on mailing quotes, see To email a quote.

List. List price for the product. If you selected an item from the catalog, this field is system-populated.

Unit Price. Price offered to the customer. This may be lower than the list price.

Discount. Dollar amount or the percentage of the unit price, if a discount is applicable. Check the % checkbox if you entered a percentage.

Sugar calculates and displays the subtotal, discount, tax, shipping and the final billing amount.

You can click Remove Row to delete an item from the quote; click OK to confirm the deletion.


Managing Quotes

Managing quotes includes tasks such as editing, deleting, and tracking changes.

To manage quotes:

To sort a list view, click any column title which has the  icon beside it; to reverse the sort order, click the column title again.

To view the details of a quote, click its name in the List View page.

To edit the quote, on the Detail View page, click Edit.

To update or delete all or some of the quotes in the list, use the Mass Update link in the Actions drop-down list in the List View page. For details, see To edit or delete multiple records.

To duplicate a quote, click Duplicate on the Detail View page. Duplication is a convenient way of creating a similar quote. You can change the information in the duplicate record to create a new quote.

To delete a quote, click Delete on the Detail View page.

To track changes made to a quote over time, click the View Change Log link on the Detail View page.

To manage records in a sub-panel, see To manage related information in sub-panels.

To archive a related email, in the Detail View, scroll down to the History sub-panel where related emails are listed and click Archive Email to view the Create Archived Email form. You can copy and paste information related to the email into this form and save it for your records.

To create a new opportunity for a quote, click Create Opportunity from Quote on the Detail View page.

Create a new opportunity related to the quote when you renew an expired quote. This ensures that any opportunity-based forecast reflects the new quote.

To attach an external file to the quote, click Create Note or Attachment in the History sub-panel.

To add a note, enter the subject and the text, and click Save.

To add an attachment, click the Browse button located next to the Attachment field, and navigate to the file location on your local machine.

The attached file is listed in the History sub-panel on the Quote Detail View page.

To email the quote in PDF format, click Email as PDF.

To print the quote in PDF format, click Print as PDF. By default, the system prints a proposal. To print an invoice, select Invoice from the PDF Format drop-down list and click Print as PDF.


Emailing Quotes

You can generate a PDF document of a quote and email it to the customers directly from the Quotes Detail View.

Note:    The administrator must configure your email settings to enable you to send emails.

Check the following settings on your User Preferences page before you generate the PDF:

•             Appropriate main font size and data font size in the PDF Settings section is selected.

For other languages such as Japanese, the administrator will have to create the appropriate font as described in PDF.

•             Appropriate character set is selected in the Import/Export Character Set drop-down list in the User Preferences section.

On Microsoft Windows, if you are using USD or Western European fonts, you can select ISO-8859-1 (Western European and US) or CP 1252. The default character set in Sugar is UTF 8.

To email a quote

1.            Verify that the quote specifies a contact with a valid email address.

2.            Click E-mail as PDF on the quote’s Detail View page.

Sugar creates a PDF file and attaches it to an outbound email populated with the recipient’s email address. The quote omits the Cost (price) but displays the List Price, Unit Price, and the Ext Price (Extended Price). Sugar generates a standard title in the Subject field and a standard message in the Body field; you can edit these if needed.

A reference to this email is displayed in the History sub-panel in the Quotes module and the Contacts module. For more information on emailing documents, see Emails Module.

3.            Click Send to email the quote.


Integrating SugarCRM With Your ERP

Strong integration between different aspects of an organization can reduce errors, increase productiveness, and allow management system to generate more timely and accurate information for management.  That’s why FBSG has developed several ERP and account integrations.

Click below to see the full details of our current ERP and Accounting integrations:

SugarCRM – Sage 100 ERP Integration

SugarCRM – Intacct Integration

SugarCRM – QuickBooks Integration