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System Quote Preferences

From Admin > General > Quote Settings you can set your system preferences for a number of Quote options.

Once you are finished making changes, ensure you scroll to the bottom of the page and click on Update to apply the changes.

Allow Filter By Client

Allow Filter By Client will turn on the ability to filter other fields on the Quote form by the customer the Quote is for.

For example, in the Opportunity field on a Quote you can choose a record from the drop down – this setting determines whether you choose from every Opportunity in CRM or just the ones associated with the customer you are doing the Quote for.

Filtering a Quote by client shows only Opportunities for that client

The client filter turned off, showing all Opportunities in the system

Default Can Accept Online

Ticking the Default Can Accept Online box means that all Quotes created will be available for customers to accept online (rather than having to manually tick this box each time you create a Quote).

Simple Quote Acceptance

If the Simple Quote Acceptance box IS ticked, when a customer accepts a Quote online, CRM will just mark the Quote as accepted and send a notification email to the person it is Assigned To.

If this box is NOT ticked and a customer accepts a Quote online, CRM will automatically:

    • Mark the Quote as accepted and send a notification email to the person it’s Assigned To.
    • Convert the Quote to a Sales Order.
    • Create an Invoice.
Allow Multiple Sales from Same Quote

Allow Multiple Sales from Same Quote means whether or not multiple Sales Orders can be created from a single Quote i.e. if this is set to “No”, you can only create a single Sales Order from a Quote and once you have done so, the Convert To Sales Order button will no longer be shown.

For example, if I have the system setting set to “Yes” – on this Quote, I have already created one Sales Order (S-95) and still have the Convert To Sales Order button on the toolbar so that if necessary, I can create more Sales Orders.

However if I change the system setting to “No”, the system can see that I’ve already created Sales Order S-95 and it has therefore removed the Convert To Sales Order button from the toolbar and won’t allow me to create more than one.

Default Quote Validity Date

The Default Quote Validity Date can be adjusted to suit your needs so that your quote expiry dates are all automatically calculated to correspond with this value.

Autoexpand BOM Via Sales Order Generation

Autoexpand BOM Via Sales Order Generation means that if you have an item on a Quote that you manufacture using a Bill of Materials, turning this option on allows you to show all the BoM components on the Sales Order.

In this Quote I am selling brownies, which I manufacture using a Bill of Material and a Work Order.

When I convert the Quote to a Sales Order, the system can display all the components from the relevant Bill of Materials for the brownies on the Sales Order.

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