Topic Progress:

Creating a Customer Quote

Covered in this lesson:

  • The Customer Quotes Tab
  • The “New” Button
  • Shipping Information
  • Action Buttons
  • Generate Quote
  • Convert to Order
  • Import Spreadsheets
  • Clone With Lines
  • Edit
  • The Status Indicator
  • Header
  • Lines
  • Activity
  • Audit Trail

1. The App Launcher

The application launcher is how you navigate between the different applications that are a part of AvSight. Applications are a way of grouping functions to work more effectively.

 

2. AvSight Application

Although there can be many different applications, and your screen may vary depending on your security rights, the AvSight application is often where you will spend most of your time. If you are already in the AvSight application, there is no need to change.

 

3. The Customer Quotes Tab

In order to access the Customer Quotes Menu click on the Customer Quotes tab. Your screen may look different depending on your settings and security, or Depending on the size of your monitor, this menu item may be visible without first clicking “More”.

4. Customer Quotes Down Arrow

For many tabs, you also have the option of clicking the down arrow next to “Customer Quotes”. Clicking the down arrow allows you to see the 3 most recent quotes you have been working on. In addition, you can create a new quote from here, as well as access any recent list views. List views will be discussed in a different training lesson.

 

5. The New button

Once you click on the Customer Quotes tab, you are brought to a list view of the most recent quotes you have been working on. In the upper right section of the screen is a “Quick Actions” section, where “New” is an option. Clicking on this button allows you to create a new quote.

 

6. Note

The red asterisks are the required field. The blank fields will default based on employee records down below.

 

7. Customer

The customer field holds the account you are creating this quote for. This must be an existing account. If the account does not exist, you may select the “+ New Account” option to create a new account.

 

8. Contact

The contact is used to hold the contact at the company you are working with. While not required, this information is used in other places in the quoting process such as when generating and emailing the quote.In addition, the contact information prints on the quote. If you do not see your contact in this list, you can select the “+ New Contact” option to create a new contact.

 

9. Urgency

Represents the priority of the Customer Quote. You can select different options based on your needs by clicking the down arrow.

 

10. Quote Source

Origin of the quote. This defaults to “Manual Entry”, but can also include ILS, PartsBase, etc. depending on where the quote originated.

 

11. Reference #

This field is used to store the reference number from the customer. Many times, this is the customer Purchase Order number, or the RFQ number.

 

12. Account Terms

For different payment term options such as COD, Net 30, etc. These terms are managed in the Administration menu under “Account Terms”. See the Administration training for additional information.

13. Shipping Information

Ship Method: Various options for shipping such as FedEx Standard, or FedEx Overnight, etc. Shipping methods are managed in the Administration section of AvSight. Please refer to the Administration training for additional information on shipment methods.

Shipping Terms: The person responsible for payment of the freight charged.
FOB: “Free On Board”, specifies at what point respective obligations, costs, and risk involved in the delivery of goods shift from the seller to the buyer.

14. Customer Quote Header Comments

Internal comments: Are restricted to company only. These comments are not shown on any form sent to customers or vendors.

External comments: These comments display and are printed on the customer quote footer.

15. Company & Owner Information

Company: AvSight supports multiple corporate legal entities. This field will default to the company specified on your employee record. To learn more about company records and employee records, please refer to the Administration training module.

Assigned to: The Assigned To field defaults to the person creating the Quote, but can be changed if you are creating this quote for someone else.

 

16. Click on “Save”

To save the new Customer Quote.

 

17. Action Buttons

Action buttons apply to the quote being worked on. These options can vary between documents (Quotes, ROs, etc.) but are always found in the same area of the screen. These buttons perform actions that affect the entire document that is being worked on. The buttons on the Customer Quote are the following:

 

18. Generate Quote

This button will give you the live view of the quote that will be sent to the customer. In addition to viewing the quote you also have these other options: Send Email – This button emails the customer a copy of the quoteSelect Attached Documents – This button will only show if you are quoting an inventory line that has documents already attached to the line. Clicking this will give you the option to select one or more documents to send to the customer with the quote. These documents will be sent as a link rather than directly attached to the quote email. 

Upload File –  This button will allow you to upload documents that are not attached to an inventory line. For example, if you are brokering a part this option allows you to attach the trace/tag paperwork to the quote even if you do not have the part in stock.

19. Convert to Order

This button will allow you to select the lines from the quote as well as enter the customer’s PO number and convert the quote the a sales order.

 

20. Import Spreadsheet

The Import Spreadsheet button allows you to upload a large number of lines to a quote. For instance, if a customer sends a spreadsheet of a large number of lines, rather than entering each line, this option allows you to upload a spreadsheet. Importing and Exporting data will be covered in a separate training module.

 

21. Clone w/ Lines

If you are sending this quote to multiple customers, this button allows you to clone the quote with the lines for multiple customers and contacts. A separate quote is created each time.

 

22. Edit

Although you can view and edit the header information for a quote using the “Header” tab (described below), this button also allows you to edit the header information of the customer quote.

 

23. The Status Indicator

The status bar shows the current status of the document in an easy to read way.

  • New – No lines have been added to this quote

  • In Progress – Lines have been added, but nothing has been sent to the customer

  • Sent to Customer – The quote has been emailed to the customer

  • Closed – Won – The quote was converted into an order. Tracking this information is optional, but allows for more detailed reporting.

  • Closed – Lost – The quote was not converted into an order. Also optional

  • Cancelled – Quote is no longer valid.

 

24. Header

This tab holds all of the header data on the customer quote such as: Customer, Urgency, Contact, etc.

 

25. Lines

The lines tab shows all the information about the Quote lines. The lines tabs contains fields such as: quote lines, part information, tag & trace, and comments.

 

26. Activity

The activity tab shows all the various activities tied to this quote. For instance when the quote is emailed to a customer. In addition, you can send emails, create tasks, and log calls all tied to this quote.

 

27. Audit Trail

The audit trail shows a full list of all changes to fields within the quote. This tab shows the old value, new value, and who modified the field.

 

28. All Related

This tab shows all related fields to this quote. It essentially gives you a single view of all the information linked to this quote.

 

29. Click on Lines

For this training, let’s add a new line. To do that, click on the Lines tab.

 

30. Click on New

Clicking new on the right side of the screen allows you to create a new line on the quote.

 

31. Important Note

In the same way as the quote header has required fields, the red asterisks in the lines are also required, the remaining fields are optional.

 

32. Quote Type

 

There are three options: Outright, Exchange, and No quote. You have the option to choose the type for the customer. This training will cover the Outright and No Quote. Exchanges are covered in a separate training module.
It is often beneficial to maintain a list of quotes even if you are not interested in quoting this part. To do that, select “No Quote” for the quote type.

 

 

33. Customer Reference Number

Customer reference number, and Line will allow you to reference your customer’s document number such as a PO and RFQ number. Customer Reference Line is used when there are multiple lines on the request.

 

34. Part Number

Part number is the part you are quoting. This part must exist in AvSight before it can be quoted. Please see the Administration training module for more information about Part Masters.

If this is a new part number to your company, you have the option to add it here.

 

35. Condition Code

Condition of the part quoted to the customer. These conditions vary depending on your setup, but typically include: Factory New (FN), New Surplus (NS), Overhaul (OH), etc.

 

36. Click on Select Inventory

This option provides you with the ability to quote a specific line in your inventory. This is not required, but if you select an inventory line to quote, the tag and trace information is pulled from the inventory line and populated in the quote line.

 

37. Selecting Inventory

You have the option to update SN, Tag/Tag Date, and trace after selecting the Inventory. When you are quoting a customer, if you pick an inventory line, it can copy the tag and trace fields from the inventory line to the quote line.

 

38. Quote Line Option

You have the option to update SN, Tag/Tag date, and trace after selecting the Inventory. When you are quoting a customer, if you pick an inventory line, it can copy the tag and trace fields from the inventory line to the quote line.

 

39. Click on Select RFQ Line

This process is very similar to selecting an inventory line, but works with the RFQ module. This is most often used for brokering parts so you will be able to know which RFQ was used to create this quote.

 

40. Selecting RFQ Line screen

This screen allows you to select an RFQ line and match it back to the vendor. A list of RFQ lines that match the part number is shown on this screen.

 

41. Click on Quantity

Add the quantity you are quoting to the customer.

 

42. Warranty

Warranty is an optional field, but can be used to inform the customer of what warranty you are providing for your quote.

 

43. Price

Unit price quoted for this line. If contract pricing exists with the customer, this box will turn blue and clicking it will show the contracted prices. To learn more about contract pricing, see the Administration training module.

 

44. Pricing Lookup

Clicking the blue box will result in the screen below. This screen informs you of any contracted pricing about this specific part number and this customer.

 

45. Lead Time

This field is used to let the customer know the estimated time of arrival for the quoted part(s). 5 days can be used to indicate Stock delivery.

 

46. Tag & Trace

Tag and Trace shows the last trace and tag for the part number being quoted. These are free text fields, and please note that this information will be printed on the quote document.

 

47. Comments

Internal comments: Are restricted to company only. These comments are not shown on any form sent to customers or vendors.

External comments: These comments display and are printed on the customer quote line.

 

48. Click on Save

To save a the current line for Customer Quote.