Microsoft Dynamics® CRM Training
Creating a Quote
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Creating a Quote
Hi, and welcome to the Success Portal by xRM.com.
This video follows the "Creating an Opportunity" video and refers to sample records created in the "Product Catalog" video series.
In CRM Online, a Quote is formal offer to a Customer for your products and services at a specified price. If the customer agrees to the Quote, you would then create an Order and then an Invoice for the sale.
Quotes, Orders, and Invoices are usually used in sequence and hold similar information. Before you can use these entities, you must create your Product Catalog. It is important to understand that Quotes, Orders, and Invoices are records of the documents sent to customers, not the documents themselves.
In this video, we demonstrate two ways to create a Quote. We cover the information needed to complete a Quote and show how to revise a Quote.
These tasks require privileges found in all default Security Roles.
One way to create a Quote is by creating a new record from scratch. Navigate to Sales > Quotes.
In the ribbon, click New.
The Quote form opens with the temporary title, “New”.
Creating a Quote this way isn’t always ideal because you must take the time to fill in all the necessary fields.
It's more efficient to create a Quote from an Opportunity record. This will save time and help to ensure continuity between records by allowing CRM Online to auto-populate many of the fields for you.
Navigate to Sales > Opportunities.
In CRM Online, Leads that progress through your sales pipeline are often converted into Opportunities. Opportunity records contain information such as the customer’s interest level, the product they are interested in purchasing, and the estimated revenue that will be generated from the sale. We can use this data to fill in the Quotes.
Let’s open a sample Opportunity called “Customer wants to order 5 cases of Blue Pens”. I created this sample Opportunity for the purposes of this tutorial.
The Opportunity form opens. Notice the information that has already been recorded. We know who the Potential Customer is, the Product and the quantity they are interested in, as well as their Rating. This customer appears to be ready to buy from us, so let’s give them a Quote and see if they’re ready to move forward.
Scroll down to the Quotes tab. Click the Quotes list area to select it. Notice that it is surrounded by a blue rectangle and the ribbon automatically shows us a new tab. In the ribbon, click Add New Quote.
The Quote form opens with the name, “Customer wants to order 5 cases of Blue Pens”. Notice that many of the fields have already been populated with information taken from the Opportunity record.
In the Totals area, we see that the Total Amount has already been calculated for us.
Let’s pretend that there is a second Opportunity record for this customer, in which the customer wants 3 cases of our Red Pens. We can include the Products from that Opportunity record in one Quote, rather than creating a separate Quote. To do this, click Get Products in the ribbon.
The Get Products dialog opens. In the Opportunity field, let’s select the Opportunity record called “Customer wants to order 3 cases of Red Pens”, which is another sample record I created for this video. Now, click OK, thus closing the dialog.
Back at the Quote form, fields in the Totals area have been updated to reflect the Products that have been added to the Quote. We can also see the Products by clicking Products under Common in the left navigation pane. Navigate back to the General area.
If we ever need to make revisions to this Quote once it has been created, like add or remove Products for example, we can click Recalculate in the ribbon to update the amount of the Quote to properly reflect the changes.
Notice the Revision ID field. This field indicates the number of times an active Quote has been revised. Since we have not activated this Quote yet, the Revision ID field is grayed out.
Let’s say everything in the Quote looks good, so we can click Activate Quote.
The Quote form refreshes. Notice that all of the fields are grayed out, meaning we cannot make changes. Since this is an active Quote, which is a record of documentation sent to a Customer, we don’t want changes being made that could lead to any inconsistencies.
If we do in fact need to make changes to the Quote once it has been activated, click Revise in the ribbon.
The form refreshes and the Revision ID field now says “1”. Each time we revise a Quote, the Revision ID field increases by one integer. Let’s click Activate Quote again.
Once the Quote form refreshes, we can send a copy of the Quote to the customer by clicking Print Quote for Customer.
If the customer decides to cancel this potential order, we can click Close Quote. If we do, we will indicate whether the Quote is lost, cancelled, or is being revised.
If the customer is ready to move forward, we would then click Create Order in the ribbon. For information about this, please watch “Creating an Order”, also located in the Success Portal.
Thanks for watching.