Many businesses are asked to provide quotations for the work they want to do or the products they want to supply. Business Administrator holds information about the products and services. It makes sense, then, that Business Administrator has a comprehensive quotations management system. This dialogue allows you to quickly make quotations.
Location: Project Manager, Quotations
Overview
One of the real benefits of forming quotations with Business Administrator is that if the customer agrees, then it is only a few clicks of a mouse to turn the quotation into a sale: everything has already been put on the system, and other items are easy to add.
There are three parts to the Quotation dialogue: setting the default Header and Footer, defining the quote and management of the quote components. The default Header and Footer must be set before the components can be put together.
Header and Footer
A default template for the header and footer must be made before a quote can be put together. The text you enter initially can be temporary, can be changed at any time, and can be changed from quote to quote. The base header and footer would be proposed every time a new quotation is compiled.
A strong header and footer should be written if you make many quotations: you don’t really want to have to re-write the header and footer for every quote.
Setting up the quotation
First, give the Quotation a name and a description. You are also asked to enter the Headnote and Footnote. The Headnote is that piece of text that follows the 'Dear Sir or Madam' in the quote, and comes before the components (the items being quoted for) on the quote. Likewise, the Footnote comes after the Components. The Headnotes and Footnotes are proposed from the default values, but you can change them if you like. You may also want space on the quote for a counter-signatory – if the customer agrees then they can sign their name on the quote, photocopy it, and return it.
Note: Business Administrator will not get involved in Terms and Conditions – consult your solicitor, agree such Terms and Conditions, and have them pre-printed and accompany the quote. It would be wise to enter in the Headnote or Footnote that you 'Refer to the enclosed Terms and Conditions'.
When done, you can add components to the quote. Components are items that you want to quote for, whether they be stock, time, a service or another item altogether (an 'Extraordinary Item'). If you choose stock, then the stock list will be presented, and by double-clicking an item on the Stock List palette, the information will be transferred to Quote Components, including the Sell Price. Say, also, how many you want to quote for. If you choose a Service, say exactly what you would be charging for – include all detail possible (a recommended practice), along with how many times the service might be repeated, and the Sell Price for each occasion of the Service. If you choose Time, say exactly what you are charging for (whether it be man-hours, man-days, etc.), along with the quantity and price. As with all things business, you get the extraordinaries. This is put here in case you find any, and want to add it to the quote. Include full description, quantity and price, so that the customer is clear about what you are charging for. When you've finished, click on Add to List, or, if your editing, Update Information.