How To Create Quote (Equipment Quote )
Equipment Quote
What is a Quote?
A Quote is a sales proposal generated against a customer Lead. It contains the equipment details, pricing, FOC items, and commercial terms offered to the customer. The Quote document helps the sales team provide a formal offer and track negotiations before converting the opportunity into a Proforma Invoice or Sale Order.
The Quote document automatically fetches information from the selected Lead, reducing manual entry and ensuring consistency throughout the sales process.
Navigation:
In Excellon application, go to:
CRM ↓ Lead Management ↓ Quotes ↓ New
The Quote document is created by selecting an existing Lead as the Parent document.
Step 1: Open Quote Document
Navigate to:
CRM → Lead Management → Quotes
The Quote catalogue page opens displaying existing quotes.
Available views may include:
- All Open Quotes
- My Quotes
- All Quotes
Click New to create a new Equipment Quote.
Step 2: Select Parent Lead
In the Quote Details section, select the Lead document that will be converted into a Quote.
After selecting the Parent Lead and pressing TAB:
- Customer information is auto-populated.
- Equipment details are auto-populated.
- Salesperson details are copied.
- FOC details are copied.
- Lead reference details are copied.
The user should verify the information before saving.
Quote Details Section
|
Field Name |
Description |
|
Parent Lead |
Lead document selected for quote generation |
|
Quote No |
System-generated unique quote number |
|
Quote Date |
Date on which the quotation is created |
|
Branch |
Dealer branch creating the quotation |
|
Salesperson |
Employee responsible for handling the quotation |
|
Valid Upto |
Last date till which the quotation remains valid |
|
Currency |
Currency in which quotation is offered |
|
Remarks |
Additional comments or terms |
Customer Information Section
|
Field Name |
Description |
|
Customer Code |
Existing customer code from DMS |
|
Customer Name |
Customer name copied from Lead |
|
Customer Address |
Customer billing address |
|
Mobile Number |
Customer contact number |
|
Email ID |
Customer email address |
|
GSTIN |
GST registration details |
|
PAN Number |
PAN details of customer |
Equipment Details Section
|
Field Name |
Description |
|
Category |
Equipment category selected in Lead |
|
Model |
Machine model quoted |
|
Quantity |
Number of machines quoted |
|
Application |
Intended machine usage |
|
Bucket Type |
Bucket specification |
|
Arm Type |
Arm specification |
|
Other Attachments |
Additional attachments required |
|
HSN Code |
GST classification code |
Commercial Details Section
|
Field Name |
Description |
|
Basic Price |
Equipment base price |
|
Discount Amount |
Discount offered to customer |
|
Tax Amount |
Applicable GST amount |
|
Freight Charges |
Transportation charges |
|
Insurance Charges |
Insurance amount if applicable |
|
Total Value |
Final quotation value |
|
Payment Terms |
Agreed payment conditions |
|
Delivery Terms |
Expected delivery conditions |
FOC (Free of Cost) Items Section
All FOC items entered in the Lead document are automatically copied into the Quote.
Important Note
- Users cannot add additional FOC items directly in the Quote.
- Any modification in FOC items must be done in the Parent Lead document.
- After updating the Lead, regenerate the Quote if required.
Contact Details Section
Customer contact details are copied from the Lead document.
If required, users can capture additional contact details such as:
|
Field Name |
Description |
|
Contact Person |
Site contact person |
|
Designation |
Contact person's role |
|
Mobile Number |
Contact number |
|
Email Address |
Email ID |
|
Site Address |
Machine installation location |
This information is useful for machine delivery, commissioning, and future communication.
Step 3: Save Quote
After verifying all information:
Click Save from the menu bar.
The system validates all mandatory fields before saving.
If any mandatory fields are missing, a warning message is displayed.
After successful validation, the Quote document is saved.
Step 4: Quote Follow-up
The Sales Executive can use the Quote during customer discussions and negotiations.
Activities may include:
- Price negotiation
- Discount approval
- Commercial discussions
- Attachment modifications
- Payment term finalization
- Delivery planning
All previously entered Quotes can be seen in the Catalogue View as shown below. Based on the selection in active view, catalogue view displays the list of documents created.
Quote Conversion
Once the customer accepts the quotation:
Quote
↓
Proforma Invoice
The Quote can be selected as the Parent Document while creating the Proforma Invoice.
All relevant details are automatically carried forward to the next document.
Business Rules
Rule 1
A Quote can only be generated from a valid Lead.
Rule 2
Customer and equipment details are automatically copied from the Parent Lead.
Rule 3
FOC items are read-only in the Quote document.
Rule 4
Any changes required in customer requirements should first be updated in the Lead document.
Rule 5
Accepted Quotes can be converted into Proforma Invoice for further sales processing.
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