How to Create a Sales Quote and Convert It to a Sales Order in Unleashed

Before you start

• Your account is on a Core or Pro subscription. Sales Quotes aren't available on Lite.
• Sales Quotes is turned on under Settings > Company > Configuration.
• The customer exists as a customer record. If not, you can type a new value in the Customer Code field and select Add New Customer.
• Every product you quote exists as a product in your inventory.
• For a new product with no stock yet, enter a Nominal Cost on the product's Purchase tab so the quote can calculate a margin.
• Users who create and accept quotes need the Sales Quote and View Sales Quotes role permissions.

Step 1: Create the quote

1. 1From the main menu, go to Sales > Quotes > Add Quote.
2. 2Search for the customer in the Customer Code or Customer Name field, or use the magnifying glass for an advanced search.
3. 3Unleashed creates the Sales Quote in Draft status with an auto-generated Sales Quote Number.

You can also start a quote from a customer's record (Add Quote), from View Customers (action cog > Add Quote), from a product's record (Product drop-down > Create Quote) or from View Products (action cog > Quote). To copy an existing quote, open it and select Clone.

Step 2: Fill in the quote details

1. 1Enter the Customer Reference, if the customer gave you one.
2. 2Choose the Warehouse the stock would ship from if the quote becomes an order, and the Delivery Method.
3. 3Pick the Delivery Contact from the customer's Contacts tab. If that contact has a Delivery Address, the address fields fill in.
4. 4Check the Quote Date and Quote Expiry Date. The expiry defaults to 30 days after the Quote Date.
5. 5Pick the Template, the Doc Designer layout used when the quote is printed or emailed.

Step 3: Add Quote Lines and charges

1. 1In the Quote Lines tab, search for the product by Product Code, Product Description or barcode.
2. 2Enter the Quantity. The Price fills in from the customer's pricing; hover over the i icon on the Price field to see how it was set.
3. 3Change the Price or Discount if needed, add Comments, and click Add.
4. 4To add freight, shipping or labor, use the Charge field below the Quote Lines: type a free-text charge, or pick a Never Diminishing Product (NDP) so its price and Sales Account fill in.
5. 5Check the Margin column. Unleashed uses the product's Nominal Cost first, then its Average Landed Cost, then its Last Cost.

Step 4: Send the quote

1. 1Click Email at the bottom of the quote. The customer's primary contact fills in; edit the recipients, subject and body if needed, then click Send.
2. 2Use the Save drop-down to set the quote to Pending while the customer reviews it.
3. 3Click View Email Log to see who it was sent to and when.

Step 5: Accept the quote and create the sales order

1. 1When the customer agrees, open the quote and click Accept Quote.
2. 2In the top right corner, click Create Order.
3. 3Unleashed creates a Sales Order in Parked status with the quote's details, lines and charges.
4. 4The Sales Order shows the Quote Number at the top; click it to open the quote. The quote shows the number of the first Sales Order created from it.

• Attachments on the quote don't copy to the Sales Order.
• You can create more than one Sales Order from the same accepted quote.
• The new Sales Order Number follows your sales order sequence. It doesn't reuse the quote number.
• You can edit the new Sales Order freely. The accepted quote itself can't be edited, reverted or deleted.

If something doesn't look right

• Margin looks wrong: if the product has no Nominal Cost, no Average Landed Cost and no Last Cost, Unleashed calculates the margin with a cost of zero. Add a Nominal Cost on its Purchase tab.
• You can't edit the quote: it's Accepted. Clone it to make a new Draft quote instead.
• The customer said no: set the quote to Cancelled. A cancelled quote can be set back to Draft or Pending later.
• A quote was deleted by mistake: open it and click Undelete. It returns to Draft.
• Batch and serial numbers don't print on the quote: quotes don't allocate stock, so they don't carry batch or serial numbers.
• Old quotes are still open: on Sales > Quotes > View Quotes, a Quote Expiry Date that has passed shows in red. You can accept, cancel or email quotes in bulk from the action cog.

Where Unleashed leaves the work to you

• Quote requests arrive as emails, PDFs and spreadsheets. Someone has to read each one and key it into Add Quote.
• Unleashed marks an expired quote in red. Deciding who follows up with the customer is up to your team.
• Accepting the quote and clicking Create Order are manual steps.
• Margins are only as good as the Nominal Cost or Average Landed Cost on each product.

How Logistify helps

Logistify's Sales Order Service creates sales quotes in Unleashed for quote requests that arrive by email, PDF, Excel, EDI, WhatsApp, SMS or voicemail, and enters firm orders as sales orders. It's a managed service, and a person reviews exceptions. Your team still decides when a quote is accepted. See how it handles orders, quotes and email replies, and how to bring quotes in from a spreadsheet yourself.