Create Sales Quote from Project

This chapter describes how to create a sales quote from a calculated project budget. The quote is used to send it to the customer to confirm the project and the associated costing. To create a quote for a project, a project budget must be calculated, for more information see the section Define project budget.

To create a sales quote from a calculated project budget, proceed as follows:

1. Open the search (ALT+Q) and search for the Project List page.
2. The Project List page is displayed.
3. Open the project for which you want to create a quote.
4. The project card is displayed.
5. To create a sales quote, click Sales > Create Quote in the menu bar.

   

   Figure: Create Sales Quote

6. The Project Budget to Sales Document dialog is displayed.

   

   Figure: Project Budget to Sales Document Dialog

7. In the Options section, you can make the following settings:
   • With Subtotals: If you activate this slider, subtotals will be created for the individual items/positions in the generated sales quote. The subtotals are created based on the headlines in the project budget. For more information on the project budget, see the Define project budget section.
   • Several projects per Document: Activate this slider if you want to create a sales quote which holds more than one project.
   • Transfer also Zero Lines: Activate this slider to include budget lines with the value 0 for quantity in the sales quote.
8. After setting options and filtering, click OK. The sales quote is created and displayed. On the project card, the value in the Status field is changed to Quote. In addition to this, the project budget is locked, i.e. it is not possible to add additional items to the project budget. To add additional positions to the project budget, the project budget must first be unlocked.
9. To send the sales quote to your customer, click Print/Send > Print in the menu bar.

   

   Figure: Create Sales Quote

10. A window will be displayed where you can define the print settings for the sales quote.

    

    Figure: Print Sales Quote

11. Click Print to export the sales quote as a PDF file. You can then send this PDF file to your customer.

You have created a sales quote from a project with a project budget.

Figure: Sales Quote with subtotals

By activating the With Subtotals option in the Project Budget to Sales Document Dialog dialog box, subtotals are created on the individual items.

Check Project Budget Lines in Sales Quote

This section describes how to check which project budget lines have been included in a sales quote.

To check which project budget lines have been transferred to a sales quote, proceed as follows:

1. Open the search (ALT+Q) and search for the Project List page.
2. The Project List page is displayed.
3. Open the project for which you want to check whether all project budget lines are included in the sales quote.
4. The project card is displayed.
5. Click Planning > Project Budget in the menu bar.
6. The Project Budget page is displayed.
7. To open the view of the positions included in the quote/order, click View > Sales Quote/Sales Order.
8. The Project Budget Lines page is displayed.
   Compare the values on the Project Budget Lines page under the Sales Amount column with the line items in the quote.

   

   Figure: Project budget line not included in sales quote

If no value is listed in the Sale Amount column, this item/line is not included in a quote. To go to the corresponding document, click a value on the Project Budget Lines page under the Sales Amount Quote column. The Sales Lines window opens. Related documents are displayed in this window.

Figure: Related Documents

To display the associated document, click Show Document in the menu bar. The associated document is displayed.

Create Custom Subtotals in Sales Quote

This section describes how subtotals are created in sales quotes and how you can customize them (for example, to merge two items into one subtotal).

To create a custom subtotal in a quote, do the following:

1. Open the search (ALT+Q) and search for the Project List page.
2. The Project List page is displayed.
3. Open the project in which you want to create a custom subtotal for the sales quote.
4. The project card is displayed.
5. Click Planning > Project Budget in the menu bar.
6. The Project Budget page is displayed.
7. Click Related > Sale > Sales Quotes in the menu bar.
8. The View - Sales List - Quote window is displayed. In this window you will get an overview of all related sales quotes.
9. Select the quote for which you want to create a custom subtotal.
10. Click Card in the menu bar.
11. The corresponding sales quote card will be opened.
12. Scroll to the Lines tab.

    

    Figure: Add a new subtotal to a sales quote

13. To create a new custom subtotal in the lines, create the start value From in the corresponding line (where the subtotal calculation should start) under the column Subtotal Type and define the end value To in the line in which the subtotal should be calculated.
14. The subtotal is displayed for the defined lines in the Subtotal column.

You have created a custom subtotal.