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Advanced Quote & Order Processing

User Guide:

• Introduction Page 2 • Creating a Quote Page 3 • Adding Products/Line Items to your quote Page 5 • Adding additional Products to your quote Page 5 • Adjusting Price, Cost, Profit Page 6 • Adding Products Manually Page 7 • Printing a Quote Page 8 • Emailing a Quote Page 9 • Duplicating a Quote Page 11 • Deleting Line Items Page 12 • Activating a Quote Page 12 • Revising a Quote Page 13 • Creating an Order from a Quote Page 13 • Entering a Direct Order Page 14 • Setting up Taxes Page 15 • Order Reports Page 16 • Quote Reports Page 16 • Creating Users Page 17 • Contact Information Page 18

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Introduction:

Advanced Quote & Order Processing enables your team to quickly and easily create quotes and orders. Quotes and Orders can be made to look the way you want them. Data is retrieved directly from Microsoft Dynamics CRM. Quotes and Orders are attached to Contacts and Opportunities. Modifications are made easily and saved without losing the original quote. Line items can be added, deleted and modified.

Advanced Quote & Order Processing makes it easy to send quotes to your customers the way they want to see them. Converting quotes into Word, Excel, pdf file or an email is easy.

Unique features allow users to adjust the profit they want by modifying discounts and margin percentages instantly on the fly all on one screen.

Converting quotes to orders is done by clicking a button. All the information can be sent to your accounting software.

Advanced Quote & Order Processing enables Dynamics CRM users to provide Quotes to customers directly within CRM and convert them to Orders easily and efficiently.

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Creating a Quote:

Select an Account and open it. Select ‘Quotes’ from the Navigation Pane on the left.

Select ‘New Quote’ from the Actions Toolbar.

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Name the quote and select a Price List by clicking on the lookup icon.

Price List window

Choose a Price List and select OK.

Save quote by clicking the Save icon.

Once the quote is saved you can begin adding Line Items.

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Adding Products/Line Items to your quote:

Click on ‘New Quote Product’ in the Products Window towards the middle left side of the screen. This opens the window for adding Line Items/Products.

Adding additional Products/Line Items to your Quote:

To the right of the ‘Product’ field, click the lookup icon. This opens the Product Lookup box.

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This is the Product Lookup box. Select the product you want from the list to add it to your quote and click OK.

Adjusting Price, Cost, Profit: Leveraging Advanced Quote & Order Processing’s Price, Cost, Profit (PCP) fields:

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Once a Product has been added, Advanced Quote & Order Processing allows Users to modify Pricing, Cost and Profit information as well as several additional fields.

In this screen, Users can:

Adjust and modify the Price Per Unit of a Product Adjust and modify its Unit Cost Adjust and modify the Unit Profit margin Change the position and order where the Line Item appears Change the Quantity Provide Discounts manually or by Percent

Click Save and Close.

Adding Products Manually: ‘Write In’ Products

To enter products manually, select the ‘Write In’ button towards the top left of the Product Lookup box and follow the instructions above.

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This screen shows two line items added to a quote.

Printing a Quote:

Once you have added your line items to a quote you are ready to print it. Advanced Quote & Order Processing gives you the flexibility to print quotes to a variety of applications including Microsoft Word, Excel, TIFF, XML, HTML and Adobe Acrobat as .pdf files. The process of printing a quote is the same for all. Here is an example of printing a quote to a .pdf file.

To print a quote, select ‘Print’ from the AQP dropdown menu in the upper right corner.

Saving quotes as .pdf files allows you to email quotes from within Dynamics CRM.

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Below is an example of a quote printed to the Desktop in .pdf format.

Quotes can be modified with your company logo and reformatted differently to suit your business needs.

Emailing a Quote

To Email a quote, select ‘Email’ from the AQP dropdown menu in the upper right corner.

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Enter your message into the body of the email. Note the subject is a unique quote number generated by the system for future reference.

Clicking the ‘Attachments’ tab will show the attached quote in pdf format.

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Duplicating a Quote:

To duplicate a quote, select ‘Duplicate’ from the AQP dropdown menu in the upper right corner.

Rename the quote in the Name field.

You may associate the new, duplicated quote with another potential customer by clicking the Lookup icon.

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Deleting Line Items:

To Delete a Line Item select it and click Delete.

Activating a Quote

Once a quote is completed it needs to be Activated. To Activate a quote select ‘Activate Quote’ from the Actions drop down menu.

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Revising a Quote:

To Revise a Quote select ‘Revise’ from the Actions drop down menu.

Revising a quote allows a the User to modify line items on a quote and track the revisions. Note ‘Revision ID’ has a ‘1’ in its field. This indicates there has been one revision to this quote.

Creating an Order from a Quote:

To create an order from a quote the quote must first be Activated. Once active, it can be converted to an order by clicking the Actions tab and selecting ‘Create Order.’

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Entering a direct Order:

Select an Account and open it.

Select ‘Orders’ from the Navigation Pane on the left.

Select ‘New Order’ from the Actions Toolbar.

Name the order, select a Price List, enter a PO number and Save. You must save before you will be able to enter Line Items into your order. Note a unique Order ID is generated.

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Setting up Taxes:

Select Workplace from the Navigation Pane. Then select ‘AQP Sales Taxes.’

Click New and add the appropriate tax information. Save and close.

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Reports: Order Reports:

Select Workplace from the Navigation Pane. Then select ‘AQP Order Reports.’

Reports: Quote Reports:

Select Workplace from the Navigation Pane. Then select ‘AQP Quote Reports.’

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Creating Users:

To create Users, in the Navigation Pane, select Settings. Then select Administration.

Select the Users icon.

Select from the list of Users in your organization and click the AQP tab. Select ‘Yes’ to activate a new User.

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Contact information:

For questions about Advanced Quote & Order Processing, to order additional licenses or technical support visit us online at www.dynamicscrmaddons.com