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Creating quotes in Retail POS (X-Series)

A quote is a document you can provide to customers that lists products with how much they would pay before going through with the sale. They are primarily used when customers want to buy in bulk or want to shop around to compare prices but can be used to fulfill a number of workflows.

Converting a quote into a sale is more efficient than ever on both Web and iOS. You can create a quote and save it right from the sell screen. With this feature, quotes have now a dedicated view giving you more visibility and better access to them in the future.

  • Creating quotes

    1. Navigate to Sell >Sell and attach the customer to your sale.  

      add_customer_to_sale.png

    2. Add the desired products and any discount you wish to offer your customer. 

      add_customer_to_sale.png

    3. Then select More actions > Create quote.

      create_quote_on_sell_screen.png

    4. Confirm the information on the screen is correct and select Complete quote. The option to email the customer is on by default, but you can toggle it off to simply save the quote.

      complete_quote_screen.png

    Converting a quote to a sale

      1. Navigate to Sell > Quotes. Here you will see all existing quotes listed. You can search your quotes by customer name or quote number, or select More filters for more search criteria.

          Tip

        The status column on the Quotes screen allows you to filter your quotes. The Open status shows all open quotes needing a follow-up, and the Completed status shows all quotes converted to a sale.

        quotes_list.png

      2. Select the desired quote to open its details, and then select Convert to sale.

        convert_quote_to_sale.png

      3. Complete the sale as you would normally. 

        continue_quoted_sale.png

    Emailing a quote

    1. Navigate to Sell > Quotes.

      quotes_screen.png

    2. Locate the desired quote using the available filters and search fields. In this example, quote ID 5 is entered into the Quote ID number search field.

      quotes_screen_with_filters.png

    3. Select Search, and quote ID #5 is the result on the Quotes screen:

      quotes_screen_filters_applied.png

    4. Select the quote to open its details, and then choose Email quote.

      email_quote_button.png

    5. Confirm the email address recorded on the quote and select Email quote.

      email_quote.png

    Quote ID numbers

    Quotes now have a short ID number when created so that it is easier to recall and use when necessary. Without any previous quotes on the account, brand new quotes will start with a short ID of 1 and increase by 1 with each newly created quote. Accounts with existing quotes will start with a short ID as N+1, where N is the total count of previously existing quotes.

    For example:

    • A merchant with 10 existing quotes: a new quote will have short ID #11. The 10 existing quotes will retain their original 19-digit ID.
    • A merchant with no existing quotes: the first new quote will have short ID #1. The next quote will be #2, etc.

    Here's an example of a newly created quote (5). The original four have had completed sales so they no longer appear in the list:

    quote_ID_number.png

    Additional functionality

    If you require a more robust quoting solution, QuoteMachine has developed a third-party integration specifically for Retail POS (X-Series). You can learn about this integration here.

  • Creating quotes

    1. Navigate to Menu > Sell screen.

      Enhanced-Quotes-Create-Navigate-Sell-Screen.PNG

    2. Add a customer to the sale, as well as the desired products and any discount you wish to offer the customer on the quote.

      Enhanced-Quotes-Create-Add-Customer-Products.PNG

    3. Next, tap More actions, and then select Create quote.  

      iPad_more_actions_menu.png

    4. Confirm the customer's information is correct and tap Next. If a customer has not already been added to the sale, you will be asked to add a customer.

      Enhanced-Quotes-Create-Confirm-Customer-Details.PNG



        Note

      To create a new customer, enter the customer's name and tap Add "X" as a new customer. Enter the customer's details as prompted and tap Next.

      Enhanced-Quotes-Create-New-Customer.PNG

    5. Add a note to your quote if required and tap Create quote.

      Enhanced-Quotes-Create-Confirm-Customer-Add-Note.PNG



        Tip

      To have your notes appear on your quotes, open Retail POS on your desktop and navigate to Setup > Outlets and registers > Edit register. Next to Print note on receipt select Yes and click Save register.

      Enhanced-Quotes-Quote-Note-On-Receipt.png

    6. Select whether to email the quote to your customer using the email quote toggle and tap Complete quote.

      Enhanced-Quotes-Create-Email-Quote-Complete-Quote.PNG

    Converting a quote to a sale

    Once a quote has been created, you can convert a quote to a sale and complete the sale as per your normal workflow. Follow the steps below:

    1. Navigate to Menu > Quotes.

      Enhanced-Quotes-Page.PNG

    2. Locate the desired quote using the customer name and quote number filters if necessary, or click on More filters for additional filter options.

      Enhanced-Quotes-Filters.PNG

    3. Once you've located the desired quote, tap the quote to expand and select Convert to sale.

      Enhanced-Quotes-Select-Quote.PNG



        Tip

      The status column allows you to filter your quotes by their status. The Open status shows all open quotes that have yet to be completed. The Completed status shows all quotes that have been converted to a sale and completed. 

    4. Complete the sale as per your normal workflow.

      Enhanced-Quotes-Complete-Sale.PNG

    Emailing a quote 

    To email a quote that has already been created, follow the steps below:

    1. Navigate to Menu > Quotes.

      Enhanced-Quotes-Page.PNG

    2. Locate the desired quote using the customer name and quote number filters if necessary, or click on More filters for additional filter options.

      Enhanced-Quotes-Filters.PNG

    3. Once you've located the desired quote, tap the quote to expand and select Email quote.

      Enhanced-Quotes-Select-Quote_copy.PNG

    4. Confirm the email address recorded on the quote and select Email quote.

      Enhanced-Quotes-Confirm-Email.PNG

    Quote ID numbers

    Quotes now have a short ID number when created so that it is easier to recall
    and use when necessary. Brand new quotes, without any previous quotes on the
    account, will start with a short ID of 1 and will increase by 1 with each newly
    created quote. Accounts with existing quotes will start with a short ID as N+1,
    where N is the total count of previously existing quotes.

    For example:

    • A merchant with 10 existing quotes: a new quote will have short ID #11. The 10 existing
      quotes will retain their original 19-digit ID.
    • A merchant with no existing quotes:
      the first new quote will have short ID #1. The next quote will be #2, etc.

    Here's an example of a newly created quote (5). The original four have had completed
    sales so they no longer appear in the list: 

    iPad_quotes_ID_numbers.png

    Additional functionality

    If you require a more robust quoting solution, QuoteMachine has developed a third-party integration specifically for Retail POS (X-Series). You can learn about this integration here.

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