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The three left-hand panels and the response buttons below appear for all the tabs but will only be discussed on this page.

  The Main Data tab contains the essential details of the new quote, including the quote's unique name, customer, contact person and the sales person responsible for the quote.
Quote Tree

The structure of the quote. In this image, the first folder is the overall quote, and directly underneath the quote folder is a language combination. Below the language combination folder is its task.

    • When you click on an item's name, you are taken to that item's display page.
    • To edit an item, click . When you click on this, you are taken to that item's display page.
    • To delete an item, click . A confirmation window appears. Confirm your decision.

You can only delete a language combination if that language combination does not have any tasks.  

Click either this button or next to the overall quote to add a new language combination.

When you click on one, you are taken to a new page. For a description of the page, click here: Add Language Combination.

Click to perform the same changes on more than one task or a job in this quote. You can make changes to all tasks/jobs or select the ones to be changed.

Click either this button or  next to the language combination for which the task is to be created.

When you click on one, you are taken to a new page. For a description of the page, click here: Create Quote Task.

Click to duplicate an existing task in the quote and also configure what information is reproduced.

When you click on this button, you are taken to a new page. For a description of the page, click here: Copy Quote Task.

If the quote was converted into the project and you have selected providers for all tasks you can start work flows for all tasks in this project.
Instead of manually uploading files for each task, you can paste the files directly in the correct XTRF directories and then click this button. The files will then be automatically matched to their appropriate task.
Tasks

A list of all the tasks included in this quote.

    • When you click on a task's name, you are taken to the task's Display.
    • To edit a task, click . When you click this, you are taken to that task's display page. For a description of the display, click here: Task Display.
    • To delete a task, click , A confirmation window appears. Confirm your decision.

Click to create a new task and select for which language combination it will be performed.

When you click on one, you are taken to a new page. For a description of the page, click here: Create Quote Task.

Click to duplicate an existing task in the quote and also configure what information is reproduced.

When you click on this button, you are taken to a new page. For a description of the page, click here: Copy Quote Task.

Jobs

A list of all the jobs included in this quote.

    • When you click on a jobs name, you are taken to the jobs display page.
    • To edit a job, click . When you click this, you are taken to that jobs display page. For a description of the page, click here: Jobs Display.
    • To delete a job, click . A confirmation window appears. Confirm your decision.
Main Data
 

 If you have made any modifications in this tab or the other tabs, be sure to click  before leaving the page. If not, the modifications will be lost.

ID

The identification data number assigned to this quote.

  • This field cannot be modified.  
  • To modify the numbering schemes used for quotes, go to Configuration > Templates > Numbering Schemes.
Name

The unique name of the quote.

Enter the text into the field.

Status

The current state of the quote.

The status cannot be changed from this field. To modify the status, either click on an response button such as  or at the bottom of the page or on the Quote Browse page, select the quote's tick box, click  and choose a response. Which actions are available are dependent on the quote's current status. For example, the  button is only available for rejected quotes after you have clicked .

The quote statuses are:

AcceptedThe customer and the sales person agreed to the quote.
Accepted by CustomerA quote was agreed to by the customer and is waiting for a response from the sales person.
PendingA quote was either created or edited by a sales person but was not submitted to the customer for review.
Sent

This status appears after:

  • The sales person creates a quote and submits it to the customer for review.
  • The external system recalculates the CAT receivable, and the quote is sent automatically.

Make sure that automated quote send is enabled in the workflow you are using for this quote.

To check or enable this feature:

  1. Go to the Configuration > Workflows > Workflow Definitions.
  2. Here you can see all the work flows currently stored in the system. Select the one you are using and click .
  3. Go to Quote tab.
  4. Check if the Automatically Send Quote for Customer Confirmation (External System) tick box is selected.
  5. If yes, click to leave the edit mode of this wor kflow.
  6. If no, select the tick box and click to save the change and stay in edit mode of the work flow, or click to save the change and leave the edit mode of the work flow. The action will be executed whenever you select this work flow in a quote.
RequestedThe customer created a quote in the Customer Portal and is waiting for a response from the sales person.
RejectedThe quote was rejected by either the customer or the sales person.
Split

At one point a quote with multiple language combinations was divided, and each language combination was added to another quote or approved or rejected as an individual quote. A split quote then is a record of the original quote before the separation of its language combinations.

OpportunityThe name of the opportunity that was converted into this quote.
Sales Person

The person at your company responsible for the quote.

To select a different sales person, click . When you click on this, a new window appears. For a description of the window, click here: Change Sales Person - Quote.

Account Manager

The account manager to be responsible for the customer.

To select a different account manager, click . When you click on this, a new window appears. For a description of the window, click here: Change Account Manager - Quote.

Project Manager

The project manager to be responsible for the project.

To select a different project manager, click . When you click on this, a new window appears. For a description of the window, click here:   Change Project Manager - Quote.

Project Coordinator

The project coordinator who works on the project.

To select a different project coordinator, click . When you click on this, a new window appears. For a description of the window, click here: Change Project Coordinator - Quote .

Workflow

The specific workflow to be used in the quote.

Click the drop-down list and select a workflow.

To create a workflow, go to Configuration > Workflows > Workflow Definitions.  

Specialisation

A qualification such as knowledge of medicine or law terms required for a job in the quote to be performed.

Click on the drop-down list and select an item.

To create a specialisation, go to Configuration > System Values > Specialisations.

Created on

The date of the quote's creation.

Manually enter the date in the appropriate date format set in System Configuration or click Calendar and select from the calendar.

This field is mandatory.

Offer Expiry

The date when the quote closes and an answer to the offer is no longer permitted.

Manually enter the date in the appropriate date format set in System Configuration or click Calendar and select from the calendar.

Estimated Delivery Date

The supposed delivery date of the project files to the customer.

Manually enter the date in the appropriate date format set in System Configuration or click Calendar and select from the calendar.

Working Days

The estimated number of days needed to complete the potential project.

Enter a value into the field.

Automatically Accept Sent Quote

The automatic approval and conversion of the quote into a project after the quote's status changes to “Sent”.

    • To have the quote be automatically approved and converted into a project after its status changes to "Sent", select the tickbox.

    • To not have the quote be automatically approved and converted into a project after its status changes to "Sent", deselect the tickbox. The quote will need to be manually accepted.
Additional Fields

Supplementary information necessary for this quote, for example, the date and location of a spoken translation.

To have the additional fields be visible, select the tickbox.

 Click here for a description of the additional fields...
Here you can enter extra information, such as when the translation should be started and completed.
Place of Event

The location of the event related to the task.

Enter the text into the field.

Such information can be necessary for spoken translations.

Date of Event

The date of the event related to the quote.

Manually enter the date in the appropriate date format set in System Configuration or click Calendar and select from the calendar.

Such information can be necessary for interpreting projects.

Start Date

The date when the quote should begin.

Manually enter the date in the appropriate date format set in System Configuration or click Calendar and select from the calendar.

Deadline

The date when the quote should be completed.

Manually enter the date in the appropriate date format set in System Configuration or click Calendar and select from the calendar.

Customer

The customer for whom the quote is intended.

    • To select a customer, begin typing his/her name into the field and select the customer from the suggestions list. You can also choose a customer by clicking . When you click on this button, a window with the Customer Browse appears.
    • To create a new customer, click . When you click on this button, you are taken to a new page. For a description of the page, click here: Customer Create.
Customer Price Profile

The customer's unique rates to be applied to this quote.

Click the drop-down list and select the price profile.

When you modify a quote and change the price profile, click  if you want all of the existing rates to be recalculated in accordance with the rates listed in the selected price profile. If you select a new price profile but do not click this button, the existing rates will remain unchanged.

Customer Project Number

The customer's own project number to be appended to the potential project.

Enter the information into the field.

Contact Person

The individual to whom the quote's notifications and ready files are to be sent.

    • To include more contact persons, click More. Additional fields appear.
 Click here for a description of the additional fields....

Additional recipients of the quote's notifications and ready files.

Send Back to

The individual to whom the quote's ready files will be sent.

Click the drop-down list and select a contact person.

    • To create a new contact person for this customer, click . When you click this, a new window appears. For a description of the window, click here: Contacts Management.
    • To have the selected contact person be the Send Back to individual for all of the project's tasks, select the Change in All Tasks tickbox.

This field is mandatory.

Additional Contacts

Any other individuals to whom the emails related to the qoute will be sent.

Click the drop-down list and select a contact person. When selected, the contact person appears above the drop-down list:

    • To remove a selected contact, click .
    • To add all of the customer's available contact persons, click Add all.
    • To remove all selected contacts, click Remove all.
    • To have the selected contact person be the Additional Contacts for all of the project's task, select the Change in All Tasks tick box.
    • To create a new contact person for this customer, click . When you click this, a new window appears. For a description of the window, click here: Contacts Management.
    • To have the selected contact person be the Contact Person for all of the project's tasks, select "Change in All Tasks".

This field is mandatory.

Categories

A classification to be applied to the quote which can help a user when locating a quote or creating a financial report.

Click on the drop-down list and select a category. The category appears above the drop-down list:

    • To delete a selected item, click .
    • To add all categories, select Add all.
    • To remove all selected categories, select Remove all.

To create a quote category, go to Configuration > System Values > Project / Quote / Task Categories.

Click to modify.

Click to save any modifications.

Click to terminate the modification process.

 

The response buttons are dependent on the current status of the quote. The following table lists the response buttons and for which status they are available.

Response ButtonStatus
  • Sent
  • Pending
  • Requested
  • Accepted by Customer
  • Sent
  • Pending
  • Requested
  • Accepted
  • Accepted by Customer
  • Requested
  • Rejected
A quote marked as "split" has no available response buttons.

The buttons below appear for all the tabs but will only be discussed on this page.

Click to immediately convert the quote into a project. When a quote is converted into a project, all of the information from the quote is duplicated to the new project, making it unnecessary to create a new project and manually re enter all the data.

When you click on this button, you are taken to a new page. For a description of the page, click here: Converting Quote to Project.

Click to decline the quote.

When a quote is declined, the status is listed as Rejected.

Click to designate that the quote needs to be reviewed.

When a quote is under the review, the status is listed as Pending.

Click to reinstate a rejected quote.

When a quote is reopened, the status is listed as Pending.