Proposals Tutorials

Proposals are a quick and efficient way of offering customers buying options.

Proposal templates simplify creating quotations for complex products that have multiple add-ons or customisations. You can create any number of proposal templates. Proposals integrate with transactions: the selected proposal options are added as items.

Proposal templates can be created from transactions or Transaction Types.

💡These tutorials explain how to create a proposal template and add, change and update a proposal on a transaction.

Proposal Templates#

How to Create a Proposal Template#

Step 1: Create Items for All the Mandatory and Optional Elements

• The items depend on the product.
• They must all have Sell Prices. Use a price of zero where the add-on option is included in the main price.
• See the screenshot below for examples:

Step 2: Create the Proposal Template

1. Navigate to Proposal Templates.
2. Click New (button).
3. Status = Select a status from the dropdown list (e.g. Review).
   • Note: The status must be Ready to use the proposal on a transaction. To edit a proposal, click Edit (button) and change the status to Draft.
4. Status Bar = (Optional) Enter a note on the status bar (e.g. a note for the reviewer).
5. Description = Enter a name for the proposal (e.g. BMW SUV X1).
6. Code = Enter an abbreviated name for the proposal (e.g. BMW SUV X1).
7. Note (block next to Description and Code) = Enter any note about the proposal (optional).
8. Click Add Item (button) to open a new row and complete the details as follows:
   1. Select = Check the box.
   2. Type = Select Mandatory from the dropdown list.
   3. Description = Select the item BMW SUV X1 from the dropdown list.
   4. Qty = Enter 1.
9. Click Add Item (button).
   1. Select = Leave unchecked.
   2. Type = Select Mandatory from the dropdown list.
   3. Description = Enter Interior.
   4. Right-click the entry and select Add Item.
      1. Description = Select the item Interior – Leather from the dropdown list.
      2. Qty = Enter 1.
   5. Right-click the entry and select Add Item.
      1. Description = Select the item Interior – Synthetic from the dropdown list.
      2. Qty = Enter 1.
   6. Check the Select checkbox next to one of the interior options (the default option).
10. Click Add Item (button).
    1. Select = Leave unchecked.
    2. Type = Select Mandatory from the dropdown list.
    3. Description = Enter Paint Colour.
    4. Right-click the entry and select Add Item.
       1. Description = Select the item Metal – Silver from the dropdown list.
       2. Qty = Enter 1.
    5. Right-click the entry and select Add Item.
       1. Description = Select the item Paint – Blue from the dropdown list.
       2. Qty = Enter 1.
    6. Right-click the entry and select Add Item.
       1. Description = Select the item Paint – White from the dropdown list.
       2. Qty = Enter 1.
    7. Check the Select checkbox next to one of the paint options (the default option).
11. Click Add Item (button).
    1. Select = Leave unchecked.
    2. Type = Select Mandatory from the dropdown list.
    3. Description = Enter Wheels.
    4. Right-click the entry and select Add Item.
       1. Description = Select the item Wheels – Standard from the dropdown list.
       2. Qty = Enter 1 if the price is for all the wheels. Enter 4 or 5 if the price is per wheel (4 wheels + spare wheel).
    5. Right-click the entry and select Add Item.
       1. Description = Select the item Wheels – Mag from the dropdown list.
       2. Qty = Enter 1 if the price is for all the wheels. Enter 4 or 5 if the price is per wheel (4 wheels + spare wheel).
    6. Check the Select checkbox next to one of the wheel options (the default option).
12. Click Add Item (button).
    1. Select = Leave unchecked.
    2. Type = Select Any from the dropdown list. This option allows all the extras to be selected, whereas Optional allows only one.
    3. Description = Enter Optional Extras.
    4. Right-click the entry and select Add Item.
       1. Description = Select the item Equipment Package from the dropdown list.
       2. Qty = Enter 1.
    5. Right-click the entry and select Add Item.
       1. Description = Select the item Mirror Caps from the dropdown list.
       2. Qty = Enter 1.
    6. Check one or more of the Select checkboxes to include those extras automatically. Otherwise, leave all the checkboxes unchecked.
13. Click Save (button).
14. Change the proposal template’s Status to Ready after you check it.

Transactions#

How to Incorporate a Proposal on a Transaction#

1. Navigate to Quotations (or any transaction with proposals enabled).
2. Click New (button).
3. Customer = Select a customer from the dropdown list.
4. Contact = Select a contact from the dropdown list.
5. Rep = Select a rep from the dropdown list.
6. Reference = Enter a reference (e.g. quote for BMW).
7. Proposal = Select BMW SUV X1 from the dropdown list.
8. Qty (next to proposal) = Enter the number of vehicles included in the quotation.
9. Entity = Select an entity if applicable.
10. Category = Select a category from the dropdown list.
11. Order No. = Enter an order number (optional).
12. Terms = Select the terms from the dropdown list.
13. Deliver To = Select a delivery address if applicable.
14. Click Actions (button) > View/Edit Proposal to open the proposal.
    • Note: All the checked items from the proposal are added automatically.
    1. Check the items that must be included on the quotation. Uncheck the rest.
    2. Click Save (button) on the proposal popup.
    3. Close the popup.
15. Add any adjustments or additional items as needed.
    • Note: The quotation shows the changes made on the proposal.
16. Change the quotation’s Status.
17. Click Save (button) if it is not greyed out.

How to Select a Different Proposal on a Transaction#

1. After adding a proposal to a transaction as explained above, click Actions (button) > Select a different Proposal Template.
2. Confirm that all the proposal items will be deleted.
3. Select a new proposal from the dropdown list next to Proposal on the transaction.

How to Update a Proposal on a Transaction#

1. After adding a proposal to a transaction as explained above, click Actions (button) > Update Transaction from linked Proposal.
2. Confirm the change on the popup.

How to Update a Proposal From Its Template#

1. Open the transaction with the proposal and click Actions (button) > View/Edit Proposal.
2. On the proposal popup, click Actions (button) > Update from Template.
3. Click Yes (button) on the “Update Proposal from Template?” popup.
   • Note: The proposal and the transaction’s proposal items are updated from the template.