Sales Quote

A sales quote is a document sent to a potential customer, offering to sell goods or services at a certain price under specified conditions. It allows buyers looking for specific products to get an estimate of the cost involved in completing the purchase.

Customer Service Representative (CSR) creates a quote for the customer with list prices and assigns the appropriate discount (based on customer relationship). If the discount is not yet in the system, the CSR creates the discount. After the customer approves the quote and sends the purchase order, a sales order is created from the quote.

Business Purpose

A sales quote is to let a customer know the cost of goods or services before they decide to purchase them. It can help the customer to decide what products or services they want to buy, at the best price.

There are a number of items that should be considered when preparing a quotation for a customer:

• Products List

• Discounted Rates

• Time Period etc.

Actors

• Customer

• CSR

Scenarios

The three scenarios of the Sale Quote process are:

1. Create Sales Quote

2. Update Sales Quote

3. Convert to Order

Create Sales Quote

Customer contacts CSR, with a request for a Quote for specific products and quantities for each. CSR records request for Quote, creates a Quote and sends it to the Customer. After getting approval from Customer and before the creation of the Sales order the CSR needs to update the Status of the Created Quote.

Diagrams

Level 1

Level 2

Level 3

Update Sales Quote

A sales quote can be updated by the CSR due to any reason such as bulk orders, special privilege discount or one to one negotiation on price etc.

Quote updating process includes:

1. Add/Remove items from existing Quote

2. Update product quantity

3. Update price of items

Diagrams

Level 1

Level 2

Level 3

Sales Order

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A sales order is an agreement between a business association and a customer concerning the delivery of products or provision of services. This process involves order capturing, order status management, payment terms and method setup etc.

A customer can place an order from the storefront or a customer service representative (CSR) can place the order on behalf of a customer from the back end.

Business Purpose

A Sales Order from the customer notifies the business of customer wants. It tells the business who is the customer, what are the products or services ordered, what is the payment term and method, what are the billing and shipping addresses, any special instructions for delivery, order priority etc.

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A customer always provide shipping method details to let the business know about his shipping preference to ship the order and in other ends, CSR always captures shipping method along with special instructions for delivery.

Scenarios

1. Create Order
2. Update Order
3. Order Status 
4. Payment terms and methods

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CSR creates a sales order for the customer from the backend as per the given information like personal details, contact information, billing and shipping information, and payment terms and methods. A customer can create a sales order from the storefront as well. 

Diagrams

Sales Order from Backend

Level 1

Level 2

Level 3

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A CSR can edit or update in order to make changes in it based on customer requests or can add notes for handling. 

Diagrams

Update Sales Order

Level 1

Level 2

Level 3

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• Created

• Approved

• Processing

• Sent

• Held

• Rejected

• Completed

• Cancelled

Diagrams 

Manage Order Status

Level 1

Level 3

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• Billing Account
• Cash
• Cash on Delivery
• Certified Check
• Company Account
• Company Check
• Credit Card
• Electronic Fund Transfer
• Financial Account
• Gift Card
• Gift Certificate
• Money Order 
  
• Offline Payment
• Paypal
• Personal Check etc.

Payment Terms

Level 1

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Level 2

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Billing Account

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Update Sales Quote

A sales quote can be updated by the CSR due to any reason such as bulk orders, special privilege discount or one to one negotiation on price etc.

Quote updating process includes:

1. Add/Remove items from existing Quote

2. Update product quantity

3. Update price of items

Diagrams

Level 1

...

Sales Quote

Overview

A sales quote is a document sent to a potential customer, offering to sell goods or services at a certain price under specified conditions. It allows buyers looking for specific products to get an estimate of the cost involved in completing the purchase.

CSR creates a quote for the customer with list prices and assigns the appropriate discount (based on customer relationship). If the discount is not yet in the system, the CSR creates the discount. After the customer approves the quote and sends the purchase order, a sales order is created from the quote.

Business Purpose

A sales quote is to let a customer know the cost of goods or services before they decide to purchase them. It can help the customer to decide what products or services they want to buy, at the best price.

There are a number of items that should be considered when preparing a quotation for a customer:

• Products List

• Discounted Rates

• Time Period etc.

Actors

• Customer

• CSR

Scenarios

The three scenarios of the Sale Quote process are:

1. Create Sales Quote

2. Update Sales Quote

3. Convert to Order

Create Sales Quote

Customer contacts CSR, with a request for a Quote for specific products and quantities for each. CSR records request for Quote, creates a Quote and sends it to the Customer. After getting approval from Customer and before the creation of the Sales order the CSR needs to update the Status of the Created Quote.

Diagrams

Level 1

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Level 2

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Level 3