AvSight Sales Process—Creating Customer Quotes

This article will cover the basics of creating Customer Quotes in the AvSight system.

Prerequisites: None

Information needed to complete the steps:

Required:
Customer	Condition Code
Part Number	Quantity
Unit Price	Quote Type
Inventory

Customer quotes allow you to provide information to your customers to aid them in making buying decisions. In this article we will cover the process of creating and submitting a quote. The customer quotes process is integrated with many of the other parts of AvSight and will require information from other areas already covered in earlier articles.  As with all of the AvSight screens, this required information can be created while working within a related area. However, it is highly recommended that you complete all of the previous articles under Administration, Inventory Management and Contact Management first. There are two places within AvSight where a quote can be created.  The process is identical in both, however, depending on the access location, some of the information may be prefilled.

Creating a Customer Quote from scratch

1. Login to the AvSight system and Navigate to Customer Quotes on the AvSight Menu. On narrower resolution screens you may need to select the More tab and choose Customer Quotes from the drop down list.
2. Select New in the Page Level Menu.
1. By default, the Customer Quotes screen defaults to Recently Viewed, to change this, select the drop down next to Recently Viewed and choose All. This will ensure a quote hasn’t already been created.
3. Select New from the menu on the right side of the Customer Quotes screen and the New Quote form will open.
• Required fields:
• Vendor
• While not required, the following fields will be helpful in completing the quote:
• Contact
4. Enter the required information and any additional desired information and click Save.

Completing the Customer Quote Process

There are three navigational areas in the Customer Quote screen as illustrated below.

Once the quote is saved, you are automatically taken to the next step of the process—Lines.  This area will allow you to add line items to your quote.  Please note: at any time in the process, the information from a previous step may be edited by simply clicking on that section in the appropriate tab. As each section of the process is completed, clicking Mark Status as Complete will close the current phase and automatically move to the next phase of the process in the progress bar. To move to a previously completed phase, click the desired phase in the Progress Bar. Most of the screens in the process will allow you to enter comments as part of the process.  Internal comments will only appear in the AvSight system.  External comments will be printed on any correspondence with the vendor.

Adding a Line Item

On the Lines screen, click new from the page menu to open the New Customer Quote Line page. The following fields are required or helpful in the process:

New Customer Quote Line Section

Quote Type  Choose between Outright, Exchange or No Quote.  Exchange quotes involve parts that may have a core charge and provide additional fields with which to track the status of the part being exchanged.

Part Info Section

Part Number  The number of the part being quoted.
Original Inventory Line  This is the inventory from which the part will be pulled.  By default it will filter the results to show only the inventories that contain the specified part number. To choose an inventory, click the Select Inventory button.
RFQ Line  If the part being quoted is associated with a vendor RFQ, the line item from that RFQ can be referenced here. To choose an RFQ line, click the Select RFQ line button. Additionally, if a part is not available and a quote from a vendor is required, an RFQ can be created by clicking Create RFQ from the Page Menu.
Quantity  Enter the quantity to be quoted.  The rest of the fields will be populated based on the inventory that was selected for the part.
Price  The price being quoted to the customer. Clicking the Pricing Lookup button will open a list of part inventories and the prices associated with each, allowing you to provide accurate pricing.

After completing the necessary information, click Save.

If additional line items are needed click New.  After all line items have been entered, you may review and edit the information by selecting Lines List View tab from the menu.

Additional Tabs

Since the Customer Quote process is integrated with other areas of AvSight, the remaining tabs will allow you to assign a task or log a call (Activity), See any changes that have been made to the quote (Audit Trail), upload files or see any other information associated with the quote (All Related).

Generating the Customer Quote

If all information is complete, click Mark Status as Complete.  At this point a quote can be generated. From the page menu, Click Generate Quote.  This will open a dialogue box to allow the quote to be sent to the customer for processing. If a contact was specified in the Header section, that email address will be pre-filled in the form. The quote can also be printed or downloaded.  Hover over the quote form in the screen and chose download or print. Complete any other information you would like to include in the email and click send.  An entry will be placed in the activity tab indicating that an email was sent to the customer. Mark the status Sent to Customer as complete. If the customer accepts the quote, the quote can be converted to a Sales Order by clicking Convert to Order in the Page Menu (See Related Article below).

Creating a Quote from Part Research

Second way a quote can be created is from within Part Research.  In the Part Research screen, select the part menu from the top center section of the screen, then choose Create Quote.  This will open a mini version of the Create Quote screen displayed in the Create Quote from Scratch section above with the part number pre-filled.  Add the additional required information and click save. The quote will open in the full version of the Customer Quote screen.  Follow the rest of the steps above to complete the quote.

Related Articles:

Working with Releases
Working with RFQs
Working with Sales Orders