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General

What is a quotation?

With a quotation it is possible to make a quotation for a customer. A quotation is a budget, but without any obligations in the system. No stock reservations are made. In RentMagic, quotations can be easily created, fully flexible and adjustable to the customer's wishes.

Quotations can only be created for customers entered in the system. The quotations can be composed of items for sale and / or rental. The report behind a quotation can be fully customized. Multiple report templates can also be captured to show the correct layout for a customer. In this way, quotations can also be made in multiple languages. It is also possible to work with multiple currencies.

An offer can be in several statuses. Depending on the status, the quotation can move to the next state. If a quote is approved, it is possible to make a reservation or order. When a reservation or order is created, this naturally affects the free or physical stock. A quotation in itself has no influence on the stock yet and is for the system nothing more than a price issue to a customer.

The following statuses are known within a quotation:

  • Open: When a quote is created, it automatically enters the open status. The quotation remains open as long as it has not been sent to the customer.
  • Sent: As soon as a quotation is ready for dispatch, the quotation can be sent. If the quotation has been sent to the customer, you can change the status to sent.
  • Approved: If a customer has agreed to a quote, you can place the quote in the status approved. An order does not need to be created immediately, as long as this has not yet been done, the quotation will always remain in status.
  • Order: If a quotation has been approved by the customer, and an order can be made directly from it, the order will automatically be placed in the status order. The quotation will always remain in the status order. The quotation will continue to exist unless it is deleted.
  • Rejected: If a customer does not agree with the quotation, you can reject it in its entirety. The quotation ends up in the status rejected. The quotation will continue to exist as long as it is not removed.
There are some things to keep in mind when creating the quote, these are discussed below.

Serial number items

Items consisting of serial numbers can be placed on the quotation without a serial number because the unique copies are not yet relevant. Only when the quotation is converted into an order and when the order will be delivered it becomes important to place the unique copies (serial numbers) on the order, because the products then become active with the customer. The serial numbers should therefore only be known on the order when it is delivered.

Stock

Quotations have absolutely no influence on the stock of items. This is due to the fact that quotes are nothing more than a quote to the customer. As long as the customer does not agree, nothing is reserved. Only when a reservation or order is created, after the approval of an offer, will this affect the stock. During the creation of the quotation, it is possible to look at the stock, i.e. availability, for a certain period of time. Availability shows how many items are in stock for the period to be reserved. After all, the times for the rental are often already known during the creation of the quotation.

Shipping, invoice start, end date and return

A number of fields can be entered on the quotation for rental items. Depending on the requirements, these can also be adjusted later on the order. During the price calculation when articles are placed on the quotation, the selected period is of course taken into account. If the date fields are changed on the quotation, it is advisable to keep a close eye on the prices. It is important that everything is properly calculated.

The data to be used on the order lines, or on the articles, can initially be set during the creation of the quotation. Fill in all date fields correctly and after the selection of the period on new lines, the fields are automatically filled in when you add articles to the quotation. Of course, check it carefully when you are placing the articles, because they may differ per article if you work with partial deliveries, for example.

It is important to know that RentMagic focuses for the invoicing on the quotation and order lines, i.e. the articles, rather than on the quotation or order itself. This means that when creating an offer or order it is also possible to rent different items for a different period. The date fields of the different articles may therefore deviate. This gives extra flexibility, because you do not have to create a separate offer or order for every different period.

The invoice start and invoice end fields are fully indicative. These only affect the price calculation.

Warehouse

When creating an offer, it is also important to provide the correct warehouse. All orientation then takes place on the selected warehouse. If an order is created at a later stage of the quotation, the stock transaction will take place in the selected warehouse. So if you use multiple warehouses, it is important to select the right warehouse. You can do this on the quotation itself, or before you start the quotation module, at the top left of the screen, at Warehouse selection.

Navigation: Trade / Processes / Quotations.