Quotation & section templates

Reusable quotation and section templates can be made in SecureIO’s Sales app for common products or services.

By using these templates, quotations can be tailored and sent to customers at a quicker pace, without having to create new quotations from scratch every time a sales negotiation occurs.

Configuration

To use quotation and section templates, begin by activating the setting in Sales app ‣ Configuration ‣ Settings, and scroll to the Quotations _Orders heading.

Under the heading, tick the Quotation Templates checkbox. Doing so reveals a new Default Template field, in which a default quotation template can be chosen from the drop-down menu.

Upon activating the Quotation Templates feature, an internal • Quotation Templates link appears beneath the Default Template field.

Clicking this link reveals the Templates page, from which templates can be created, viewed, and edited.

Before leaving the Settings page, click the Save button to save all changes made during the session.

Create quotation templates

To create a quotation template, click the Quotation Templates link on the Settings page once Quotation templates are enabled, or navigate to Sales app ‣ Configuration ‣ Templates. Both options reveal the Templates page, where quotation templates can be created, viewed, and edited.

To create a new quotation template, click the New button, located in the upper-left corner. Doing so reveals a blank quotation template form that can be customized.

Start by entering a name for the template in the Template field. If needed, create or select an existing spreadsheet to do complex calculations for the template in the Quote calculator field.

Enable the Share checkbox to make the template accessible to specific sales teams. Select which teams can access it in the Sales Team field. If working in a multi-company environment, use the Company field to designate to which company can access the template.

Lines tab

In the Lines tab, products can be added to the quotation template by clicking Add a product, organized by clicking Add a section (and dragging/dropping section headers), and further explained with discretionary information (such as warranty details, terms, etc.) by clicking Add a note.

To add a product to a quotation template, click Add a product in the Lines tab of a quotation template form. Doing so reveals a blank field in the Product column.

When clicked, a drop-down menu with existing products in the database appears. Select the desired product from the drop-down menu to add it to the quotation template. If the desired product is not visible, type the name of the desired product in the Product field, and the option appears in the drop-down menu. Products can also be found by clicking Search More… from the drop-down menu.

Then, drag and drop the product to the desired position, via the six squares icon, located to the left of each line item.

To add a section, which serves as a header to organize the lines of a sales order, click Add a section in the Lines tab. When clicked, a blank field appears, in which the desired name of the section can be typed. When the name has been entered, click away to secure the section name. Then, drag and drop the section name to the desired position, via the • (six squares) icon, located to the left of each line item.

To add a note, which appears as a piece of text for the customer on the quotation, click Add a note in the Lines tab. When clicked, a blank field appears, in which the desired note can be typed. When the note has been entered, click away to secure the note. Then, drag and drop the note to the desired position, via the • (six squares) icon.

To delete any line item from the Lines tab (product, section, and/or note), click the • (remove record) icon on the far-right side of the line.

Terms & Conditions tab

The Terms & Conditions tab provides the opportunity to add terms and conditions to the quotation template. To add terms and conditions, type the desired terms and conditions in this tab.

Quote Builder tab

The Quote Builder tab allows specific headers and footers to become available when the quotation template is used on a sales quote. Any headers or footers that are assigned to the template are not available to use unless the template is applied.

Settings tab

The Settings tab provides extra confirmation and invoicing settings to the quotation template.

In the Confirmation section, the Quotation Validity field designates how many days the quotation template is valid for, or leave the field on the default 0 to keep the template valid indefinitely.

If either of the Online Signature or Online Payment features are activated in the Settings (Sales app ‣ Configuration ‣ Settings), toggles for each of them are available to activate on the quotation template.

Enable the toggle for Online Signature to request an online signature from the customer to confirm an order.

Enable the toggle for Online Payment to request an online payment from the customer to confirm an order. When Online Payment is checked, a new percentage field appears, in which a specific percentage of payment can be entered.

Both toggles, Online Signature and Online Payment can be enabled simultaneously, in which case the customer must provide both a signature and a payment to confirm an order.

Next, in the Confirmation Mail field, click the blank drop-down menu to select a preconfigured email template to be sent to customers upon confirmation of an order.

Tip

To create a new email template directly from the Confirmation Mail field, start typing the name of the new email template in the field, and select either: Create or Create and edit… from the drop-down menu that appears.

Selecting Create creates the email template, which can be edited later.

Selecting Create and edit… creates the email template, and a Create Confirmation Mail pop-up window appears, in which the email template can be customized and configured immediately.

When all modifications are complete, click Save & Close to save the email template and return to the quotation form.

In the Invoicing section, the Invoicing Journal field designates all sales orders using this template are invoiced in the selected journal. If no journal is selected, the sales journal with the lowest sequence is used.

Create section templates

Section templates can be created on the Templates page or directly from a sales quote. To create a template from the Templates page, navigate to Sales app ‣ Configuration ‣ Templates and click the New button, located in the upper-left corner. A blank template form displays.

Enter the name of the template in Template field and set the Type field to Section. To add sections, products, or notes follow the instructions in the Lines tab section.

To create a section template from a sales quote, navigate to Sales app ‣ Orders ‣ Quotations and create a new quote or select an existing one.

Add section and any products in the Order Lines tab, then click the ⋮ Ellipsis icon on the right side of the order line. Select the • Save as Template icon to save the section. SecureIO saves the section template using the name given the section on the sales quote.

To find a section template, navigate to Sales ‣ Configuration ‣ Templates. In the search bar, delete the Quotation Templates filter to display all template types.

Use templates

When creating a quote (Sales app ‣ New), choose a preconfigured template in the Quotation Template field.

To apply a section template, click Add a section and select a template from the drop-down menu.

To view what the customer will see, click the Preview button at the top of the page to see how the quotation template appears on the front-end of the website through SecureIO’s customer portal.

When all blocks and customizations are complete, click the Save button to save the configuration.

The blue banner located at the top of the quotation template preview can be used to quickly return • Back to edit mode. When clicked, SecureIO returns to the quotation form in the back-end of the Sales application.

Mass cancel quotations/sales orders

Cancel multiple quotations (or sales orders) by navigating to the Sales app ‣ Orders ‣ Quotations dashboard, landing, by default, in the list view. Then, on the left side of the table, tick the checkboxes for the quotations to be canceled.

Then, with the desired quotations (or sales orders) selected from the list view on the Quotations page, click the ⚙ Actions button to reveal a drop-down menu.

From this drop-down menu, select Cancel quotations.

Upon selecting the Cancel quotations option, a Cancel quotations confirmation pop-up window appears. To complete the cancellation, click the Cancel quotations button.