Quote settings
A handful of settings decide how every quote behaves: how long it stands, how strictly the date is enforced, whether the buyer may take it apart, and who in the customer's company may say yes. Set them before the first request arrives. They apply to open quotes as well, from the moment you change them.
The settings
| Setting | Default | What it decides |
|---|---|---|
| Default validity in days | 30 (1 to 365) | How long a quote stands when nobody enters a Valid until date on sending. The date is always stored on the quote; this only fills it. |
| Grace period after expiry in hours | 0 (0 to 720) | How long after Valid until an acceptance is still taken. Zero is strict: past the date, acceptance is refused. |
| Expire quotes automatically | On | An hourly sweep moves quotes past their date to expired. Off, acceptance is still refused after the date; the quote only keeps its old status in lists. |
| Warn this many days before a quote expires | 3 (0 to 90) | The sweep announces a quote about to run out, once. Zero switches the announcement off. |
| Allow partial acceptance | On | The buyer may accept some positions and decline or leave others. Off, a quote is taken whole or not at all. |
| Who may accept a quote | Anyone in the organization | Beyond the permission: Only the requester, or Anyone in the organization. |
| A new price makes a new revision | On | Pricing a quote the buyer has already seen raises the revision, so every round stays readable. Off, you correct in place. |
| Number range for quotes | quote | Which number range quote numbers are drawn from. |
Decisions worth making deliberately
Validity
Thirty days is a common default in the Mittelstand. Choose it against two limits. A validity longer than your own purchase prices stay stable is a promise you may not be able to keep. One shorter than the customer's own approval cycle guarantees expiry. The default only fills an empty date; your team can still enter a specific Valid until when sending a quote.
Grace period
The validity date is hard. The grace period is a courtesy you grant, in hours, not a softening of the date. A few hours cover the buyer who clicks at 00:20 on the day after. Anything measured in days is better handled by sending the quote again with a new date, so the new date is on the record.
Partial acceptance
Leave it on if your positions are priced independently. Switch it off when your price was calculated over the whole basket. A bundle price accepted line by line gives away the discount without the volume behind it. With it off, a buyer who names individual positions is refused, and accepting the whole quote still works.
Who may accept
Anyone in the organization suits most customers: a colleague can take the quote while the requester is on holiday. Choose Only the requester where the customer's own rules say the person who asked must also commit.
Revisions
Leave this on. A negotiation is a sequence, and a round that overwrites the last one leaves the price unexplainable. Switch it off only if your team regularly corrects quotes before the buyer has acted on them and wants no extra revision for that.
Numbering
Quote numbers come from their own number range, separate from your order
numbers. The standard range has the code quote, the prefix ANG- and six
digits, so the first quote is ANG-000001. It is created when the app is
installed. You see the ranges, with prefix, digits, the last number drawn and
the step, under Configuration › Quote number ranges.
To number quotes differently per market, point Number range for quotes at a
different range code for that market. If no range with that code exists yet,
it is created with the first quote, with the code in capitals as its prefix: a
market set to ch numbers from CH-000001.
Permissions
Four permissions belong to the quotes app. Assign them through roles; see Contacts and roles.
| Permission | Lets a person |
|---|---|
quotes.read | See the organisation's quotes at all |
quotes.request | Send a cart in as a quote request. Commits the buyer to nothing |
quotes.accept | Accept a priced quote, whole or line by line. This is the permission that spends money |
quotes.price | Set prices, validity and the message to the buyer: your side of the desk |
Keep quotes.request and quotes.accept apart for customers whose buyers
collect offers that somebody else signs.
What to check
- Price one test quote without a Valid until date: it should carry today plus your default validity.
- If you switched off partial acceptance, try accepting a single position in the shop. It should be refused.
- The first quote should be numbered from the range you expect.
Next
- Handle a quote request: these settings in daily use.
- The quote lifecycle: the states the settings act on.