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Offers

You can create individual offers for your customers and send it to them. Use the document Offer for this, which you can generate as a PDF file, for example if you want to print it or send it to your customers as an email attachment.

1. Setting up a document template for offers

Before generating offers, you have to set up a document template. Go to Setup » Client » Select client » Locations » Select location » Documents » Offer to set up the template.
Further information and instructions on setting up the document template are available on the Order documents page of the manual.

2. Generating a single offer document

Since offers are created individually for a customer, the offer documents are linked to the corresponding offer. This also means that the offer document can only be generated for the order type offer. Therefore, if you want to generate a PDF file for an offer, for example, you have to create the order type offer first. You generate the corresponding document as described below.

Generating an offer (document) manually:

  1. Go to Orders » Edit orders.
    → The Order overview opens.

  2. Use the filters to search () for the order type offer for which you want to generate the document. To do this, select Offer from the dropdown-list of the search filter Type. Adjust more filters to limit the search results, if needed.

  3. Open the required offer.

  4. Go to the Receipts tab.

  5. Select the option Offer from the Create receipt drop-down list.

  6. Carry out the settings according to Table 1.

  7. Save () the settings to generate the offer document.
    → A PDF file of the just generated offer document opens.

Table 1. Settings for the offer document in the Create receipt menu
Setting Explanation

Date

Enter a date to be displayed on the offer. The present date is set by default.

Number

The document number is assigned automatically. No entry is required in this field.

Book outgoing items

Select by choosing YES or NO whether outgoing items should be booked when the offer document is generated.

Change order status to status

Choose an order status to which the order is to be changed after the offer document is generated. If you don’t want the order status to change, select No change .

Comment

The text entered here is displayed below the order items. The entry of a text is optional.

3. Automating sending offers documents

You created individual offers for customers, generated the corresponding documents and want to send them to your customers now? You can automate this step by setting up the matching event procedure. To send the offer document as an email attachment, we recommend the event procedure described in Table 2. Proceed as follows to set up the event procedure.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure ().
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event listed in Table 2.

  5. Save () the settings.

  6. Carry out further settings as described in Table 2.

  7. Place a check mark next to the option Active.

  8. Save () the settings.

Table 2. Setting up event procedure “Sending offer document as PDF”
Setting Option Selection

Event

Documents > Offer generated

Filter

Order > Order type

Offer

Procedure

Customer > Send email

Click on Add () to add the corresponding email template for sending the offer document for the selection Customer (e.g. "Send offer as PDF").

You don’t see the corresponding email template?

You don’t see the corresponding email template for the event procedure "Send offer as PDF"? That’s probably because you haven’t created it yet. You can do this in the Setup » Client » Select client » Email » Templates menu. Click on New email template (icon:plus-square[role="green") and create the template according to your requirements. The name you enter here for the email template is then displayed in the event procedures. For further information about setting up email templates, refer to the Sending emails page of the manual.

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