Many of our clients have asked for our help when it comes to managing a “Get a Quote” system through Magento. Whether it be using a quotation grid, the quotation detail page, editing or creating a quote, or even a file upload, it can be a little overwhelming at first. This article will break down the basics of using a “Get A Quote” system through Magento to assist you with managing your eCommerce Quotation system.
With a quotation grid shop admins are able to view all quotations in a grid that displays the most important information in the back-end. This will also allow them to change the status of the quote request from within the admin panel.
Quotation Detail Page
The Quotation detail page contains many useful features. Below the complete Quotation detail page is shown. We will further explain all the functionality later on in this article.
The quote information gives the time and date of the quotation request and the site from which is ordered. The status can be changed manually, because some orders will be closed per mail or phone, but the status will also change automatically when the ordering process progresses through Magento.
The Quotation Management tab gives advanced management possibilities for both internal use and notifying the costumer. Here the expiry date and reminder date can be set and changed. It is optional to inform the customer about this. Also, comments can be placed. General comments, which can be seen by the customer in the “My Quotes” tab when signed in to the webshop, but also comments for internal use which are only visible in the backend.
In this part of the Quotation detail page, all relevant customer information is shown.
In the product information section prices and tiers can be proposed. Furthermore, comments with different products can be entered and the products can be edited.
Edit a Quotation
Editing a submitted quote is simple. After saving the proposal the “Edit Product” button will become active. Pressing it will bring you to the normal “Create Order” screen of Magento with the selected items, including their prices and quantities transferred to this screen. You can press the “Edit Product” button after you have selected the items and quantities that need to be edited. Editing a quote requires you to save the request and to select one quantity per product. Remarks and shipping prices will not be transferred as are the extra quantities per item that were originally requested. This is simply because Magento’s Create New Order does not support this functionality.
Magento’s Create New Order screen is extended with an extra button at the bottom of this screen. After you have changed the items in the list, you can press the “Update Quotation” button and all products including their quantities are transferred back to the quote detail page. Back in the quote view the shop admin is enabled to create new tiers again.
Create a New Quotation
The workflow is exactly as above, but you will start with an empty form by pressing “Create New Quote” at the right top of the quotation grid page.
With file upload, a file can be attached to your proposal e-mail.
In this section, messages can be sent to the customer via e-mail when “Notify Customer by E-mail” is enabled. When disabled, the message will be only be visible in the back-end for internal users. This section differs from the general comment section, because the messages from the general comment section will only be seen by the customer in the “My Quotes” tab of the Magento webshop.
In this section discounts can be applied to the quote. With “Enter new Quote Subtotal” a fixed price or a fixed percentage can be entered. A fixed price, will set all products on the same discount percentage to approximately reach the entered fixed price. Entering a percentage will give a percentage discount over the quote. Coupon codes can also be applied here. Simply select one of your Magento promotions and hit “Apply”.
In this section all amounts will be added together to make a Grand Total. The profit will also be given based on the entered cost prices. Taxes will be computed by the extensive tax configuration of Magento. This section gives two buttons, “Submit Proposal” and “Create Order”.
With “Submit Proposal” a proposal will be sent via e-mail to the customer who request the quotation. The customer then can view the proposal and proceed to checkout, make a counteroffer or reject the proposal. The customer can do this when logged in to his account on the webshop, but he is also able to proceed to checkout directly from the proposal e-mail.
With “Create Order” the selected items an quantities will be transferred to the create order section. Then an order will be created like any other order on Magento.
If you have any questions about Magento’s Quotation system, do not hesitate to contact our team here at Centennial Arts with the link below!