Proposals and Invoices

Proposals and Invoices

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Use the Proposals module to view and manage proposals for your organization. Proposals specify the quantity and the price per unit for products and services that you offer a client.

You can select a Product from the Product catalog or manually enter information related to a Product that is not in the catalog during proposal creation. When you select from the catalog, ProTracker fills in information such as the manufacturer's number and tax class. You can also list individual line items in a Proposal. To do this, you will need to first add one or more Product groups and group line items under the appropriate Product group. You cannot modify pricing of line items from the Product catalog but you can modify pricing of line items that you manually enter into the system.

Note: Each line item creates a Product record in the Products module.

Actions

Follow the instructions below to perform tasks such as creating, editing, and exporting Proposal records.

To…

Then…

Create a Proposal record

  1. Click Billing > Invoices & Proposals > Create Invoice/Proposal from the Navigation menu.
    The Invoices & Proposals Create Form displays.
  2. Complete the Invoices & Proposals Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. To add a line item to a product group, do the following.
    1. Click Add Row.
      This displays fields to specify the item information.
      You can click Add Row again to add another item.
    2. For each item, enter the information as described in Line Item Field Descriptions.
    3. As you add the price information, ProTracker calculates and displays the subtotal, discount, tax, shipping and the final billing amount.
  4. Click Save to save the record and view its detail page, or click Cancel .

After you save the proposal, ProTracker displays the Proposal's Detail View page. You can print or email the proposal as a PDF file from this page.

Display a list of Invoices/Proposals

Click Billing > Invoices & Proposals > View Proposals.
The Proposals List View displays.

Display the details for a proposal

Click the name in the Proposals List View.
The Proposal Detail View displays.

Edit proposal information

  1. Access the Proposal Edit View by doing one of the following:
    • Click Edit in the Proposal Detail View.
    • Click the edit icon (pencil) associated with the Proposal record in the Proposals List View.
  2. Update the information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more Proposal records

  1. In the Proposals List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single record by clicking Suppress on the Proposal Detail View.

Manage records in a sub-panel

See Manage related information in sub-panels.

Update information related to multiple Proposals

  1. In the Proposals List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate Proposal information

Click Duplicate in the Proposal Detail View. Duplication is a convenient way of creating a similar proposal. You can change and save the information in the duplicate record to create a new record.

Export records

  1. In the Proposals List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Email a Proposal

You can generate a PDF document of a quote and email it to the customers directly from the Proposals Detail View.

Note: The administrator must configure your email settings to enable you to send emails.

Check the following settings on your User Preferences page before you generate the PDF: Appropriate main font size and data font size in the PDF Settings section is selected.

Assigning Users and Teams to Records

Proposal Subject*

Enter information on the product or service for which you are creating the Proposal. This is a mandatory field.

Opportunity Name

Click the opportunity that resulted in this proposal on the Opportunities Popup List View (displays upon clicking the Selection arrow) or the Opportunities matching the character(s) you enter.

Proposal Number

ProTracker generates a reference number after you save the Proposal.

Proposal Stage*

Click the current stage of the proposal's life cycle, such as Draft or Confirmed, from this dropdown. This is a mandatory field.

Note: You cannot use a custom Stage dropdown list to create a quote.

Purchase Order Num

Enter the purchase order number if one exists.

Valid Until

Click on the Date Selector to choose the date until which the proposal is valid.

Payment Terms

Click the time period within which the customer must pay for the product or service purchased, from this dropdown list.

Original P.O. Date

On the Date Selector click the date of the original Purchase Order.

Bill to section

Billing Client name*

Click the Client that this Proposal is related to on the Clients Popup List View (displays upon clicking the Selection arrow) or the list of Proposals matching the character(s) you enter. This is a mandatory field.

Shipping Client Name

Click the Client that this Proposal is related to on the Clients Popup List View (displays upon clicking the Selection arrow) or the list of Proposals matching the character(s) you enter.

Billing Contact Name

Click the Contact that this Proposal is related to on the Clients Popup List View (displays upon clicking the Selection arrow) or the list of Proposals matching the character(s) you enter.

Shipping Contact Name

Click the Contact that this Proposal is related to on the Clients Popup List View (displays upon clicking the Selection arrow) or the list of Proposals matching the character(s) you enter.

Address Information section

Billing and Shipping Addresses

ProTracker automatically populates these fields. You can modify them if necessary.

Other section

Assigned to

By default, the record is assigned to the creator of the Proposal record. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

Teams*

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter. This is a mandatory field.

To assign additional teams to the Proposal, click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to Records.

Line Items section

Currency

If the currency is different from the default provided by ProTracker, click the currency.

Tax Rate

Click the appropriate tax rate for the state from the dropdown.

Shipping Provider

Click a shipping provider to deliver the product to the client.

Display Grand Total

Click this checkbox to display the total sum of the products listed in the proposal.

Display Line Numbers

Click this checkbox to display line numbers when you save the proposal in PDF format.

Line Items

To enter line items, click Add Group and select or enter one or more products or services for the proposal. Input the following details:

  • Group Name: Name for the product group.
  • Group Stage: Click the current status of the group such as Draft or Negotiation from this dropdown.
  • Add Row: Click to add a line item to the group. For more information, see Add a line item to a product group. To delete a line item, click Remove Row.
  • Add Comment: Click to add a comment on the group.

Descriptive Information section

Description

Enter a brief description of the proposal.

Line Item Field Descriptions

Quantity

Enter total number of units for this product

Product

To manually add a product, enter the product name; otherwise, click the Selection arrow and click the product on the Products Popup List View.

Mft Num

Enter the manufacturer's number. If you selected the product from the Products Popup List View, ProTracker automatically enters the appropriate number.

Tax Class

Click indicating whether the product is taxable or non-taxable. If you selected the product from the Products Popup List View, ProTracker automatically enters the appropriate value.

Cost

Enter the actual cost of the item. If you selected the product from the Products Popup List View, ProTracker automatically enters the cost.

Note: Cost details do not display in the proposal that you email to clients.

List

Enter the list price for the product. If you selected the product from the Products Popup List View, ProTracker automatically enters the list price.

Unit Price

Enter the price offered to the client. This may be lower than the list price.

Discount

Enter the dollar amount or the percentage of the unit price if a discount is applicable. Click the checkbox if you entered a percentage.

Sub-panels/Related Information

Sub-panels include:

Activities Documents History Projects
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