You can manually create offers in Xentral under Sales > Offers. When you select a customer, the relevant master data will be inserted into the document.
You can already add a payment method or payment target to the offer. If you continue the offer to an order, these settings will be used up until invoicing.
You can also create a follow-up during order creation. This way you can remind yourself to follow up on the offer and/or assign it to other employees within you company, to note down information and much more.
Existing inquiries can be used to create a offer using the Action menu.
A video on the topic Offers can be found on YouTube: https://www.youtube.com/watch?v=tSe9VUK-5xs
You can fill the following fields in the Details > Offer tab with information:
General
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Customer > Here you enter the number of the customer
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Project > Here you select the corresponding project
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Action code > Here you can enter an action code that has been defined in the module Action codes.
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Status > Provides information about the status of the offer, e.g. "released"
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Your request > Here you can enter the number, the subject or the date of the customer. The information will be printed on the offer.
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Internal designation > Here you can enter an internal designation or note (does not appear on the document).
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Date → Date of the offer
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Delivery date > Date until when the offered goods or services can be delivered.
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Offer valid until > Here you specify how long the offer should be valid. This information will be printed on the quotation document.
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Planned order date > Date when the order is planned to be placed
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Preferred warehouse > Here you enter the preferred warehouse.
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Write protection > Check this box to activate the write protection for the offer.
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Different designation > If you check this box, the different designation will be taken from the basic settings.
In the Positions subtab of the Details tab you can add the products you want to offer your customers. Group prices and customer prices stored in the product master data are found automatically. Price and quantity can be modified manually and you can enter special fields.
Manual article search/create new
If an article cannot be found, it can also be searched manually using the Manual article search / create new button or created directly in the stock list. This function works as in the case of orders.
The system offers the opportunity to better organize and highlight the various positions using special fields. To define a special field, click the Insert special field button.
Choose from the following items:
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Group heading
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Subtotal
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Group total
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Group sum (with optional prices)
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Page break
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Image
There are several ways to include the totals in the offer:
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Batch total → Sum of all positions listed in the batch total (except the optional ones)
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Group totals → Once a group is defined, you can define the relevant group totals, which sum up the positions of the group above. Optional positions are excluded from the group. The group total can also be provided separately with the optional positions included, i.e. with the sum of the group total and of the optional positions of the group
The example lists each of the possible totals and shows how the offer would appear in PDF format.
You can place images between each of the products using a special field (see description above).
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Designation → Designation of the image
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Description → Description of the image
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Select file → Selection of the image to be added
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Width → Width of the image. If nothing is selected, a width of 30 mm is set automatically
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Height → Height of the image. If nothing is selected, a height of 30 mm is set automatically
Example of how the image is displayed in the offer:
This function allows you to add parts lists. To do so, you need the extra module “Insert offer parts list”, which is available in the app store.
After clicking the button, you can select a parts list using the arrow:
Then the positions of the parts list will be listed.
Here you can choose from the following items:
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Quantity → Position quantity
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Calculate price from parts → It calculates the sales price of the parts list based on the sales prices of the single items. It hides the price of the main article
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Select article → It shows the articles that will appear on the receipt. At the same time, the calculated price is determined based only on the selected articles
When editing the main parts list article, the price can be calculated based on the parts:
It is also possible to add other articles to this parts list within the offer positions. To do so, you need to add an article to the offer as a position. Using the Edit icon on the right side of the line, you can select the field “Belongs to” in the overview, where the article number of the parts list can be entered.
The Edit icon opens a new dialog. Here you can further edit the receipt positions.
In the action menu there are the following actions to choose from:
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Cancel offer → It sets the status of the offer to “canceled”
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Copy offer → It creates a new offer in draft mode with all data (master data, positions, etc.)
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Release offer → With this function the offer can be released
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Submit offer → With this function you can submit the offer via printer, e-mail, etc. The status is set to “Sent”
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Reject offer → It sets the status of the offer to “rejected”
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New offer version → It creates a new offer with the same data. The new offer will have the same number with an additional “-1” and a link to the original offer
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Continue as an order → It creates an order in draft mode with the same data
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Continue as a pro forma invoice → It creates a pro forma invoice in draft mode with the same data
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Mark as ordered → It sets the status of the offer to “ordered”
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Export as CSV → It exports the offer in CSV format
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Open PDF → It opens the offer receipt as a PDF file
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Continue as a project → It creates a project with the same data
In this tab you can create follow-ups.
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Denomination → Denomination of the follow-up
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Editor → Employee that processes the follow-up
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For customer → Customer for whom the follow-up is created
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Description → Description of the follow-up
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Volume → Money amount of the follow-up (optional)
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Chance → Likelihood of purchase of the offer (optional)
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Stage → Current stage of the follow-up. The stages must be created and defined in advance
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Reminder date → Date on which the follow-up is to be reminded
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Time → Time of the reminder date at which the follow-up is to be reminded
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Report to employee → Employee that has to be notified when the follow-up is completed
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Completed → Mark the follow-up as completed
It is possible to specify the number of days after which a follow-up should be created for a released offer. The amount of the offer is copied to the volume field of the follow-up. You can set the number of days from Administration → Settings → System → Basic settings.
When an offer is continued/canceled/marked as rejected/marked as ordered, the follow-up is automatically closed.