An administrator will need to configure the system before quotations can be requested by a user. The quotation is sent out from the print room using PrintStation.
Configuring Quotations
Some orders will need to be priced manually as they have special requirements. A user can request a quotation which can be priced up in the print room and the quotation sent to the user via PrintStation. The user can then either accept the quotation and the order is placed on PrintStation or they can reject the quotation and the order is marked as deleted.
To enable quotations to be used:
1.
A product needs to be created that contains at least the body section. A free text area can be added in the notes section where the user can enter specific details, if required. You need to have a separate product to other products already created as the price will not be automatically calculated. For more information on creating products, please refer to the section on Creating a Product.
2.
The product needs to be priced in CostManager with a fixed price of zero. Products can be either Global or Portal specific. For more information on pricing products, please refer to the section on Selecting the Pricing.
3.
Assign the product to the required portal. For more information, please refer to the section on Adding Products to a Portal.
4.
Open the website and sign in with Administrator rights. View the Admin page and In the Orders section click Order Statuses.
5.
Select the option Set the status to 'Waiting for Quote' for new orders with no price.
6.
Check that emails are sent for the statuses 'Waiting for Quote', 'Quote Sent', 'Order Placed and 'Awaiting Paper Originals'. Update the email text for the statuses 'Waiting for Quote' and 'Quote Sent'. Please refer to the section on Changing the Wording in a Status Email for more information. If emails are not turned on then the Quotation process will not work.
When users require a quotation they need to use the Quotation product and place an order in the usual way. The order status will show as 'Waiting for Quote' in their Orders. For more information, please refer to Requesting a Quotation.
The PrintStation will receive the quotation request. The print room operator can manually enter a quotation value into the Price field and save the change. When they change the status of the order to 'Quote Sent' an email will be sent to the user and they will be able to reject or accept the order. For more information, please refer to Quotation Requests.
Requesting a Quotation
Some orders will need to be priced manually as they have special requirements. You can request a quotation which can be priced up in the print room and the quotation sent out via PrintStation. You will receive an email telling you that you have a quotation waiting for you. You can then either accept the quotation and the order is placed on PrintStation or you can reject the quotation and the order is marked as deleted. The quotation process cannot currently be used with a third party payment provider e.g. Stripe.
To request a quotation.
1.
Place an order in the usual way using the product designed for requesting a quotation. All price fields will be blank during the process. When you have placed the order details will appear in your Orders tab where the status will show as 'Waiting for Quotation'.
2.
You will also receive an email telling you that your order has been placed and another one stating that your order is waiting for a quote. If your order contains a zip file you may see the order status change to Downloaded before you receive notification of a quotation. This can happen on any orders you request a quotation for as the print room operator is likely to view the document that you have sent before they can create a quotation.
3.
You will receive another email when a quotation has been sent. Within the email there may be a link for you to use to go to your Orders tab in Skyline or you can just view your Orders tab. The order status will show as Quotation Sent with a value and there will be a green tick available.
4.
Click to open the Job Ticket. The quotation is shown in the price estimate section.
5.
To accept the quotation click and place the new order. To decline the quotation click and your order will be marked with the status deleted and will not show in your list of orders.
Sending a Quotation
Some orders will need to be priced manually as they have special requirements. A user can request a quotation which can be priced up in the print room and the quotation sent to the user via PrintStation. The user can then either accept the quotation and the order is placed on PrintStation or they can reject the quotation and the order is marked as deleted.
To send a quotation:
1.
Quotation requests will show in PrintStation with the status 'Waiting for Quote'. Select the order and view the details. You will not be able to use the button. Enter a value in the price field and save your changes. Add any notes as required when the changes are saved.
2.
Change the status of the order from 'Waiting for Quote' to 'Quote Sent'. When the status is changed an email is sent to the user telling them that they have received a quotation. They are then able to accept or reject the quotation.
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Accepted Quotation. If the user accepts the quotation an order is placed with a new order number and the order can be processed in the usual way. The original quotation order status is changed to 'Deleted; and removed from the PrintStation. The history of the quotation is shown on the History tab of the new order. Details entered about the quotation when the details were saved show in the Staff Notes area
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Rejected Quotation. If the user rejects the quotation the order status is changed to 'Deleted; and removed from the PrintStation.
If emails are not turned on then the Quotation process will not work.
to open the Job Ticket. The quotation is shown in the price estimate section.
and place the new order. To decline the quotation click 
and your order will be marked with the status deleted and will not show in your list of orders.
button. Enter a value in the price field and save your changes. Add any notes as required when the changes are saved.
