Sugar's Quotes module consists of quotes which specify the quantity and the price per unit for products or services that your organization is selling to clients. You can select a product directly from the product catalog or manually enter a product that is not in the catalog during quote creation. There are various ways you can create quotes in Sugar such as via the Quotes module and duplication. Once created, you can generate the quote as a document in PDF format and send it to your clients. This documentation will go over the basics of the Quotes module as well as the various options available in performing the actions related to the module.
For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting quote records, please refer to the Working With Quotes section of this page.
Please note that you will only be able to see quote records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration Guide.
The Quotes module contains a number of stock fields which come out-of-the-box with Sugar. The following definitions are suggested meanings for the fields, but some fields can be leveraged differently to meet your organization's needs. Users with administrator or developer access have the ability to alter, add, or remove some fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration guide.
|Actual Close Date||The date on which the quote is accepted or rejected|
|Assigned User||The Sugar user assigned to the quote|
|Billing Account Name||The Sugar account to which the quote should be billed|
|Billing Address||The billing address of the account to be billed for the product or service
Note: This group of fields will automatically populate from the related billing account record but can be edited on the quote without affecting the address on the related account record.
|Billing Contact Name||The primary contact at the billing account for this order|
|Converted Amount||The quote's total amount after it has been converted to the system's default currency as configured via Admin > Currencies or in the user's preferred currency when the user has "Display Preferred Currency" enabled in their user profile
Note: If the applied exchange rate is modified via Admin > Currencies, the Converted Amount value will be automatically updated by a scheduled process. For more information on how currency changes affect the Converted Amount value, please refer to the Updating Currency Rates section. For more information on the Converted Amount field, please refer to the Transaction Amount vs. Converted Amount section.
|Date Created||The date a user created the quote record in Sugar|
|Date Modified||The date the quote record was last modified in Sugar|
|Date Shipped||The date the order shipped to the buyer|
|Description||A description or other information about the quote|
|Discount||The discounted amount (if applicable) for the quote|
|Discounted Subtotal||The sum of quoted line items after any discounts have been applied|
|Display Line Numbers||A checkbox that controls whether the quote's line items should be sequentially numbered|
|Grand Total||The sum of groups and line items after any tax, discounts, or shipping charges are applied|
|Opportunity Name||The name of the opportunity related to the quote|
|Order Stage||The current order stage (Pending, Confirmed, etc.) of the quote|
|Original P.O. Date||The date on which a purchase order was issued|
|Payment Terms||The time period within which the buyer must pay for the product or service|
|Purchase Order Num||The purchase order (P.O.) number given by the buyer as proof of payment authorization|
|Quote Number||The unique, system-generated number used to reference the quote|
|Quote Stage||The current stage of the quote's life cycle (Draft, Closed Won, etc.)|
|Quote Subject||A brief summary of the product or service to be quoted|
|Shipping||The shipping charge for the order
Note: Value must be manually added in the Shipping field at the bottom of the quote's worksheet and saved via the quote record's Save button at the top of the page.
|Shipping Account Name||The Sugar account where the product or service will be delivered|
|Shipping Address||The shipping address of the account that will receive the product or service
Note: This group of fields will automatically populate from the related shipping account record but can be edited on the quote without affecting the address on the related account record.
|Shipping Contact Name||The primary contact at the shipping account for this order|
|Shipping Provider||The shipping method for the order
Note: Shipping providers are configured by the administrator via Admin > Shipping Providers. Only shipping providers marked "Active" are displayed as options on the quote record.
|Subtotal||The sum of quoted line items before any tax, discounts, or shipping charges are applied|
|Tax||The tax rate to apply to the quote's taxable subtotal
Note: Tax rates are configured by the administrator via Admin > Tax Rates. Only tax rates marked "Active" are displayed as options on the quote record.
|Teams||The Sugar team(s) assigned to the quote record|
|Total Discount||The order's total discount as a currency amount|
|Total Discount Percentage||The order's total discount as a percentage of the total amount
Note: This value is shown under the "Total Discount" label to the left of the Total Discount amount
|Transaction Amount||The quote's total value in the currency in which the quote was last saved
Note: For more information, please refer to the Transaction Amount vs. Converted Amount section.
|Valid Until||The date that the quote expires|
The Quote Stage field represents the quote's position in its life cycle. There are eight quote stages which come out-of-the-box with Sugar, and users with administrator or developer access have the ability to modify the quote stages via the
quote_stage_dom list in Admin > Dropdown Editor. For more information on modifying dropdown lists, please refer to the Developer Tools documentation in the Administration guide. The following definitions are suggested meanings for each quote stage, but the stages can be leveraged differently to meet your organization's needs.
|Draft||The quote is not yet final|
|Negotiation||The quote has been presented to the client and the client has requested modifications|
|Delivered||The quote has been presented to the client for consideration|
|On Hold||Activity related to the quote has been temporarily suspended|
|Confirmed||The quote has been approved for sale|
|Closed Accepted||The client has accepted the terms of the quote and agreed to proceed with the sale|
|Closed Lost||The client has not accepted the terms of the quote and the sale has been lost|
|Closed Dead||The client has neither accepted nor rejected the terms of the quote, but the sale has been presumed lost|
The Order Stage field is typically used to track the status of an order resulting from a Closed Accepted quote. There are five order stages which come out-of-the-box with Sugar, but users with administrator or developer access have the ability to modify the order stages via the
order_stage_dom list in Admin > Dropdown Editor. For more information on modifying dropdown lists, please refer to the Developer Tools documentation in the Administration guide. The following definitions are suggested meanings for each order stage, but the stages can be leveraged differently to meet your organization's needs.
|Pending||The order has been sent to your internal production team or supplier|
|Confirmed||The order has been accepted by your internal production team or supplier|
|On Hold||Processing on this order has been paused|
|Shipped||The order has been released to the customer|
|Cancelled||The customer has canceled this order|
A quote's worksheet area is located just above the subpanels on a quote's record view. Users can add line items to the worksheet and then Sugar applies Sugar Logic to calculate the sum of the line items relative to applicable tax rates and any shipping charges or discount amounts that the user has specified. Several calculated fields contribute to the bottom line of a quote. These fields are shown at the top of the worksheet in the Totals bar and will instantly adjust for user-inputted data. The calculated fields are Total Discount, Discounted Subtotal, Total Tax, and Grand Total.
In addition to the quote's calculated fields, each line item displays a calculated value labeled "Line Item Total". The value of each "Line Item Total" field's value is stored in the database in the Quoted Line Items module as
total_amount and labeled "Calculated Quoted Line Item Amount" by default.
Note: The value for a quote's Shipping charge is not a calculated value. It must be manually entered in the lower portion of the quote worksheet and saved via the quote record's Save button. You can click on the field to edit it or you can click the "Edit" button at the top of the record view. To save the value, click the "Save" button at the top of the record view.
Working With Quotes
The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules. The sections following this Working With Quotes section describe Quotes-specific behaviors and functionality.
Basic Quote Creation
The Creating Records section covers the various methods of creating new quotes, including via the Create button in the Quotes module or from the Quotes subpanel on related opportunity records or related shipping account or billing account records.
Note: In contrast with other Sidecar modules in Sugar, when a user creates a quote record, they are immediately directed to the quote's full record view and remain on the quote's record view after saving.
Viewing via List View
Viewing via Record View
Viewing via Recently Viewed
Viewing via Dashlets
Viewing via Activity Streams
Viewing via Reports
The Viewing Records section describes the various methods of viewing quote records, including via the Quotes list view and record view, the Recently Viewed menu in the Quotes module tab, list view dashlets showing quote information, and reports displaying quote data.
|Searching for Quotes
List View Search
Creating a Filter
Saving a Filter
|The Searching for Records section provides an introduction to the two searching methods for locating quotes: global search, which searches across all Sugar modules, and list view search, which searches and filters within the Quotes module.|
|Quotes List View
Total Record Count
List View Search
Record Actions Menu
|The List View section walks through the Quotes List View layout, which contains a filterable list of all quote records in Sugar. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Quotes list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of this page.|
|Quotes Record View
Next or Previous Record
Related Record Subpanels
|The Record View section walks through the Quotes Record View layout, which contains detailed information about a single quote record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Quotes record view are described in the Record View Actions Menu section of this page.|
|The Editing Records section describes the various methods of editing existing quote records, including inline via the Quotes record view, in full edit mode on the record view, inline via the Quotes subpanel on related module records, inline via the Quotes list view, and via the Mass Update option on the list view. The Editing Fields section provides instructions for modifying the different field types available in Sugar records.|
Deleting via Record View
Deleting via List View
Mass Deleting via List View
|The Deleting Records section describes the various methods of deleting unwanted quotes, including via the Quotes record view, an individual record's Actions menu on the Quotes list view, and the Mass Actions menu on the list view.|
Emailing via Email Address Fields
Emailing via List View
Emailing via Quick Create
Emailing via Emails Module
Emailing via Workflows
|The Emailing Records section describes the various methods of emailing quote records as recipients, including clicking any email address within Sugar, via the Mass Actions menu on the Quotes list view, via the Quick Create menu, via the Emails module using the Related To field, and via workflows which can automatically send emails according to conditions configured by administrator users.|
|Exporting Quotes||The Exporting Records section provides an introduction to the export functionality which allows you to download a list of quotes and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).|
|Recalculating Calculated Values||The Recalculating Calculated Values section provides instructions on utilizing the Recalculate Values list view option to update the calculated field values in the module.|
|Finding Duplicate Quotes||The Finding Duplicate Records section provides instructions for locating duplicate quote records. If searching on matching fields (e.g. Name) identifies one or more duplicates, they can be merged into a single record.|
|Viewing Quote Historical Summaries||The Viewing Record Historical Summaries section describes the Historical Summary record view option which displays quick details of the quote record's related calls, meetings, emails, notes, and tasks.|
|Viewing Quote Change Logs||The Viewing Record Change Logs section describes the View Change Log record view option which displays a history of changes to the quote's audited fields.|
|Downloading Quotes as PDFs||The PDF section explains how to download .pdf files of quote information as configured by an administrator via Admin > PDF Manager.|
Favoriting via List View
Favoriting via Record View
Favoriting via Subpanel
|The Favoriting Records section describes the various methods of marking quotes as favorites, including via the Quotes list view, Quotes record view, or any Quotes subpanel appearing on the record view of a related module. Favoriting a quote allows you to easily access it from list views, dashlets, or the Quotes module tab.|
|Sharing Quotes||The Sharing Records section provides instructions for the Share record view option which composes an email with a link to the quote record. If the recipient is logged into Sugar, clicking the link will bring them directly to the quote's record view.|
The Quotes module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Quotes-specific functionality, on this page.
Module Tab Menus
The Quotes module tab is typically located on the navigation bar at the top of any Sugar screen. Click the tab to access the Quotes list view. You may also click the triangle in the Quotes tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu displays options for creating and viewing quotes. The Recently Viewed menu displays the list of quotes you last visited. The Favorites menu displays the list of quotes you most recently marked as favorites.
The module tab's Actions menu allows you to perform the following operations:
|Create Quote||Opens the record view layout to create a new quote|
|View Quotes||Opens the list view layout to search and display quotes|
|View Quote Reports||Directs you to the Reports list view filtered to display only reports based on the Quotes module|
If you do not see the Quotes module tab in Sugar, please check the following:
- The Quotes module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Quotes module in the Hide Modules list, simply move it to the Display Modules list. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
- The administrator may have disabled the Quotes module for your entire Sugar instance. Reach out to your Sugar administrator to have the Quotes module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration Guide.
List View Menus
The Quotes list view displays all quote records and allows for searching and filtering to locate specific quotes. You can view the basic details of each record within the field columns of the list view or click on a quote's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.
List View Mass Actions Menu
The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual quote records or click the checkbox in the list header to select all records displayed on the current set of list view results.
The Mass Actions menu allows you to perform the following operations:
|Mass Update||Mass update one or more quotes at a time|
|Delete||Delete one or more quotes at a time|
|Export||Export one or more quotes to a CSV file|
|Recalculate Values||(Available in certain circumstances) Updates calculated values to reflect changes to calculated fields made in Studio|
List View Record Actions Menu
The Record Actions menu to the far right of each record's row allows you to perform actions on a quote directly from the list view.
The list view's Record Actions menu allows you to perform the following operations:
|Preview (Eye icon)||Preview this quote in the intelligence pane|
|Edit||Edit this quote|
|Delete||Delete this quote|
Record View Actions Menu
The Quotes record view displays a single quote in full detail including its fields, quote worksheet, and subpanels of related records. To access a quote's record view, simply click a hyperlinked quote name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.
The Actions menu allows you to perform the following operations:
|Edit||Edit this quote|
|Share||Share a link to this quote via email|
|Download PDF||Download the quote to your computer as a PDF file
Note: Clicking on this menu item will expand and contract the menu to reveal or hide the available PDF templates.
|Create Opportunity from Quote||Copy the details of this quote to a new opportunity record|
|Historical Summary||View a historical summary of activities (e.g. calls, meetings, etc.) related to this quote|
|View Change Log||View a record of changes to this quote|
|Delete||Delete this quote|
Quote Worksheet Options and Menus
Below the quote record, the quote's worksheet contains several options and menus specific to the worksheet, its groups, and rows. In the following image, the blue section is the Totals bar, which displays the calculated totals for the worksheet; the yellow section contains the column headers for all of the line items that you may add; and the pink section is an example of a group, which can contain any number of quoted line items and comments. The total of all groups on the worksheet are added to the shipping charge and calculated tax to reach a grand total.
The following table describes the options and menus available on the example quote worksheet pictured above:
|Create on Worksheet||Add a new group or create ungrouped line items and comments|
|Select All||Select or deselect all rows on the worksheet|
|Mass Actions||Group or delete all selected rows|
|Create in Group||Add a new comment or line item to the group|
|Group Actions||Edit the group name or delete the group (does not delete the group's rows)|
|Select Row||Select the line item or comment|
|Row Actions||Edit or delete the line item or comment|
|Row Save/Cancel||Save (✓) a new or edited row or cancel (x) creating or editing the row|
When creating quotes in Sugar, the full edit view layout opens which includes all of the quote fields in expandable panels labeled "Business Card", "Billing and Shipping", "Quote Settings", and "Show More". Beneath the panels, there is a quote worksheet where product groups and line items can be configured, rearranged, and tallied along with any discounts, taxes, or shipping fees. For more information on the worksheet's layout, please refer to the Quote Worksheet Options and Menus section of this page.
Note: Only the layouts for the panels above the worksheet can be configured by administrators via Admin > Studio. For more information on configuring layouts, please refer to the Studio documentation in the Administration guide.
The following sections cover using the quote's worksheet to calculate the quote's grand total.
Quoted Line Item Groups
The quote's worksheet allows users to add products from the product catalog and arrange them in groups. Groups may also contain comments. Groups are optional for quote records so you can omit them altogether in favor of independent line items or create one or more groups to organize similar products or services together. For example, a quote for software might have a group labeled "Services" to contain the quoted line items for implementation and extended support.
Empty groups can be created via the worksheet's Create menu. Alternatively, users can create a group from existing comments and quoted line items. The next two sections explain each method.
Creating Empty Groups
Use the following steps to add a new group to the quote's worksheet:
- After filling in and saving the quote's fields, scroll down to the quote's worksheet and click on the Create (+) button to access the worksheet's available actions and select "+ Group".
- Enter a name for the group and then click on the blue checkmark to save the new group and start adding line items.
Creating Groups from Quoted Line Items
If a quote already has line items and you want to move some or all of those line items into a new group together, follow these steps to create a new group from the quoted line items:
- From the quote's worksheet area, identify the quoted line items that you would like to group together and place a checkmark in the empty checkbox next to each item's row.
- Next, click on the worksheet's Actions button (three vertical dots in the Totals bar) and select "Group Selected".
- Enter a name for the new group and then click the Save icon.
Note: To cancel without creating a new group, click on the Cancel (x) icon.
- The selected items now exist within the new group:
To edit a group's name, click on the group's Actions button (three vertical dots to the left of the group name) and then select "Edit".
To edit the position of quoted line items and comments in a group, you can simply drag and drop the rows to the desired location. Line items and comments can be rearranged within the group, moved to a new group, or moved out of groups to independent lines on the quote worksheet. For more information, please refer to the Moving Quoted Line Items and Moving Comments sections.
When you delete a group from a quote's worksheet, any quoted line items that were in the deleted group will simply become ungrouped on the quote. To delete a group, click on the group's Actions button (three vertical dots to the left of the group name) and then select "Delete Group".
Quoted Line Items
Quoted line items represent the specific products or services on the quote. You can create line items as independent rows on the quote or they may be included in a group, which typically contains additional, related line items. For more information on creating quote groups, please refer to the Adding Groups section of this page.
Creating Quoted Line Items
To create a line item as an independent row on the quote worksheet, click on the Create (+) button to access the worksheet's available actions and select "+ Quoted Line Item":
To create a line item inside a group on the quote worksheet, click on the group's Create (+) button to access the group's available actions and select "+ Quoted Line Item":
When adding products as quoted line items, you may select a product from your database's Product Catalog module or you may manually enter a new product on the fly. Either way, each line item added to a quote will create a new record in the Quoted Line Items module.
Creating Quoted Line Items via Product Catalog
If you need to add a line item for a product that is in the Product Catalog, you can easily select the product directly from the line item on the quote worksheet. When you select an item from the Product Catalog, you cannot modify the line item's tax class, cost, or other pricing and manufacturer information because the values have been determined by your administrator.
Note: A system administrator or user with developer access to the Quoted Line Items module must create and add products via Admin > Product Catalog before users can select products when adding line items. For more information on adding and modifying products in the product catalog, please refer to the Product and Quotes documentation.
Follow these steps to create a line item using the Product Catalog for a quote:
- Choose "+ Quoted Line Item" from the worksheet's Create (+) menu or from the group's Create (+) menu as explained in the Creating Quoted Line Items section of this page.
- Click on the Line Item dropdown field in the new row and begin typing the product that you would like to use as a line item. When you enter the first letter of a product, Sugar will begin to display recommendations from the Product Catalog that begin with the same letter. Click on the product name when it appears. Alternatively, click on "Search and Select" to find the product by its name, category, or type.
- The line item's fields will instantly populate with the part number and Unit Price, which are copied from the Product Catalog. These fields are grayed out and cannot be edited.
- Modify the quantity field if the default value of "1" is not correct. Please note that users may enter line items with a quantity of zero to denote optional products, previously-paid items, or to handle other situations. Rows with zero quantity will not affect the value of the quote.
- Optionally, apply a discount to the line item. By default, the discount field accepts a percentage value, but users can enter an absolute discount amount by toggling the Unit button from "%" to the currency symbol.
- After completing the line item, click the blue checkmark next to the row to save the line item.
This will save the row to Sugar's database as a new quoted line item record.
Creating Custom Quoted Line Items
If you need to add a line item for a product that is not in the Product Catalog, you can instantly create a custom line item directly from the quote worksheet. Custom line items are stored in Sugar as quoted line item records but are not added to the Product Catalog.
Follow these steps to create a custom line item for a quote:
- Choose "+ Quoted Line Item" from the worksheet's Create (+) menu or from the group's Create (+) menu as desired. For more information, please refer to the Quoted Line Items section of this page.
- Click on the Line Item dropdown field in the new row and begin typing the product that you would like to use as a line item. When you enter the first letter of a product, Sugar will begin to display recommendations from the Product Catalog that begin with the same letter. To ignore the recommendations and create an entirely new product, completely type out the name of the product as you would like it to appear on the quote and then click on the New Quoted Line Item menu option or press the Enter key.
- Enter the quantity, unit price, and remaining line item fields as needed. For more information, please refer to the Quoted Line Items documentation.
- Click the blue checkmark next to the row to save the line item.
This will save the row to Sugar's database as a quoted line item record but will not affect the Product Catalog. After adding a quoted line item to a quote, you can navigate to the quoted line item's record view by clicking its hyperlinked name on the quote worksheet. For more information on quoted line item records, please refer to the Quoted Line Items documentation.
Editing Quoted Line Items
To change the editable values of a quoted line item, click on the row's Actions button (three vertical dots to the left of the line item) and then select "Edit".
Custom line items are fully editable. The quantity and discount are editable for line items from the product catalog, or you may change the selected product, which will reset the row's values appropriately. After updating the quoted line item, click the blue checkmark to apply the changes or click the Cancel (x) icon to cancel any changes and revert the row's values. If the line item's value has changed, the quote's totals will automatically recalculate. If the edited line item is in a group, then the group's totals will recalculate, as well.
Moving Quoted Line Items
Users can move quoted line items to a new position on a worksheet. Simply save the row and then click and hold anywhere on the line item until the mouse tip changes to a four-directional arrow. Drag the row to the preferred position on the worksheet and then release the mouse button.
Note: Quoted line items cannot be moved when they are in edit mode.
Line items can be moved within a group, from one group to another group, or out of a group to an independent row. When you change the position of a line item, its line number will adjust accordingly and so will the line numbers for any other rows affected by the change. Upon moving line items into or out of a group, the group's totals will automatically recalculate.
Please note that line numbers are only visible when the "Display Line Numbers" field is enabled on the quote record.
Moving a quoted line item into or out of a group is audited by the quoted line item record's activity stream, but changing the position of a line item within a single group is not tracked.
Deleting Quoted Line Items
If you delete a line item from a quote's worksheet, you cannot get it back. You will delete the record from the Quoted Line Items module. The quote worksheet allows you to delete a single quoted line item or to use a mass action for deleting several line items at once. Upon deleting line items, the quote's totals will recalculate automatically. If the deleted line items were in a group, the group totals will recalculate, too.
To delete a single quoted line item, click on the line item row's Actions button (three vertical dots to the left of the line item's name) and then select "Delete".
To delete multiple line items at once, identify the quoted line items that you would like to delete and place a checkmark in the empty checkbox next to each item's row. Click on the worksheet's Actions button (three vertical dots in the Totals bar) and select "Delete Selected".
Comments are user-created notes on the quote worksheet. Comments are included on the default quote PDF templates. You can create comments as independent rows on the quote or they may be included in a group. For more information on creating quote groups, please refer to the Adding Groups section of this page. Because comments, like quoted line items, occupy rows on the worksheet, they can be added, edited, moved, and deleted from the sheet in the same way as quoted line items.
To create a comment as an independent row on the quote worksheet, click on the Create (+) button to access the worksheet's available actions and select "+ Comment":
To create a comment inside a group on the quote worksheet, click on the group's Create (+) button to access the group's available actions and select "+ Comment":
Type the comment into the text box and then click the blue checkmark to save the comment as a new row or click the Cancel (x) icon to remove the comment's row:
To edit a comment's text, click on the comment row's Actions button (three vertical dots to the left of the comment) and then select "Edit".
After updating the comment, click the blue checkmark to preserve the changes or click the Cancel (x) icon to cancel any changes and revert the text.
Users can move comments to a new position on a worksheet. Simply save the comment and then click and hold anywhere on the comment row until the mouse tip changes to a four-directional arrow. Drag the comment to the preferred position on the worksheet and then release the mouse button. Comments can be moved within a group, from one group to another group, or out of a group to an independent row.
Note: Comments cannot be moved when they are in edit mode.
To delete a comment from the quote worksheet, click on the comment row's Actions button (three vertical dots to the left of the comment) and then select "Delete".
Creating Opportunities from Quotes
Opportunity records in Sugar represent prospective sales. As you interact with your client and present the quote for your products and services, you can create an opportunity from the quote's detail view to track the quote's progression through your organization's sales stages. The new opportunity is populated with the original quote's values to reflect the opportunity name, account name, expected close date, best, likely, and worst amounts. Any other populated fields will be based on the default values as they are defined in Studio for the Opportunities module. On save, the new opportunity record will automatically be related to the quote record in Sugar, and the quote record will show that it has been converted.
To create an opportunity from a quote, navigate to a quote's record view. Select "Create Opportunity from Quote" from the Actions menu. If the option is grayed out in the menu, confirm that the quote's Opportunity Name field is empty and that the quote record is labeled "Not Converted". Quotes that already relate to an opportunity are considered converted and cannot be converted into another related opportunity.
Sugar will instantly create and save a new, related opportunity and redirect you to the opportunity's record view. You may update the opportunity if needed by clicking "Edit" and then saving the changes. The opportunity's Quotes subpanel will display the originating quote record. Click on the quote's name and the quote will now display the related opportunity's name in the Opportunity Name field and the quote's label will display "Converted".
Downloading Quotes as PDFs
Users can download Sugar quote records in PDF format via the quote's Actions menu or from any Quotes subpanel on a related record. By default, the quote can be formatted as either a quote or an invoice, but administrators may create new quote PDF templates or modify the default templates via Admin > PDF Manager. For more information, please refer to the PDF Manager documentation in the Administration Guide.
The Download PDF option enables you to easily download the quote to your machine and email or print and mail it to your client outside of the Sugar application. The default PDF formats list the details (e.g. quantity, product name, etc.) of the items or services for purchase as well as any comments and pricing information. Once the client approves the quote's terms and agrees to purchase your product or service, you can generate an invoice for payment.
To download a PDF from the quote's record view, find the Download PDF option in the quote record's Actions menu and the available PDF formats will be listed in the subsequent rows. If the PDF options are hidden, simply click on "Download PDF" to expand the PDF options. Click on the PDF format that you prefer (e.g. Invoice or Quote).
To download a PDF from a related record's Quotes subpanel, expand the Actions menu for the quote record in the subpanel and find the Download PDF option. The available PDF formats will be listed in the subsequent rows. If the PDF options are hidden, simply click on "Download PDF" to expand the PDF options. Click on the PDF format that you prefer (e.g. Invoice or Quote).
After downloading the file, locate the PDF in your browser's footer or in your computer's Downloads folder. It will be named
Quote_Name.pdf where Quote_Name is the name of the quote record with underscores in place of space characters (e.g. a quote named "300 Software Licenses" will export with the file name
The .pdf document will contain all of the information from the quote's worksheet as well as the quote number, assigned user's name, and billing and shipping information.
Currencies and Quotes
Sugar allows your organization to perform business around the world by supporting multiple currencies. Administrators must first add desired currencies and exchange rates to Sugar via Admin > Currencies. They also have the ability to set the instance's default currency via Admin > Locale. This is typically the currency of the country where the majority of business is conducted. For more information, please refer to the System documentation in the Administration Guide.
Each quote record has a Currency field where you will specify the currency being used for this particular business transaction. However, line items built from product catalog items will use the product catalog item's selected currency rather than the quote's currency.
There are two situations where the displayed values are in a currency that differs from the line item's currency. In both cases, fields with a "Yes" in the last column of the following chart will display the transactional amount, in the currency of the line item, in a grey box next to the converted amount. The two situations are as follows:
- The user viewing the quote has configured their profiles so that:
- Their preferred currency differs from the line item's currency.
- Their "Show Preferred Currency" option is enabled.
- The instance's default currency, specified in Admin > Locale, differs from the line item's currency.
The currencies used and displayed for each amount field of a quote are as follows:
|Quote Area||Transactional Currency||Fields||Converted Currency Displayed|
|Line item based on product catalog||Product catalog item's selected currency
|Line Item Total||No|
|Line item manually entered||Quote's selected currency
|Line Item Total||No|
|Line item totals||Quote's selected currency||Line Item Total||No|
|Group and grand totals||Quote's selected currency||Group Total
In the following example, the quote's selected currency is pounds (£) while the system default currency is U.S dollars ($). The first line item was created from a product catalog item, so its transactional values use the catalog item's currency, dollars. The second line item was manually entered, so its transactional values are in pounds. Because the second line item's transactional currency differs from the system default currency, it shows the transactional values in grey boxes. The same behavior would occur if the user's preferred currency differed from the transactional currency, and the user had enabled "Show Preferred Currency".
For more information about converted currency amounts, please refer to the Updating Currency Rates section of this page. For more information about user preferred currencies, please refer to the Getting Started documentation. For more information on creating and managing the Product Catalog, refer to the Products and Quotes documentation in the Administration Guide.
Transaction Amount vs Converted Amount
The stock Quotes list view contains two fields, Transaction Amount and Converted Amount, that differ in functionality. When the viewing user's Show Preferred Currency option is selected in their user profile, the Converted Amount field will be displayed in the user's preferred currency. When it is unchecked, the Converted Amount field will be displayed in the system default currency. For information about setting a user's Preferred Currency and Show Preferred Currency options, please refer to the Getting Started documentation.
The primary differences between these fields and options are as follows:
|Field Name||Value Displayed||Method to Update Value|
|Transaction Amount||Transactional amount; the currency and value in which the quote was last saved||Updated by editing the quote record|
|Converted Amount (system default currency)||
Transaction Amount converted to the system default currency based on the system-defined conversion rate
|Updated by a scheduled process when the relevant exchange rate is modified via Admin > Currencies. For more information on how currency changes affect the Converted Amount value please see Updating Currency Rates|
|Converted Amount (user's preferred currency)||Transaction Amount converted to the viewing user's preferred currency as specified in their user profile based on the system-defined conversion rate||Updated by modifying the relevant exchange rate via Admin > Currencies. For more information on how currency changes affect the Converted Amount value please see Updating Currency Rates|
Updating Currency Rates
When saving a quote in a currency that differs from the system-defined default currency, Sugar will store the conversion rate for that currency at the record level. This conversion rate is used to calculate the converted amounts when the quote's currency differs from the system default currency. To keep amounts historically accurate, the conversion rate will only update on a quote provided the quote stage is not set to "Closed Accepted", "Closed Lost", or "Closed Dead". If the quote is in any other stage, the conversion rate will update under the following scenarios:
- The quote undergoes a save event (e.g. mass update, manual save, etc.) and the record's currency has a different conversion rate defined in Admin > Currencies than is currently saved in the quote.
- An administrator updates the currency exchange rate under Admin > Currencies. This will trigger a scheduled job which updates all quotes saved with that currency to the new rate.
When the viewing user's profile has the Show Preferred Currency option selected, the Converted Amount field displays the Transactional Amount in the user's preferred currency. In this case, the conversion rate used to calculate the Converted Amount's value is drawn directly from the conversion rate at the system level rather than any conversion rate stored on the record. This means that the value will always use the current conversion rate regardless of the opportunity's sales stage. For this reason, the Converted Amount field should not be considered historically accurate for closed quotes when it is using the user's preferred currency. For information about setting a user's Preferred Currency and Show Preferred Currency options, please refer to the Getting Started documentation.
For more information about currency exchange rates, please refer to the System documentation in the Administration guide.
Filtering on Currency Fields
Amount fields are filtered according to the record's set currency rather than being standardized to the user's preferred or system default currency. In the list view, filtering quotes by a currency field allows you to specify the filter's currency. Only records matching both the chosen currency and amount range will be returned. For example, if you filter based on a Total value of 500 in US Dollars, then the search result will return a quote with a Total value of $500 but will exclude values of €500 or other currency values which are equivalent to $500.
When filtering in reports, you will only specify the amount range, and any record matching that amount, regardless of the record's currency, will be returned. For example, if one quote's Total value is $500 in US Dollars and another's is €500 in Euros, a report filtering for a Total value of exactly 500 will return both records.
Last modified: 2017-05-16 06:24pm