A Quote is a functionality to create a proposed order to distribute to customers for approval. The benefit of using Youniums Quoting module is to use your all ready setup products in Younium even before you have agreed with the customer. That way you ensure there is no difference between your proposed quote to the customer and the actual order.
Enable Younium Quotes
To enable Younium Quotes, reach out to your Customer Success Manager.
Permission settings
Younium offer the following permission options for Quotes:
- View quotes - Permission to see the quote menu
- Create quotes - Create a Quote, both for new prospects and existing accounts)
- Update quotes - Update quotes
- Delete quotes
- Convert quote to active order - Convert a quote to a order draft (but not to active order)
- Create change order quote - Get permission to access the change order quote screen
- Update order on change Order Quotes - Activate the quoted change to a active order
- Edit pricing details on quote products - With this permission set to false, user can not change the following values: List price, charge model, charge type, add or remove tiers on tiered products, charge model field.
Please make sure that your roles have the right permission set based upon your internal processes.
Templates
To be able to generate a Quote pdf document a template is needed. Younium recommends to have different templates for Quotes and for change order Quotes since it's reasonable to assume that they will have different commercial terms.
You select what Templates to use from the Preview and send menu select your template from the dropdown. (Younium sorts the templates in alphabetical order) Read more about templates here
Quotes default settings
To configure your default Quote values go to Quote settings: Settings>> Quotes>> Quote Defaults
- Order type: Select either Subscription or Sales order
- Effective Start date: No default, Day of creation, First day of next month
- Termed type: Termed or Evergeen
- Initial term: Set the number of months of your initial contract term
- Renewal term: Set the number of months of your default renewal term
- Notice period: Set the number of months that is your default notice period
- Auto renewal: Are your orders to auto renewed yes or no
- Hide or show your reference as a standard value: yes or no
- Hide or show our reference as a standard value: yes or no
- Default days of Quote validity: number of days that the quote should be valid for (as a default value).
- Convert directly to order: yes or no
- Quote file name: Either write a standard value or use tags to fetch data from Younium to name the file to data from Younium, first write a # and a list of possible values will be presented
- Default email settings: Configure a default subject line and email body text.
Create a New Quote
1. Go to the menu Quotes and press Create New Quote
2. Choose to create a quote for a new or a existing account
Account - is an existing customer
New Account Prospect - is a potential new customer, for this option, you will have to fill out the account details. Until you have converted the quote to a active order there will not exist a active account for that prospect.
When done, press Create
3. Quote Information
Fill in the quote information in the box, note that Younium will require the data to be able to generate the quote and the order. Key values are:
- Subscription type
- Deliver address
- Quote date and valid to date - The dates when your quote is valid)
- Status - The quotes status, when a new quote is created it will automatically get status "open", when the quote is converted to a order it will automatically get set to "closed won". But it is also possible to work with the statuses manually. To set the statuses based upon your operational processes. If you have a approval flow on your quotes you can set it to "closed won" and then have a an other person to filter out "closed won" quotes and activate them.
4. Order details
On the upper right side of the box, you'll find the order details section, where you input information for future orders, much like creating a draft for an order
5. Products
Add the products on the order in the lower box, which is also just as adding products to an order draft.
- To add a product, choose one in the list by searching in the "Select Product" box.
- Expand the charges on the products by pressing the black arrows, which will show the charge-specific details
6. Quote Metrics
You can see the summary of the Quotes KPI's in the top corner in the box called Quote Metrics
7. Quote templates
If you haven't set up the quote document template yet, add a quote template as a document template (Add document templates guide - template type: "Quote")
8. Generate the Quote document
- Press Preview & Send
- Select template
- Name the file (there is a setting for generating the quote file name based upon Younium data under settings).
- Select file format
- Select Send as email (or, Select Export and press Download and send it manually)
- Enter emails to send to, a subject, and a message
- If there are attachments to the Quote you can here decide to attach these to the email
- Press Send as email
9. To convert the quote to an order draft
- Press Convert to Order (It's possible to convert the quote directly to a order based upon your quote settings).
- To see the order, press Go to Order
Change order Quote
Younium have support to create change order Quotes. This means that you can select an account in Younium, select a specific order for that account and create a quote to change the order.
Create a Change order Quote
To access change order quotes, use the main menu>> Quotes>> Create Quote>> Select "For existing account, Select the account, Select Quote type: Change existing subscription>> Select the order you want to update>> Press Create.
(This menu is also accessible from the specific customer account).
Add Quote information
The following values are possible to update when creating a change order quote:
- Description
- Your reference & Our reference
- Quote date
- Valid to date (There is a setting to set a default # of days)
- Status
- Order effective change date
- External remarks
- Custom fields
The following values are not possible to update
- Subscription type
- Auto renewal
- Notice period
- Initial term
- Renewal term
- Effective start & end date
Modify products on a change order Quote
The change quote will from start carry the products from the original order, it's possible to both add new products to the order and update existing products.
- Important info: if you remove a product from the change quote using the delete button no changes will be applied to that product on the order.
- If you want to cancel or stop a specific product before the order end date, you change the specific product end date, It will then be reflected as a negative CMRR and ACV in your Metrics section.
Metrics
When doing a change quote the Metrics section is different from a normal quote, Instead of showing the orders total values: CMRR, ACV and TCV we show the delta CMRR, ACV and TCV. This means we will show the values that your changes will generate to the order