Creating a Proposal
CommerceExpert/WebClerk has the capability to create Proposals for Customers. In this exercise a Proposal is created.
1. Ords menu > Add Proposal
2. Locate the Customer for the Proposal by typing the first few letters of the company name. For this exercise type "Edin" into the Customer field. "Edina Country Club" and it's info auto fills when you hit "Tab".
Note: You must have done the exercise "Adding a Customer" prior to this exercise.
3. The Proposal is auto assigned a number automatically by CommerceExpert/WebClerk.
4. John gives the RFQ of N-500 to assign the Proposal he is requesting. Enter N-500 in the RFQ field.
5. The credit fields are auto filled fields and are blank at this time. This will be John's first Order and no Credit history has been built with us to have entries in these fields. The only acception to this would be if a Credit Check had been done and the person responsible had placed a "Limit" on the amount of Credit we can extend.
6. "Type Sale" is from the "Customer" record it notes if this is a Retail, Wholesale, etc. Customer.
7. "Terms" is the payment terms we are offering to John, they may be Due on Reciept, Net 15, Net 30, etc.
8. Next is "Tax Juris", Source, Rep, and Sales. These are auto filled from the "Customer" record.
9. The need date for these Items is two monthes from today. Type in the appropriate date in the "Need'd Date" field.
10. The "Date Expt'd" is the closing date on this Proposal, it is 15 days from today. Type in the appropriate date.
11. "Probability" is the percent chance of winning the Proposal. We feel we have a 75% chance of turning this Proposal to an Order. Enter 75 in the "Probability" field.
12. Next is a checkbox named "Complete". This box is checked at the expiration of the Proposal whether won or lost. This allows for only the actual "Open Proposals" to be pulled up when selecting: Order menu > Show Open Proposal
13. "Status" is a Popup it should say Open at this time and can be changed to "Won", "Lost", "Delayed" etc.. This Popup can be usefull in tracking the percentage of Proposals turned to Orders by Repas well as the company as a whole.
14. "Days Valid" is the lenght of time you have givin the Customer to accept the Proposal at the prices givin.
15. "Days Lead" is the lead time needed to fill the Order after the Proposal has been excepted.
16. To enter the Line Items into the Proposal click on the "+" button to the left of the "Item Entry" area.
Entering the Line Items in a Proposal is the same as entry in an Order.
17. John has requested a quote on Item GL100 in quantities of 25, 50, and 100. Also on Item GL105 in quantities of 25 and 50. Enter the Line Items.
18. After entering all of the Line Items we feel he is most likely to buy 100 of the GL100 and 50 of the GL105, so highlight the other Items one at a time and UNCHECK the "Use" box between the Item number and Description. This will cause the total at the bottom to reflect only the Items still checked as "Use" giving John a total for the Items most likely to be purchased.
19. To calculate the total cost, click on the "=" sign in the "Total" area.
20. If you wish to view the detail information on an Item in the Proposal, double click on the Item. The "Detail" screen opens and gives you valuable information including the margin for that Item.
To view margins for all the Items on the Proposal click on the "Margin" button. In this example we do not expect all the Line Items to be purchased because they are just different quantities of the same two Items. Here the" Margin" button is not as useful as it can be.
21. Using the Navigation Pallet, we can view the other pages of the "Proposal" record just as in all other records. The enteries we have just made were in the Proposals "General" page. The "Proposal" record also contains a "Shipping", "Credit", and "Comments" page.
22. Navigate to the "Comments" page and choose the "Proposal Std" from the "Std Comments" Popup.
The Proposal is now ready to print.
23. File menu > Print Primary
To use this a "Primary" report must have been pre-selected. Instructions for choosing a primary report are covered under that topic in the manual. You may select one of the standard reports that came with CommerceExpert/WebClerk, modify one of these reports , or create your own report using SuperReport.