Copy a quotation

When a new offer looks like one you have already made — the same kind of job for another customer, or a repeat order — copy that quotation instead of typing it again. The copy is a new draft of its own; the original does not change. To replace an offer the customer already has with a new version, revise it instead.

Before you start

• You need to be able to open the quotation — Quote View; with Own records only, one of your own — and Quote Add. You do not need Edit on it. A copy counts against your licence’s limit on the number of quotations, like a new quotation.
• The quotation can be in any status, a Superseded or Rejected one included.

Steps

1. Open the quotation you want to copy.
2. Select Copy in the ··· menu, in its Document group.
3. Read the Copy quotation box and select Copy. The message Copied as draft and the new draft’s number appears, and the draft opens.
4. Check the customer, the lines and the prices, and change what differs.
5. When it is ready, finalise it to give it its quotation number.

What happens next

• The copy is a Draft with a QD- draft number, and it belongs to you: you are its Salesperson.
• It carries the customer, contact, lines with their prices, units, costs and tax codes, currency, payment term, terms, remark, custom fields and the opportunity link.
• Its date is today. Its Expires date runs for the same number of days as the original’s did.
• Today’s tax rates and exchange rates apply, so its totals are worked out again and may differ from the original’s.
• If something could not be copied as it was — a line whose product no longer exists is left out, a tax that is no longer in force moves to today’s, or the opportunity is not linked — a message names it. Check the draft before you finalise it.
• It does not carry the original’s status, sent marks, acceptance, billing plan, invoices, activities or attachments.

Rules to know

• Copying never changes the original. Revising does: the old version becomes Superseded when you finalise its revision.
• A copy is not linked to the original afterwards; changing one does not change the other.
• If the original’s contact is one you could not choose on a new quotation, the copy is refused.
• A foreign-currency quotation cannot be copied while easySales has no exchange rate for its currency.

Why it works this way

A copy is a new offer, so it is priced today. The original’s tax and exchange rate were right on its own date. A copy takes the rates in force today, so the offer you send now is correct now. A revision is different: it restates the same deal and keeps the rate it was quoted at.

The copy is yours. Whoever makes the copy is its salesperson, so it appears in your own lists and in your follow-ups. To hand it to a colleague, use Change Owner in the ··· menu.

Nothing ties the two together. The original keeps its status, acceptance and invoices, and the copy starts clean. That is why you can copy a rejected or superseded quotation without reopening it.

Only what still exists is copied. A product that has been deleted, or an opportunity you can no longer use, would make the draft impossible to save. easySales leaves that part out and tells you, instead of refusing the whole copy.

Work faster

• Keep a finished quotation for each kind of job. Copy it for each new customer and change only the contact, quantities and prices. See Line items.
• Copy a rejected quotation when the customer comes back. The lines are already there; adjust them for the new request. See Accept or reject.
• Read the message after copying. It lists the lines left out and says when a tax changed, so you know exactly what to check.
• Revise instead when it is the same deal. For the same customer and offer, a revision keeps the history in one chain of versions. See Revise a quotation.
• Copy invoices too. For a repeat job that is already invoiced, Copy on the invoice makes the new invoice directly. See Copy an invoice.

Examples

In March, Lim & Co quoted Harbour Café QN-10000125 for a fit-out. In October, Orchid Bakery asks for a similar job. Mei Tan opens QN-10000125, selects Copy and confirms. A draft opens with the same lines and terms; she changes the contact to Orchid Bakery’s, adjusts the carpentry price, and finalises it as a new quotation. QN-10000125 is unchanged.

Re-quoting a rejected offer. Kelvin Ong rejected QN-10000131 for a feature wall: 12 m² of wall panels at SGD 180.00 (SGD 2,160.00) and installation at SGD 640.00, SGD 2,800.00 before tax. Three months later he wants a smaller wall. Mei copies QN-10000131 and changes the panels to 8 m²: 8 × 180.00 = 1,440.00, plus 640.00 installation, SGD 2,080.00 before tax. With GST 9% of SGD 187.20, the new quotation totals SGD 2,267.20. QN-10000131 stays Rejected.

A quotation in US dollars. In June, Mei quoted an overseas client USD 10,000.00, at an exchange rate of 1.3500: SGD 13,500.00 in Lim & Co’s base currency. In October she copies it for another client, when today’s rate is 1.3200. The copy still comes to USD 10,000.00, but it is worth SGD 13,200.00 in base currency (10,000.00 × 1.3200).

Common questions

• How do I duplicate a quotation? Open it and select Copy in the ··· menu, then Copy again to confirm. A new draft opens.
• Does copying change the original quotation? No. The original keeps its number, status, history and invoices.
• Can I copy a quotation for a different customer? Yes. Change the contact on the draft before you finalise it.
• Why are the totals on my copy different? The copy is priced at today’s tax rates and exchange rates. The message after copying says when a tax changed.
• Who owns a copied quotation? You do: you are its Salesperson. Use Change Owner to give it to a colleague.
• Can I copy a rejected or expired quotation? Yes. A quotation in any status can be copied, and the copy’s Expires date starts again from today.
• Why is a line missing from my copy? Its product no longer exists. Add a line with a current product before you finalise the draft.

Related

• Revise a quotation
• Finalise a quotation
• Create a quotation
• Copy an invoice