Order type: Offer

You can create individual offers for your customers and send it to them. Use the document Offer which you can generate as a PDF file, for example if you want to print it or send it to your customers as an email attachment.

1. Setting up a document template for offers

Before generating the document Offer, you have to set up a document template. Go to Setup » Client » [Select client] » Locations » [Select location] » Documents » Offer to set up the template.
Further information and instructions on setting up the document template are available on the Order documents page of the manual.

2. Generating a single offer document

Offers are created individually for a customer. This is why the corresponding documents are directly linked with this order of the type Offer. This also means that the document offer can only be generated for the order type Offer. Therefore, if you want to generate a PDF file for an offer, for example, you have to create the order type offer first. You generate the corresponding document as follows.

Manually generating an Offer (document):

  1. Go to Orders » Orders.

  2. Use the filters to search (search) for the order type offer for which you want to create the Offer document.

  3. On the right in the row of the offer, click on the context menu (more_vert).

  4. Select Create document > Offer.
    Or: Open the offer for which the Offer document is to be generated. Note that offers can only be opened in the list view.

  5. Go to the Documents section.

  6. Click on Create document (add).

  7. Select the option Offer.

  8. Carry out the settings. Pay attention to the explanations given in Table 1.

  9. Click on Execute to create the Offer document.

Table 1. Settings for the Offer document
Setting Explanation

Date

Enter a date to be displayed on the Offer document or select a date from the calendar (today). The present date is set by default.

Comment

The text entered here is displayed below the list of order items on the Offer document. Entering a text is optional.

3. Automating sending offer documents

You created individual offers for customers, generated the corresponding documents and want to send them to your customers now? You can automate the process of sending offer documents by setting up the appropriate event procedure. To send the Offer document as an email attachment, we recommend that you set up the event procedure described in Table 2. Proceed as described in the following to set up the event procedure.

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Table 2. Setting up event action “Sending offer as PDF”
Setting Option Selection

Event

Documents > Offer generated

Filter

Order > Order type

Offer

Procedure

Customer > Send email

Click on Add () to add the corresponding email template for sending the offer for the selection Customer (e.g. "Send offer as PDF”).
You don’t see the corresponding email template?

You don’t see the corresponding email template for the event procedure Send offer as PDF? That’s probably because you haven’t created it yet. You can do this in the Setup » Client » Select client » Email » Templates menu. Click on New email template () and create the template according to your requirements. The name you enter here for the email template is then displayed in the event procedures. For further information about setting up email templates, refer to the Sending emails page of the manual.