Convert accepted quotation to job order.
Source |
Details |
Client |
Enquiry / Request for quotations |
Client |
Correspondence as necessary to enable quotation |
Client |
Artwork assets to support quotation |
Client |
Acceptance of Quotation |
Client |
Confirmation of Pre-Payment if credit validation failed |
Accounts Department |
Credit approval (if required) |
Accounts / Bank |
Confirmation of Pre-Payment received in Bank |
Supplier(s) |
Availability Information for Stock required for proposed quotation |
Destination |
Details |
Client |
Communication of one or more quotations in response to enquiry |
Production |
Accepted Quotation > Job Order |
Client enquiry is received for one or more quotations. If received via telephone, Sales department request that enquiry is emailed
Emailed enquiry is recorded / enquiry record created
Enquiry record created based on customer email:-
Customer & Contact details : [Name, company, phone, email etc.]
Enquiry Date & Status
Enquiry Details : [Reference, category, description,
Copies of customer email / correspondence
Artwork assets received and stored
Internal sales staff member allocated to / responsible for quotation
Client enquiry is sanity checked for operational feasibility and supplier stock availability (e.g. can it be done operationally; are requested garments available with suppliers)
Customer contacted if sanity checks reveal feasibility amendments required
If amendments required and suggestions agreed - all correspondence stored
If suggestions not accepted - enquiry is closed
One or more quotations are prepared based on the client enquiry
Quotations require minimum core data
Customer Information
Process Line requirements
Garment requirements
Fulfilment requirements
Art requirements
Pricing & VAT amounts
All quotation elements require pricing - ideally fully automatically sourced from internal sources
Core quotation data per above is recorded per customer request(s)
Quotation(s) are created and generated based on all or sets of the quotation elements - see below table for typical use cases and department current practices
# |
Scenario |
Current process |
Comments |
1 |
Simple quotation for single order: all garments and corresponding quantity breakdowns specified |
Create only quotation elements necessary for order. Create quotation using all elements |
|
2 |
Enquiry requests quotation for new order but for multiple quantities of the same garment set |
Create quotation elements per each quantity dimension. Create separate quotation for each quantity set |
|
3 |
Enquiry requests quotation for new order. Total garment numbers are supplied but not the breakdowns (size / style etc) |
Create only quotation elements necessary for order. as per scenario 1, except garment elements
For garment details, separate garment elements by the underlying pricing and use generic garment SKU per price level
example: Customer requests 100 Garments (90 will be spread between S to XL (but not qty specified) and 10 XXL)
Prices are identical for sizes S to XL of £1, but £1.50 for the XXL
Two garment quotation elements are recorded and used for the quotation - with price being the dimensions differentiator
90 @ £1 10 @ £2 |
|
4 |
Enquiry for quotation for repeat (poss with changes) of a previous order |
Sales staff locate the prior order to determine the salient elements (and reference number)
Quotation elements created based on prior job order / client request and ensure current pricing data. If quotation is accepted - sales staff duplicate the prior job order rather than convert the quotation to an order
|
This is the most inefficient of the enquiry scenarios as involves manual keying of details that predominantly exist in a job order.
Ability to create an amendable quotation from an existing order would be desirable. Any job order created from this would be created as a subsequent stroke reference to the existing order. |
Customers are contacted on T+2 of quotation sent date to establish their response
If on T+2, no response / customer considering response, sales staff record date to recontact client in current date+ 2 days. This is repeated for 3 cycles (T+6) and if still no positive response, enquiry is closed.
Subsequent to quotation sending, various communication can occur with the client regarding quote details. This may involve amendments to quotation elements / supply of additional information etc.
All correspondence is stored on the original enquiry record
Where necessary, quotations can be regenerated based on revised information
If client informs they do not wish to proceed, the enquiry is updated to reflect this and closed
If the client informs that they accept the quotation, a credit validation is performed before the quote is advance to a live order :-
Where credit validation triggered pre-payment requirement - the quotation remains on hold until payment is confirmed by the client, and ratified by Accounts department / sales department confirming cleared funds received into TOT banking a/c
Future state is have full CMS capabilities
Data and Analytics : metrics about each customer, like how often they engage with your communication.
Activity Tracking: how often your clients are requesting support, purchasing products, or returning defective items so you can better anticipate roadblocks and even prevent them before they occur.
Communication: Email, call, text, or send a social media direct message to customers using templates and automatic sending functionality.
Workflows: Never let a follow up fall through the cracks. Use automated workflows in a CRM to send outreach and schedule meetings.