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Billing management with Graviti system

Utilizing quotations on Graviti admin

Quoting members


All created quotations are displayed on this main page. The data column details displayed on the quotations main page consist of the following:

  • Quote number: the quote number assigned to the quote upon creation.
  • Member: the full name of the member being quoted.
  • Expiry date: the date on which the quote will expire.
  • Created date: the date on which the quote was created.
  • Status: the quote status, ranging from draft, pending, accepted, declined, invoiced, and expired.
  • Amount: the amount set for the quote.
  • Search: you can search for a quote using the quote number or the member’s name.
  • Filter: you can filter your quotes using the quote status.


 

HOW DO I CREATE A QUOTE?

On the quotations main page, there is an option to “Create” a quote. Click on the "Create" button to create a quote. Below are the steps:

  • Step 1: Create quote

Specify the quote expiration date and the message (in relation to the quote). Once you are done, use the “Arrow” to navigate to the second step.


  • Step 2: Select members to quote

From the provided list of members, select the number of members you want to quote. You can choose to quote all members by selecting all (use the “Select All" button if you want to select all), or you can select a few by manually checking the members you want to quote.

You can also filter the selection page by member status, then make your selection from the available list per the status filter.


  • Step 3: Quote fees

After selecting, click on the “Arrow” button. Displayed are the available fees to choose from. Select the fees you want to quote the member(s) for. After selecting, click on the “Arrow” button.

You can filter the selection page by linked type, then make your selection from the available list per the “linked type” filter. 


  • Step 4: Preview quote

By clicking on the “Arrow” button, you will land on the quote preview page. On this page, you can preview quotes and exclude member(s) from the quote before submitting if you added the member(s) by mistake.

Once you are done previewing and you have excluded the ones you want to exclude, click on the “Submit” button to save the quote.


 

Preview


  • Step 5: Confirmation

Once you are done previewing and have excluded the ones you want to exclude, click on the “Submit” button to save the quote(s). You will receive a confirmation text that the submission was successful. If it was not a success, you will also get a notification text saying that it failed and the reason it failed.

By clicking “OK” ’on the pop-up, you will then see the outcome of the quotations.

If quotations do fail, you will also receive an alert explaining why they failed; in this case, the quotations were successfully created.


 

CREATED QUOTATIONS

All created quotes are displayed on the “Quotations” main page. Each quote record has an action drop-down. However, the drop-down per quote record is determined by the quote status.

The Option drop-down list of draft quotes consists of the following functionalities:

  • View: you have the option to view the quote.
  • Edit: you can update the quote by adding more or removing items from it.
  • Remove: you can delete the quote.
  • Print: the option to print the quote 

The Option drop-down list of pending quotes consists of the following functionalities:

  • View: you have the option to view the quote.
  • Send email: you can send an email to the recipient.
  • Remove: you can delete the quote.
  • Mark as accepted: once accepted by the recipient, you can mark the quote as accepted.
  • Print: the option to print the quote.

The Options drop-down list of accepted quotes consists of the following functionalities:

  • View: you have the option to view the quote.
  • Send email: you can send an email to the quote recipient.
  • Generate an invoice: you can generate an invoice once the quote has been accepted by the member.
  • Print: the option to print the quote 

You can filter your search using the quotation status, the quote number, or the member’s full name.




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