Sales · Setup & configuration · 6 min read

Quotation templates and reasons

Build reusable quotation templates and maintain the return and cancellation reasons.

Before you begin

• Everyone with document.view can read these lists. Saving needs sales.configure; a Sales user without it is refused.
• Products you plan to put on templates must be active and sold.

Create a quotation template

1. Open Sales > Configuration > Quotation templates and press New template.
2. Enter the Code (up to 24 characters, stored upper-case, unique), for example QT-STD.
3. Enter the Name (up to 120 characters) and optionally the Arabic name.
4. Set Valid for (days), from 0 to 3650. This replaces the Sales settings validity when the template is applied.
5. Enter the Terms (up to 4000 characters). They are copied into the quotation's notes if those are empty.
6. Add Lines: product and quantity (above zero). Up to 100.
7. Add Optional products: product and quantity. Up to 100.
8. Set Status: Draft, Active or Archived. Only Active templates can be applied.
9. Press Save (or Discard).

Errors: 'Another template has that code.' and 'Enter a positive value.'

Use a template

On a draft quotation open the Quotation tab, choose the template and press Apply template. See Send a quotation and record acceptance. Setting a template to Archived stops it being offered.

Return and cancellation reasons

Open Sales > Configuration > Return and cancellation reasons. Two tables are shown: Returns (Reason, Filed in Inventory as, Suggested disposition, Active) and Cancellations (Reason, Needs a note, Active). A new company already has the standard set: seven return reasons (Defective, Damaged in transit, Wrong item sent, No longer needed, Warranty claim, Arrived too late, Other) and four cancellation reasons (Customer cancelled, Price not accepted, Cannot supply, Other).

Add a reason

1. Press New reason.
2. Choose For: Return or Cancellation. This cannot be changed later.
3. Enter the Code (up to 24 characters, stored lower-case, unique per kind), for example late_install.
4. Enter the Name and optionally the Arabic name.
5. For a return reason, choose Filed in Inventory as (defective, damaged, wrong item, not needed, warranty, late or other) and optionally a Suggested disposition (none, restock, refurbish, repair, vendor return, scrap, replacement or hold).
6. Tick Needs a note if the person using the reason must explain.
7. Leave Active ticked and press Save.

You can now pick the new reason on Returns and Changes tabs. If it needs a note and none is given: 'This reason needs a note.'

What happens next

Templates and reasons are offered immediately. Existing records keep the reason they used. Untick Active to stop a reason being offered without losing history.

Good to know

• Code clash: 'Another reason has that code.'
• The "Other" cancellation reason always needs a note.
• A return reason decides how Inventory files the return and the suggested disposition (restock, scrap and so on), so choose them with the warehouse team.
• Product categories, brands, units of measure and other product masters shown in this menu are the shared product masters. They need product.manage and are covered in the Catalogue documentation.