QuoteWerks Link

From RangerMSP Wiki - PSA software for MSPs and IT services providers
Jump to navigation Jump to search

<under construction for version 5.6 BETA >

Overview

With the Commit-QuoteWerks Link, you can easily link your Quotes from QuoteWerks to Sales Opportunities in CommitCRM, allowing you to track the sale stages and bill your customer easily from within CommitCRM.

How does it work?

QuoteWerks Quotes are managed in CommitCRM under Opportunities. Quotes are linked to Opportunities, and the Opportunity amount is a summary of all linked Quote's amounts.

The Quote itself is edited and managed solely in QuoteWerks. Any updates to the Quote can be pulled to CommitCRM, and the Opportunity amount will be updated accordingly.

Note that each Opportunity may be linked to several Quotes in QuoteWerks. The Quotes may relate to several sales which are managed under the same Opportunity, or different versions of quotes for the same sale. Once a Quote is approved for a sale, you should keep only the relevant Quote linked to the Opportunity, and remove the link to the irrelevant Quotes.

When a sale is approved, a Charge can be created in CommitCRM to bill your customer, based on the total amount of the Quote linked to the Opportunity. Each Charge is created from a single Quote.

Typical Workflow:

  1. Create a sales Opportunity in CommitCRM for the expected sale.
  2. Create the Quote in QuoteWerks from the CommitCRM Opportunity window, while Account details (Sold-to, Ship-to and Bill-to) are transferred from CommitCRM.
  3. Add products to the quote in QuoteWerks and save your changes.
  4. The Quote is now linked to the Opportunity and the amount of the Quote is added to the Opportunity's amount.
  5. Once the sale is approved, create a Charge in CommitCRM to bill your customer, based on the quote's total amount.


Setup

In order for the CommitCRM application to be able to access QuoteWerks it should be registered with a dedicated Developers Access Key in your QuoteWerks installation. This is done automatically by CommitCRM when activating the Commit-QuoteWerks Link for the first time (e.g. when creating the first Quote from within CommitCRM).

After the first registration, a message will be displayed notifying you that the Developer Access Key is registered, but should be granted and confirmed in QuoteWerks.

To grant CommitCRM permission to access QuoteWerks:

  1. After the system notifies you that you need to grant access to CommitCRM.
  2. Login to QuoteWerks as an Administrator.
  3. Go to Tools > Options > Security tab, select CommitCRM and click Edit.
  4. Change the Access Level to Full. And Click Ok to save your changes.

Only after granting the access you can start working with the Commit-QuoteWerks Link.


Working Modes

The CommitCRM-QuoteWerks link allows you to work through CommitCRM or through QuoteWerks, and provides tools to create links between the applications in each situation.

The integration tools are available only via the CommitCRM application and are adjusted to each working mode:

  • Working from CommitCRM - i.e., you want to work on the currently selected Opportunity.
  • Working from QuoteWerks – i.e., you want to work on the current active Quote.

Working from CommitCRM

When working from CommitCRM, you can perform actions which refer to the currently selected Opportunity:

  • Create New Quote and link to selected Opportunity
  • Link Opportunity to a QuoteWerks Document (Quote)
  • Update Opportunity Amount by linked Document/s (Quote)
  • Remove Quote Link/s for selected Opportunity
  • Create new Product/Parts Charge from Linked Documents (Quote)

See details about each option below.

Create New Quote

When creating a Quote from CommitCRM this always requires linking to an Opportunity. You can create the Opportunity before you create the Quote, or do it on-the-fly.

To create a new Quote:

  1. If you already have an Opportunity for this sale in CommitCRM, go to the Opportunities window and select the relevant Opportunity. You can skip this step and select or create the opportunity on-the-fly, while creating the Quote later on.
  2. In the Opportunity window, click CommitCRM>QW icon in the toolbar and choose New QuoteWerks Quote Wizard. The following window opens:<SCREENSHOT>
    In the following window you can specify the Sold To, Bill To and Ship To details to be copied to the Quote. By default, the Sold To details are automatically copied from the Account linked to the selected Opportunity. To specify also Bill To and Ship To, click the relevant tab and select the Account details to be copied.
  3. Click Next to create the Quote in QuoteWerks.
  4. When the following window appears, the new quote was already created and is open in QuoteWerks. Edit the quote and add the lines in QuoteWerks.<SCREENSHOT>
  5. When done, save you changes in QuoteWerks and leave the quote window open. CommitCRM links to the currently open quote in QuoteWerks.
  6. Back in CommitCRM, click Next to complete the process. The following window appears:<SCREENSHOT>
  7. In this window you can either leave the link to the selected opportunity or create a new opportunity which will be linked to this quote.
  8. Click Finish to complete the process.


Link to QuoteWerks Document

To link the currently selected Opportunity in CommitCRM to the active Quote Document in QuoteWerks:

  1. Make sure the Quote is open in QuoteWerks.
  2. From the Opportunities window, click QW>CommitCRM menu > Link to Opportunity.
  3. The currently open Quote details appear on the screen. Make sure you are using the correct quote. If not, choose the correct Quote in QuoteWerks and click Refresh to see the correct details in CommitCRM. Once you have the correct details, click Next.
  4. The Opportunity is now linked to the Quote.

Remove Link/s

Removing the link between an Opportunity and a Quote does not delete either of these entities; it only disconnects the link between them. For example, in some cases there may be more than a single Quote linked to the Opportunity (e.g. when creating several Quote versions for the same sale), and you may want to remove the link to the Quotes which are not relevant anymore.

To remove the link between an Opportunity to a Quote:

  1. From the relevant Opportunity window, click CommitCRM>QW menu Remove Link/s.
  2. A list of all linked Quotes is displayed. Select the Quotes you want to disconnect from this Opportunity and click Remove.
  3. The Opportunity and Quote are now disconnected. Note that both the Opportunity and the Quote are not deleted, only the link between them is removed.

To remove the link to a Quote which is currently open in QuoteWerks (without searching for the relevant Opportunity), see Remove Link to Active Quote.

Open Document

This option opens the Quote window in QuoteWerks by choosing the Quote which is linked to the Opportunity.

To open a linked Quote:

  1. From the relevant Opportunity window, click CommitCRM>QW.
  2. The first lines list the Quotes which are linked to this Opportunity.
  3. Choose the relevant Quote or [open all].
  4. The Quote/s window is now open in QuoteWerks.

Update Amount by Linked Document/s

This option allows you to update the Opportunity Amount based on the link Quote/s. Use it when a Quote which is already linked to the Opportunity was updated in QuoteWerks and you want the new amount to be reflected in the Opportunity.

To update the Opportunity Amount:

  1. From the relevant Opportunity window, click CommitCRM>QW and choose Update Amount by Linked Document/s.
  2. In the window which opens, choose the Quote/s you want to include in the amount total calculation. The total amount appears in the bottom-right corner.
  3. When done, click Update.
  4. The new total amount is now updated in the Opportunity Amount field.

New Product/Parts Charge from Linked Documents

When a sale is approved based on a Quote, a Charge can be created in CommitCRM to bill your customer. The Charge which is created is based on the total amount of a Quote and each Charge is created from a single QuoteWerks Quote.

The Charge description contains the list of Products/Services which appear in the Quote. The charged Item is a single Item which represents the whole sale. When creating the Charge in CommitCRM, you will be asked to enter the Item to be used for this Charge.

To create a Charge from a Quote:

  1. From the relevant Opportunity window, click CommitCRM>QW and choose New Product/Parts Charge from Linked Documents.
  2. In the window which opens, choose the Quote you want to create the charge for and click Next.
  3. A new Charge window opens. The Charge description contains the list of Products/Services as appear in QuoteWerks.
  4. Select the Item you want to use for this Charge. Note that the total Amount for the charge determined by the Quote's Subtotal amount (total before taxes) and is not influenced by the Item you choose.
  5. Click OK to save the Charge.
  6. The Charge is now linked to the Opportunity's Account. You can view the Charge by going to the Account and opening the Charges tab.


Working From QuoteWerks

The CommitCRM-QuoteWerks link allows you to work through CommitCRM or through QuoteWerks, and provides tools to create links between the applications in each situation. The integration tools are available only via the CommitCRM application and are adjusted to each working mode (i.e. CommitCRM > QuoteWerks or QuoteWerks > CommitCRM).

When working from QuoteWerks, you may work on a Quote and wish to update Opportunities, link to Quotes or remove links, based on the currently open Quote. Working with the currently open Quote, you don't need to search for the relevant Opportunity, but rather perform actions for this Quote.

To work in this mode, use the QuoteWerks > CommitCRM menu.

<SCREENSHOT>

Create New Quote

See Create New Quote.

New Opportunity

This option allows you to create an Opportunity in CommitCRM on-the-fly and link it to the currently active Quote.

To create a new Opportunity on-the-fly and link to Quote:

  1. Open the Quote window in QuoteWerks.
  2. From the Opportunities window, click CommitCRM>QW menu New Opportunity.
  3. The currently open Quote details appear on the screen. Make sure you are using the correct quote. If not, choose the correct Quote in QuoteWerks and click Refresh to see the correct details in CommitCRM. Once you have the correct details, click Next.
  4. Enter Opportunity details. The name is automatically taken from the Quote name.
  5. Click Finish to complete the process.
Retrieved from "https://www.rangermsp.com/w/index.php?title=QuoteWerks_Link&oldid=5046"