Purpose and scope

As a merchant, if your customer can not immediately place an order, you may like to know what products they are interested in. Typically, customers place quotes to indicate interest in products prior to placing an order.

Aphix Digital Platform integrates seamlessly with your ERP through a web service calls. Aphix WebShop's Quotations feature uses web service calls to save your customer's quote data into your ERP, to retrieve that quote and to convert those quotes into sales orders.

This article outlines the standard functionality that help your customers to manage their quotes within WebShop.  These are:

  • Display list of quotes

  • View an individual quote

  • Tasks that can be performed once they have opened up an individual quote.

It also defines where data is retrieved from and/or sent to your ERP.

Key points

Remember that quotes are retrieved in real-time from your ERP.

Introducing terms and concepts used in this article

Term

Definition

Enterprise Resource Platform

a collection of your critical business operating systems, such as product, stock levels, financial, customers, suppliers and so on that run on the same platform.

Quote

a sales document generated by the seller in response to a buyer requesting information about a set of specific products. It is typically the first step in the sales process.

Visible product

a product whose status is set to Visible, which means that the product can be viewed and purchased by your customers.

Web service

service that allows two disparate systems communicate with each other via a standard messaging system.

Display list of existing quotes

Your customers can access previously created quotes by logging into their WebShop dashboard, selecting Quotations from the left hand menu bar. This retrieves a list of high level quote data from your ERP and displays them as a list, as shown.

View details of an existing quote

Your customer can select to view the details of any existing quote by clicking View. This retrieves quote data from your ERP and displays it, as shown:

Additional tasks

All products must be visible in WebShop for a quote to be shared, cancelled, appended or converted to a sales order.

The quote becomes invalid if any products' status contained in the quote becomes invisible.

Once your customer opens an individual quote, they can perform the following tasks:

  1. Share quote

  2. Request cancellation

  3. Append to cart

  4. Create a new order

Share quote

Share

Clicking Share Quote opens your customer's email client and creates an email containing a link to the quote. Simply add a recipient and a subject and click Send to share the quote with their colleagues.

Request cancellation

Cancel

If configured, clicking Request Cancellation brings your customer to a form which they can complete indicating why they wish to cancel this quote. Data captured in this form is shared with you. Once you remove the quote from your ERP, it is no longer visible when your customer clicks Quotations.

Trying to decide what form to use to capture this information?

Remember that we integrate with Wufoo - see here for more information!

Append to cart

Append

Clicking Append to Cart adds the line items in the quote to your customer's cart. Once added, they can follow the existing process to checkout these products and place an order. When you append products from a quote to a cart, the prices are calculated in real time.

Convert quote into new order

Your customers click Create New Order to convert the quote into a sales order. The quote is retrieved in rea-time from your ERP and converted to a sales order. The usual checkout process occurs. The latest prices are obtained for a quote prior to its conversion to a sales order.