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Quotation Form

Purpose: To provide potential customers with pricing and other data on potential orders

File Name: QUOTEFRM

Format: 2 per Page, 2 or 3 Part

There is only one thing more disturbing to customers than requesting the same quote on two different days and getting 2 different answers, and that is getting a quote for an order at one price, and being charged a higher price when ordering. You need to have a system that insures that any two identical orders are quoted the same price. (Such as the Pricelist Professional Software demonstrated on this CD-ROM does.)

To that end, a shop needs to keep track of every quote given to any customer, whether a quick price is given by phone, or whether a customer walks in an requests a written quotation. This form was made to handle the job nicely. At the top of the form is a space to write in the name and address of the customer. Even if you don't bother getting complete address information, it is important that you gather a contact name (the name of the person who requested the quote) and a phone number to call them at. Even if you complete the quote while the person is standing in your shop, or stays on the phone, a phone number allows you to call back at a later time and attempt to turn the quote into a sale if you have this information.

The section below the customer information section contains spaces to enter the name of the person creating the quote for your company, estimated delivery times (not neccessarily dates - an estimated delivery is more likely to say "2 weeks") and a date that this quotation was given. There is also a checkbox that can be used to show that this quote was made for a rush order. All these things are very important to you or your customer because your customer needs to know who his contact at your shop is (name) and what kind of delivery he can expect. You need to make sure every quote is dated so that a person can't come back a year or two later and expect those prices. This section also carries a disclaimer stating that oversize goods will likely cost more, and youth sizes may be less. This is important because customers often request quotes on adult sizes, then become upset when presented with an upcharge for oversized goods when ordering.

The mid-section of the form is similar to that of an order form, except there is no need for final totals or sizes at this stage of the sales process. The last few lines serve as a reminder to the person quoting the order that other charges usually apply to most orders, and reminds the person to specify them for the customer.

There is one design specifications section of this quotation form, and that section allows you to enter complete or rudamentary design information - whatever you need - to ensure this quote refers to the work to be done. Finally, a section with important information appears opposite the design specifications box with the most important information your customer needs at this point.

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