In this walk-through, you learn about handling project quote versions by creating a new version of a project quote budget from the current or a previous budget version. It illustrates the following tasks:
Creating a project quote from an opportunity.
Inserting a template and modifying the calculation.
Sending a project quote.
Creating a new version of a project quote budget.
Restoring a previously archived version of a project quote.
Prerequisites
To complete this walk-through, you need:
Microsoft Dynamics 365 Business Central.
CRONUS International Ltd. demonstration database.
STAEDEAN Industrial Equipment Manufacturing RapidStart demo set.
Story
David is the dedicated sales representative for projects at CRONUS International Ltd. After a first discussion with a sales lead and a discovery on the requirements, David creates a project quote from the sales opportunity. He selects the project template closest to the customer requirements, modifies the details to finalize the first version of the calculation, and sends the project quote to the prospect.
Based on the prospect's responses, David creates a new version of the project quote, makes the required adjustments, and re-sends it. When the prospect decides the original version was better, David restores that version and, after obtaining the prospect's signature, changes the state of the project quote to Order.
Setting up the sample data
The Industrial Equipment Manufacturing demo set requires some additional setup.
Templates: this walk-through assumes the company works with templates to create projects and project quotes. This is an alternative to starting in the planning state and building a project from elements and activities.
Opportunity: the walk-through assumes David has an opportunity pending. Use an existing opportunity or add a new one:
Type Opportunity List in the search box to open the opportunity list: Departments/Sales & Marketing/Marketing/Opportunity List.
Select an existing opportunity and click Edit to open the card, or click Create Opportunity in the ribbon to start the opportunity wizard.
Once created, continue with the first step in the walk-through.
Process
Industrial Equipment Manufacturing adds additional actions to the Opportunity to create or open a project quote directly from the opportunity.
Steps - Create a project quote from an opportunity
Type Opportunity List in the search box to open the opportunity list: Departments/Sales & Marketing/Marketing/Opportunity List. Locate the opportunity prepared in the sample data.
Click Edit to open the opportunity and select the Actions tab.
Click Assign Project Quote in the ribbon of the Actions tab.
A Project card opens with the customer or contact details of the opportunity.
Note
If you selected a Bill-to Contact only (for which no Bill-to Customer exists yet), also specify a Customer Template. Use the Show More Fields option to make the Customer Template field visible.
The Project card shows the Opportunity No. field with the linked opportunity number, and the Project Status field showing the type Quote.
The Opportunity card shows Sales Document Type: Project Quote, and Sales Document No.: the project number just created. Click Show Project Quote to open the linked project quote.
You have now created a project quote. The next step is to complete the project quote header with project tasks by inserting a template.
Steps - Insert a template in the project quote and modify the calculation
A template quickly creates a project quote or project. The base template completes the project header. Specify a master template to insert the project task structure and an invoice template to set the invoicing method and schedule for a fixed price invoicing method.
In the project quote created in the previous step, locate the Base Template field and select a base template code from the lookup list.
Tab to the next field and note the process of inserting the project task structure. Microsoft Dynamics 365 Business Central recalculates the filters for the grouping levels in the project task structure.
Click Tasks in the ribbon to open the Project Task Lines page as inserted from the master template.
To adjust the budget lines, use one of two methods:
From the Project Task List, click Budget in the ribbon or in the Project Task Information fact box to modify budget lines per project task.
From the Project card, click Budget from the ribbon and select the active budget. Then click Budget from the ribbon to list all budget lines for the active budget.
To show the budget totals for your project quote, open the Summary page from the Project card ribbon.
You have now created a project task structure and reviewed and updated the budget lines.
Steps - Send a project quote
When the project quote is complete, send a copy to the customer or contact:
In the Quoted Projects list, select the project for which you completed the project quote. Click Edit in the ribbon to open the card.
Select the Report tab to show the Print Project Quotation action.
Click this action to preview or print the project quotation report.
Note
The details per project task depend on the invoicing method. Fixed Price shows only the amount in the header. Time & Material (and Delivery) shows the detailed price per project task with the total amount in the header.
The project quote has now been printed and sent to the customer or contact for approval.
Steps - Create a new version of a project quote budget
When the customer responds with additional or changed requirements, create a new version of the project quote budget from the Project Budget page:
In the Quoted Projects list, select the project sent to the customer.
Select Projects > Project Budgets.
On the Project Budget page, select Process > Create New Budget to open the wizard and answer the following questions:
From which budget do you want to copy? Copy from the current budget or from an earlier one if it exists.
Describe your budget: provide a short description for the new budget.
Activate the budget when I click Finish? This makes the new budget the active budget (default = true).
This budget is used for forecasting: When true, a new forecast calculation is automatically based on this budget.
The Project Budget No. field in the project header shows the number of the active budget.
Modify the current project quote as required and send it to the customer for approval:
In the project quote header, set the Won/Lost field to Lost and select a Reason Code.
Use the Change Status action to convert the project quote into a completed project.