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Exporting sales quotations to Microsoft Word

This screen is displayed when Word merge is clicked at the overview of sales quotations to be printed screen (go to CRM ➔ Entries ➔ Print quotations). This screen allows you to export sales quotations to Microsoft Word.

Fields

A list of options appears if you click in the Layout and Quotation fields. From the list, make your selection and click Select.

Layout

Type or select a layout for the sales quotation to be exported to Microsoft Word. This is mandatory. You can define the layout in Letter at System ➔ General ➔ Settings under Documents settings in the CRM section. For more information, see Documents settings.

Quotation

Type or select the sales quotation to be exported. By default, the sales quotation selected in the overview of sales quotations to be printed screen (go to CRM ➔ Entries ➔ Print quotations) is displayed. This is mandatory.

Output

Select the method the sales quotation should be sent to the debtor. You can select one or both of the following:

Printer — Select this check box to print the sales quotation. This means the sales quotation will be sent by post.
E-mail — Select this check box to send the sales quotation via e-mail.

Debtor

Select the debtor whom you want to e-mail the sales quotation to. You can e-mail the sales quotation to the Debtor, Delivery debtor, or Invoice debtor. In the field next to it, the name of the debtor is displayed.

Note: This field is enabled only if you have selected the E-mail check box in Output.

E-mail (To:)

Type the e-mail address of the debtor selected at Debtor. By default, the e-mail address displayed is based on the E-mail defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain or CRM ➔ Accounts ➔ Maintain accounts, select the relevant debtor, and then click Open. Next, click the Contact tab, select the relevant contact person under the Contact persons section, and then click Edit). This is mandatory.

Note: This field is enabled only if you have selected the E-mail check box at Output.

Subject

Type a subject for the sales quotation to be exported. By default, the quotation number is displayed. This is mandatory.

Buttons

Preview

Click this to view the sales quotation in Microsoft Excel.

Start

Click this to export, print, and/or e-mail the sales quotation.

Close

Click this to exit. A message “If you close now, the link to your word merge will be lost. Continue?” will be displayed. Click Yes to exit or No to return to the Word merge screen.