Quote Preparation

A retail quote can begin with a customer asking for a bundle that differs from the public offer. Quote Specialist brings that request into a draft, identifies the customer and assigns responsibility for the next action. The quote number gives the team a common reference when the customer comes back with a different quantity or asks whether the offer still applies.

Start with the selling organization. App Administrator maintains its active customers and team membership, including the eligibility note that explains which party can receive an offer. Quote Specialist selects a customer in that organization and checks the contact details before preparing prices. A familiar customer name is insufficient when separate selling organizations use similar names.

The draft holds the subject, validity date and price book revision alongside the current quote revision. These give Pricing Reviewer the context needed to judge the submitted offer. Keep the customer’s request with the quote as an attachment, and choose its visibility deliberately before sharing it.

• Customer context. App Administrator maintains customer codes, contact names and eligibility notes. Quote Specialist uses those records to identify the intended buyer before adding priced lines.
• Assigned preparation. Quote Specialist owns the draft and checks its validity date. My Quotes keeps that responsibility visible as an offer moves from preparation into review and acceptance.
• Revision discipline. Pricing actions use the expected revision. A quantity change must be reflected in the revision being priced and reviewed, so the next decision refers to the offer the customer will actually receive.

Agree how customer codes distinguish accounts across selling organizations. Decide who can activate a customer and what the eligibility note must explain. Use a practical example, such as a reseller that can receive a seasonal bundle in one organization but has no approved buying relationship with another.

Set the quoting time zone and the meaning of the validity date. Name the person who follows up when an offer is close to expiry. Agree which attachments are internal working evidence and which may be shared. Internal cost notes should not become customer material because a preparer selected the wrong visibility.

Rehearse a customer request for a store-opening package. Quote Specialist creates the draft for the correct customer, records the requested quantities and attaches the customer’s written request. Before pricing, a second request changes a quantity. The specialist checks that the latest revision carries that change and that an older pricing request cannot overwrite it.

Pricing Reviewer should be able to identify the selling organization, customer and current revision without searching a separate conversation. If the customer is inactive or belongs elsewhere, resolve that eligibility before proceeding. The rehearsal ends when a valid draft can move into pricing with an accountable owner and supporting evidence.

• Draft Quotes — Offers being prepared, with their customer, owner and validity date.
• My Quotes — Assigned offers to follow through preparation, review and the customer’s decision.
• Active Customers — Customer contact and eligibility details for the selling organization.

Continue with prepare and price a quote and agree the initial customer scope during implementation.