How to update a Sales quotation status in bulk

KB271

Overview

This command allows you to change the Sales quotation status on multiple quotes across a selected date range.

When you have quotes with a “Pending” status, you need to follow them up. If you get to a stage of having too many old “pending” quotes, managing them can become time consuming. Following up old ones might not be worthwhile. Instead, you might choose to close old ones off to tidy things up and then focus on more recent quotes. Doing so will clean up reports such as SA1228 (or any custom reports you might use), thereby making it easier to follow-up newer quotes.

Changing the quote status to “Lost” on each quote individual would be tedious. This command will allow you to change the status on all “pending” quotes within a selected data range in one go.

Process

  1. Accounts Receivable > Commands > Special Commands > UPDATE quote status for all PENDING quotes in date range

  2. Choose the required dates:
    • You can leave the From date field blank
    • You can use date keyboard shortcuts, (e.g., -2m for 2 months ago)
  3. Quote value under:
    • If required, enter a value under which this command should apply
    • For example, if you would like to keep all quotes above $5000 still in pending status, enter 5000 in this Quote value under field and only pending quotes below $5000 will be converted
    • Leaving this field blank will mean the command will apply to “pending” quotes of all values
  4. Set the quote status to:
    • Select the required new quote status from the drop-down list
    • The quote status options are fixed — additional status options cannot be added
  5. Run:
    • After clicking Run, a message will display specifying the number of quotes that will be changed. Click Yes to continue.

  6. Once the Special command to change the status of the old pending quote is completed, sales staff can focus on the remaining “pending” quotes more easily, in a now much tidier report.

"Details" information on a quote

When editing an individual quote to a Lost status (within the Sales quotation form), a Details button can be clicked to record further information about loss of the quote. This "details" information is normally unique to each quote.

Hence, this bulk update quote status command does not incorporate recording additional details.

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Last edit: 05/03/21