Creating a Proposal
The process of creating, editing and deleting proposals is the same as with delivery notes and order confirmations.
You can create a proposal in two ways:
- When you’re in the overview of all orders you can click on the “Add proposal” button on the upper right hand side. A form will open up where you can enter all necessary information.
- Choose a person or organization from your contacts, click on the plus sign next to the entry and click on “New proposal”. Alternatively you can also click on the options button after you have clicked on a contact and select “Write offer”.
Customer: Here you can select the recipient of the proposal. As soon as you have entered the first letters, sevDesk will offer you matching contacts. If no matching contacts are available, then you can create a new contact.
Subject: sevDesk will automatically add a proposal number to the subject. You can enter your own subject manually if you see the need to do so.
Proposal Number: sevDesk automatically adds a proposal number. If you’d like to use your own proposal number you can change it anytime. In order to avoid having to enter your own proposal number every time you can also adjust the number sequence by clicking on “Settings” in the left hand menu and navigating to “Accounting”.
Proposal Date: sevDesk automatically enters the current date in this field. The proposal date is the date on which the proposal has been made. It’s used as a reference point for the validity of the offer and can be predated, as well as backdated.
Reference / Order: You can specify a reference or order number that gets added to your proposal.
Header and Footer Content: The header content is listed above the positions and the footer content is listed below. Here you can add important information and references. You can define text templates for these fields under “Settings”. You can also leave these fields empty.
Products & Services: sevDesk offers you suggestions as soon as you enter letters into the field. You can select an entry or add a new one and the quantity, unit and amount. In order to delete an existing entry, you simply need to click on the trash bin icon next to the entry.
Optional: You can make an entry optional by clicking on the switch next to “Optional”. The entry will then be listed separately from your normal entries. If you want to create an invoice from your proposal later on, you will be asked which optional entries you’d like to include.
Delivery terms: You can enter your terms of delivery in this field. If you want to define your default delivery terms, you can do so by clicking on “Settings” in the left hand menu and navigating to “System”, where you’ll find the menu option “Orders & Invoices”.
Sales tax rule: Here you can define if tax rates will be included in the proposal, if it’s a tax free delivery or if reverse charges apply. You can also create your own tax rates with a description. You can manage your own tax rates in the Settings under Accounting by navigating to the “Tax rates” menu item.
Hint: To turn your entry into a heading, just set the price and amount to zero.
In order to be able to edit a proposal it needs to be a draft. A proposal that has been turned into an invoice can no longer be edited. If the status is “Unpaid” you can click on the button “More” when you view the proposal and navigate to “Edit document”, which will turn it back into a draft.
If you want to change a proposal, but don’t want to modify the original proposal, you can do so by clicking on the button “More” when you view the proposal and navigating to “Copy document”.
In order to be able to delete a proposal, the proposal needs to be a draft. If the status is “Unpaid”, you’ll need to turn it back into a draft by following the editing procedure. Afterwards you’ll find the option “Delete” when you click on the button “More” while the proposal is in edit mode.