Optimizing Quotation Efficiency: Unlocking the Power of Multiple Quantities with shopVOX - shopVOX Pro

Tyler MacDonald Updated by Tyler MacDonald

In the fast-paced world of business, efficiency and transparency are paramount, especially during the quotation phase. Addressing this need, shopVOX offers a powerful solution that revolutionizes the quotation process. Among its many innovative features, shopVOX's built-in functionality allows for the seamless presentation of multiple quantities on a single line item within a quotation. This capability not only streamlines the quoting process but also empowers customers with transparency and choice. By displaying unit prices, manual discounts, and varying quantities, shopVOX enables customers to make informed decisions tailored to their needs and budget. Upon approval, the chosen quantity seamlessly transitions from the quote to the production phase, ensuring accuracy and efficiency throughout the workflow.

Presenting multiple quantities on the same line item in a quotation serves several purposes, mainly to provide clarity and transparency to the customer:

  1. Cost Comparison: Customers often want to compare the price based on the quantity they intend to purchase. Displaying multiple quantities on the same line item allows them to see the cost per unit for different quantities, enabling them to make informed decisions based on their budget and needs.
  2. Bulk Discounts: Many suppliers offer bulk discounts, where the unit price decreases as the quantity ordered increases. By showing multiple quantities, customers can easily identify if there are any volume discounts available. This transparency encourages customers to order larger quantities to benefit from cost savings.
  3. Simplified Ordering: Displaying multiple quantities on the same line item streamlines the ordering process for customers. Rather than having to navigate through various line items for different quantities, they can view all options at once, making it easier to select the quantity that best fits their requirements.
  4. Forecasting and Planning: Businesses often use quotations not only for immediate purchases but also for forecasting and planning future procurement needs. Seeing different quantity options allows customers to plan their inventory management and budgeting more effectively.
  5. Negotiation: In some cases, customers may negotiate with suppliers based on the quantity they intend to purchase. Having multiple quantities listed on the quotation facilitates negotiations as both parties can clearly see the pricing structure for different order volumes.

In summary, displaying multiple quantities on the same line item in a quotation provides customers with transparency, flexibility, and the ability to make well-informed decisions based on their specific needs, budget, and purchasing preferences

Configuring a Product to Accommodate Multiple Quantities in Quotations

Before delving into the mechanics, it's crucial to grasp that the ability to set multiple quantities is a feature tied to individual Products and isn't universally applicable. Since this functionality operates at the Product level, all inherent characteristics of the Product remain intact. It's strongly recommended to exercise discretion when enabling this feature, particularly for Products with complex pricing structures, as unforeseen outcomes may arise. Thus, it's imperative to emphasize the importance of commencing with a simple Product for testing purposes to gain firsthand insight into its functionality. Subsequently, you can gradually extend this capability to other Products once you've familiarized yourself with its nuances.

  1. From the top menu bar click on Settings
  2. From the left hand side choose "Products"
  3. Choose the Product you want to associate with Multiple Quantities, for this example I made up a Product called "Square Foot Print - Multiple Quantity Example". You will see this available on all of your Product. It's advisable to begin with a straightforward selection for your initial exploration.
  4. Enable the "Allow Multiple Quantity on the Quote" option by checking the box
  5. Now that "Allow Multiple Quantity on the Quote" is enabled, we can proceed to test it out on a Quote.

Testing our Product with "Allow Multiple Quantity on the Quote" option turned on

  1. Lets generate a new Quote, fill in your details and click "Save & Add First Line Item"
  2. From the Quote Screen lets "Add New Line Item"
  3. For this example I am using the example product I made called "Square Foot Print - Multiple Quantity Example". You would use your own product.
  4. Input the required size. The initial quantity for this example will remain at 1. Then, click on "+Add New Quantity" to include additional quantities.
  5. The result is displayed below, showcasing quantities of 1, 25, 50, 75, and 100. Feel free to use any value that suits your needs.
  6. To apply a discount to each item, navigate to the Unit Discount field and input the percentage discount for each quantity.
  7. The result is displayed below, showcasing discounts of 0, 5, 10, 15, and 20 percent. Feel free to use values that suit your needs.
  8. You can include a description instructing the customer to choose a quantity for production upon quote approval
  9. To see how the quote with multiple quantities appears to the customer, just click the "Download PDF" button.
  10. This is how the Quote with the Multiple Quantities will show on the PDF
  11. Send the Quote for Approval using the "Send Review Email" feature

Transitioning Quotes with Multiple Quantities into Sales Orders

Once the customer has reviewed and approved the quote, the next step is to transition it into a sales order..

  1. From the Blue Action Button select Convert: To Sales Order
  2. On the following screen you are required to specify the quantity to be transferred to the sales order. Simply choose the desired quantity and proceed by clicking "Convert to Sales Order."
  3. Upon reviewing the converted sales order, you'll find the quantity you selected displayed as the final line item for that order
  4. From this point you can treat this like any other Sales Order

shopVOX's capability to display multiple quantities on the same line item in a quotation represents a significant leap forward in efficiency, transparency, and customer empowerment within the business realm. By leveraging this innovative feature, businesses can streamline their operations, enhance customer satisfaction, and ultimately drive growth in today's competitive market landscape.

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