Quote and Invoice Management Dashboard

Quote and Invoice Management Dashboard

New in Retailer 2608.3, the Quote and Invoice Management (QIM) Dashboard shows an interactive view of open Quotes, ProForma Invoices, and recently posted Invoices for the current store. The QIM Dashboard gives insights into how the business is performing at converting Quotes and ProFormas to Invoices.

Accessing the Dashboard

There are two ways to access the QIM Dashboard:
  1. On the top menu bar of Retailer, click on Reports → QIM Dashboard.
  2. From the Quote and Invoice Management screen, click the Dashboard button in the top left.

Settings

The following settings are available. These settings apply per Retailer terminal.
  1. From the QIM Dashboard, click the Settings button in the top right.
  2. The Time Window defines how many days before today should be considered as the active period for certain KPIs. The options are:
    1. 30 days
    2. 60 days
    3. 90 days
    4. 180 days
  3. Auto-Refresh allows the QIM Dashboard to automatically regenerate every X minutes. The options are:
    1. 1 min
    2. 5 min
    3. 10 min
    4. 15 mins
    5. 30 mins
    6. Off. QIM Dashboard will not reload until reopened or the Refresh button is clicked.
  4. The Expiring Soon threshold (days) defines how many days before a Quote or ProFormas Expiry Date should it appear in the 'Expiring Soon' section.
  5. The ProForma Age threshold (days) defines how many days after being created should a ProForma Invoice appear in the 'At Risk' section.
  6. Tick Include cancelled quotes in grid by default to show Cancelled Quotes in the 'All' section.
  7. Untick Align funnel chart with KPI tile counts (all-time, no date filter on stages 1-3) to filter the Conversion Funnel graph to only Quotes / ProForma / Invoices created within the Time Window period.
Also in the top right corner are buttons for:
  1. Refresh: Reload the QIM Dashboard view
  2. Export: Save the Quote / Invoice Grid contents to an Excel file.

Key Performance Tiles

Click Each Tile to filter the Quote / Invoice Grid below to the relevant Quote / ProForma / Invoices
  1. Total Outstanding: Total value of Quotes and Proformas
  2. With Payments: Total value of ProForma Invoices either partially or fully paid
  3. Lost Revenue: Total value of Cancelled Quotes or ProFormas within the Time Window.
  4. At Risk: Total value of At Risk Quotes or ProFormas. At Risk is defined as:
    1. Quotes or ProFormas past their Expiry Date, OR
    2. ProForma Invoices with either partial or full payment with Fill Rate percentage of 0.
    3. ProForma Invoices older than the ProForma Age Threshold
  5. Avg Fill Rate: Average Fill Rate percentage for Quotes and ProFormas
  6. Invoiced: Percentage of Quotes / ProForma / Invoices that have been invoiced within the Time Window.

Graphs

  1. All Quotes by Age
  2. Quotes Only by Age
  3. ProForma by Age
  4. Conversion Funnel

Quote / Invoice Grid

The Quote / Invoice Grid lists Quotes/ ProFormas / Invoices. The following filter buttons are available across the top of the Grid:
  1. All
  2. Quotes
  3. ProForma
  4. Active
  5. Expiring
  6. Expired
  7. Cancelled
  8. Invoiced
  9. At Risk
There is also a Search Box available to search any column visible in the Grid.
Double Click a Quote / ProForma / Invoice to open the Quote / Invoice Detail screen.
Right Click a Quote / ProForma / Invoice to:
  1. Open in QIM Detail - Open the selected Quote / Invoice in Quote / Invoice Detail screen
  2. Open in Quote & Invoice Management - Open the selected Quote / Invoice in Quote and Invoice Management
  3. Print Preview - Preview the selected Quote / Invoice
  4. Copy Quote # - Copy Quote Number to clipboard
  5. Filter by Customer - Filter the Quote / Invoice Grid to the same customer as selected Quote / Invoice.
  6. Filter by Staff - Filter the Quote / Invoice Grid to the same staff member as selected Quote / Invoice.
The following columns are visible in the Quote / Invoice Grid:
  1. Quote Number
  2. Customer Number
  3. Customer Name
  4. Staff Initials
  5. Created Date
  6. Expiry Date
  7. Days Left: Days until Expiry Date or Days Since Expiry if Negative
  8. Age: Days since Created Date
  9. Status: Quote / ProForma / Invoice / Cancelled
  10. Quote Status: Active / Expiring Soon / Expired / Invoiced / Cancelled
  11. Total
  12. Payments
  13. Balance
  14. Fill Rate %
  15. Stock Status: Is there sufficient QOH to fulfill the Quote or ProForma. Full / Partial / None / NA.

Quote / Invoice Detail

The Quote / Invoice Detail screen shows:
  1. Quote Number
  2. Customr Name
  3. Company Name
  4. Customer Number
  5. Created Date
  6. Expiry Date
  7. Quote / Proforma / Invoice Total
  8. Total Payments
  9. Balance
  10. Fill Rate percentage
  11. Days Left
There are tabs to change the bottom grid between:
  1. Lines: View Quote / Invoice Line items
  2. Payments: View Payment allocations to ProForma / Invoice
  3. Notes: View Notes added to Quote / ProForma / Invoice
The bottom of the Quote / Invoice Detail screen has buttons to:
  1. Open Full Record in Quote and Invoice Management screen
  2. Preview Quote / Proforma / Invoice
  3. Record Payment against ProForma / Invoice
  4. Open Customer Screen

    • Related Articles

    • New Quote and Invoice Management

      In Retailer version 3.3 we have re-imagined our Quote and Invoice management facility to add new functionality that have been requested by users. The core of the changes to the module relate to the added ability to reserve stock and the integration ...

    • Quote and Invoice Management Setup

      Changing Quote and Invoice Management Settings From the main screen of Retailer, click on Stock Maintenance → Quote and Invoice Management. Near the top left, click on Setup. The settings are explained below: Default Delivery Date is # days from ...

    • Quote and Invoice Management Pricing

      You can set pricing by line in Quote and Invoice management. You can either change pricing as you are adding line by line, or you can change it once it has added it into the quote. An important change to note is that all Quote pricing is now fixed ...

    • Payments in Quote and Invoice Management

      The article covers how to process a customer payment for a Proforma Invoice. Please note that payments can only be applied to Quotes once they are in the Proforma Invoice status. This tells the system that the customer has accepted the quote and, ...

    • Create a Quote in Quote and Invoice Management

      This article will guide you through the process of creating a quote using Quote and Invoice Management. In version 3.3 of Retailer, we have significantly enhanced Quote and Invoice Management. The article below only refers to changes in version 3.3 ...