Prospects

The TRX Enterprise Quotes and Estimating Module or QES for short is designed to integrate Prospect Generation, Follow-up and Sales forecasting into the TRX standard Package. Inventory Control, Customer Orders and Accounts receivable must be set up and functional to allow the use of QES Module.
Overall the module will allow for the compilation and cataloging of new leads and the tracking of all contacts with this lead. Once quantified this lead can be turned into a prospect and quoted through the estimate menus. Quotes can be tracked and submitted just as orders are through order entry. Once the Prospect decides to except a quote they can be converted customer (if they are not already one) and the Quote to an order at a click of a button.

New Leads

QES > Prospects > New Leads

Convert Lead Prospects

QES > Prospects > Convert Lead Prospects

Enter Query Prospects

The Prospect Entry/Query screen is used to enter all information available on a prospect. If the prospect is an existing customer, all that is necessary is to enter the customer number and the majority of the information will default in automatically. If the prospect is not an existing customer, enter all of the information available. Utilizing prospect templates will speed up the new prospect entry process. Once the prospect places an order, they will automatically be converted into a customer when the quote is turned into an order.
QES > Prospects > Enter Query Prospects

Delete Unused Prospects

QES > Prospects > Delete Prospects

Create Contact Merge File

QES > Prospects Create > Create Contact Merge File

Estimates

Enter Quotes

Generating quotes can be done as quickly as generating an order in the Enter Quotes screen. After creating the quote you have the ability to print it using a customer format which shows pricing or an internal format that shows pricing, costs, and rebates. Quotes have expiration dates that print in large bold print at the bottom of the Quote printout form.
QES > Estimates > Enter Quotes

The Enter Quotes screen is used to enter new quotes and can also be used to view existing quotes. When you enter the screen, it is in entry mode and you can immediately begin entering quote information. If you wish to view an existing quote, click on the Enter/Execute Query icon or press the F7 and enter the quote number and press the F8 key to retrieve the information.
When you enter a new quote, the Status will default to Open. If an order is generated from the quote using the 'Convert Quote to Order' process, the status of the order will then change to 'Order'. If it is determined the prospect is not going to place an order, change the status of the quote to "Closed" by entering a Close Reason.
You can also enter a Probability percentage that the quote will become an order. The
Probability will be used when generating a Sales Forecast Report. The report can be generated based on the probability that quotes will become orders within the next six months. Be sure to check the Include in Forecasts check box to have the order included in the Sales Forecasting report.
You also have the ability to enter extensive notes for a quote. Notes are kept in a separate block so you can view them quickly and easily. You also have the option of printing notes stored on a quote in the Follow Up and Prospect Referral Reports.

Print Quotes

Quotes can be printed in two formats, Internal and Customer. The Customer format will print all quote information in an invoice format. The Internal format will print the same information as the customer format but additionally displays the list price, cost, extended cost, Net Profit Margin, and Gross Profit Margin.
QES > Estimates > Print Quotes

Convert Quote to Order

Quotes can be turned into an order by the click of a button in the "Convert Quotes to an Order screen". All you need to know is the quote number and a customer order can be generated automatically. In addition, if the prospect is not a customer at the time you are converting the quote to an order; the system will automatically create a new customer record for the prospect.
QES > Estimates > Convert Quote to Order

If it has been determined that the prospect is going to place an order, you will want to turn the quote into an order and you will also need to create a new customer record for the prospect if one does not already exist. Quotes can quickly be turned into an order by the click of a button in this screen.

Convert Quote to Project

Reports

Open Quotes
Follow up
Lead Activity
Prospect referral Report
Prospect Listing
Sales Forecast

Open Quotes

The Open Quotes report lists all open quotes and can be run in any combination of Prospect, Salesperson or quote range.
QES > Reports > Open Quotes

Follow up

The Follow up Report uses a date or date range to determine all prospects requiring a follow up within the specified time frame. This report can be used to quickly see and schedule your follow up sales calls for any given time frame.
QES > Reports > Follow up

Lead Activity

QES > Reports > Lead Activity

Prospect Referral Report

The Prospect Referral Report lists all prospects referred from a specified existing
Prospect by displaying the prospects which were referred by them, their contact information and any notes entered for the prospect. This report allows you to see your referral tree and give credit where credit is due.
QES > Reports > Prospect Referral Report

Prospect Listings

QES > Reports > Prospect Listings

Sales Forecast

The sales forecast report combines the active quotes entered, expected close date and the option of probability calculation to develop a six-month forecast starting with the current month. Forecasts can be printed by Salesman or Prospect with probability on or off. This report can also be set to print Gross profit or selling price.
QES > Reports > Sales Forcast

Special Functions

Prospect Types
Prospect Templates
Lead Probabilities
Close Reasons
Surveys
Sales Prospect Setup

Prospect types

This screen is used to set up Prospect Types along with a corresponding description. Prospect Type codes are used when entering a new prospect to quickly identify the prospect type. Many QES reports can be pulled by using prospect type as a parameter.
QES > Special Functions > Prospect Types

Prospect types are General groupings of your prospects based on demographics that you prescribe. This screen simply defines the types and describes them.

Prospect Type code - This code will be used in the Prospect Entry screen to speed up the data entry process as well as report screen as a report parameter
Description - A description of the Prospect Type code.

Prospect Templates

QES > Special Functions > Prospect Templates

Lead Probabilities

QES > Special Functions > Lead Probabilities

Close Reasons

The Close Reasons screen is used to set up reasons a quote may be closed. These codes are used on screens to close quotes and identify reasons why they are being closed.
.
QES > Special Functions > Close Reasons

Close Quote Reasons are general groupings of reasons that a quote will be closed or cease to be followed up on. This screen simply defines the types and describes them.

Close Reason - code to be used to close the quote.
Description – Description of the code that was created

Surveys

QES > Special Functions > Surveys

Sales Prospect Setup

The Sales Prospect Setup screen is used to set up automatic numbering of Prospects and Quotes along with the next numbers to be used for each of these if your company chooses to use the automatic numbering function. You will also set up the number of days quotes are valid. Entering a number of days here will cause the expiration date to automatically default in when entering a quote to the number of days entered from the date of the quote. This is also where you create Flex Fields for the QES module.
QES > Special Functions > Sales Prospect Setup

Automatically Number Prospects - Check the box if you wish TRX Enterprise to Automatically Number Prospects for you when they are created.
Next Prospect Number - Enter the Next Prospect Number
Automatically number Quotes - if you wish TRX Enterprise to Automatically Number Quotes place a check in this box.
Next Quote Number - Enter the Next Quote Number to be used if the Auto Number feature is on.
Quotes are Valid for - When a quote is created if there is a value in this box TRX will automatically set the date for expiration based on the current date and days until expiration
Allow Adding Inventory Items - Checking this box will allow you to create inventory items when creating quotes. If not checked you will have to create new item in inventory before they can be used on quotes.
You may also add up to 5 user defined Flex Fields that will show throughout the QES module

Quoting Manual