Phase 2 - Offer Items

Adding items to offer.

In this phase, you add items to the offer. You can also add participants, activities, documents and tasks.

Once you have entered all the necessary data, click on Offer completed in the header. If the offer requires approval, the offer proceeds to phase 3 (Approval). The Stage field is set to 2 - Waiting for Approval. If no approval is required, the offer proceeds to phase 4 (Send) and the Stage field is set to 3 - Waiting to be sent.

Note: From phase 2 onwards, you can copy the offer and its offer items to another company or person (Copy Offer to button). When copying the offer, you can choose whether to activate or deactivate automatic pricing. If the offer is linked to an opportunity or a property, the participants added to the opportunity/property are available for selection. The new offer is opened in phase 2 (Offer Items).
Note: In the copy/paste process, the Sales Qty. Unit" field and any other workflows using the process are cleared.

Adding Offer Items

The products and services being offered are added to the offer as offer items. The total value of the offer items (Total value field) is calculated by multiplying the quantity by sales price and applying any valid discounts. The value of the offer is calculated automatically based on the value of the items added to the offer. Discounts can be entered for individual items as well as for the entire offer.

If the offer was not added using a template containing offer items, no items is present initially.

You can add items using the quick add or single add functions. For further details, see Quick Add.

Note: Your administrator can determine that the item structure is displayed in the quick add area. For further details, see Item Structure in the Quick Add Area.

To add a single offer item:

  1. Click on (New) on the Offer Items tab. The input mask is displayed.

  2. Enter the Item No. The Item name, Product and Product Group fields are filled in automatically.
  3. Enter additional data such as the Quantity, Selling Price and discounts.
  4. Save the record. The offer item record is added and you are returned to the offer process.
Note: If you have defined price lists, the Purchase Price, Selling Price etc. are entered automatically when saving the record. You can manually edit the Selling Price.

If approval is required for an offer item, a red bar is displayed in the list of items.

Approval Requirements

Approval is required by your superior in the following cases:

  • The discount entered in the Discount (%) field is higher than the maximum discount you are allowed to grant.
  • The total value of the offer (Net Total) is higher than the total value that you are allowed to create offers for.
  • The discount at the item level (Item Discount (%) field) is higher than the discount threshold defined for the item in the item master.
  • At least one of the offer item contains a product that requires approval.
Note: Your administrator is responsible for defining the discount limits and the maximum permitted total offer value. These limits are defined in the Rep info area (Discount limit and Offer sum Approval Threshold fields). The Discount limit and Item requires offer approval fields in the Item Master info area determine the maximum discount permitted for an item and whether the item requires approval.

The Approval tab in the offer process provides you with information on whether approval is required for the offer and why. The Approval field can contain the following values: Not required, Required, Approved, Declined.

If approval is required for an offer item, a red bar is displayed in the list and the Net Total field is displayed in orange.

Note: The Approval field is not updated automatically. Click on phase 2’s arrow in the header to update the field.

If the offer requires approval, the offer proceeds to phase 3 (Approval). The Stage field is set to 2 - Waiting for Approval. If no approval is required, the offer proceeds to phase 4 (Send) and the Stage field is set to 3 - Waiting to be sent.