Opening a Quote
To open the list of all quotes, go to the menu item Customers → Quotes and click on the pencil icon in the row of the desired quote. You can use the search field to filter the list of quotes if needed. Alternatively, you can open the customer account via Customers → Customers and then select the corresponding quote in the Quotes tab.
Quote Dialog
In the quote dialog, you can edit all important aspects of a quote. The functions of the different tabs are explained below.
Overview Tab
In the Overview tab, important details of the quote are displayed in a structured way, and basic settings for the quote are defined. In particular, you can determine the shipping method and shipping costs, allowing you to communicate very precisely and transparently to your customers what costs they will incur when accepting the quote.
Quote is tax-free – With this option, you determine whether the quote should generally be created as "tax-free" or not. If a quote is declared as "tax-free", the discounting in the Line Items tab is based on the net product prices, and no VAT amounts are shown on the quote PDF. If the customer can shop tax-free in the shop, the option is set automatically.
Note: The "tax-free" status of the quote refers here (only) to the type of discount calculation and the format of the quote PDF. When the quote is accepted, no taxes are calculated for the resulting order only if the customer can actually shop tax-free in the shop. This depends on your shop settings and/or the customer group. You can find more information on this in the Shopware documentation in the Tax section.
Shipping method – Here you determine the shipping method with which the quote will be shipped after acceptance. You can choose between one of the active shipping methods or the option Selectable upon quote acceptance, so that the shipping method can be selected in the frontend when the quote is accepted.
Note: You can also select shipping methods here that may not be possible with the shopping cart, for example if the shipping method has been blocked for certain categories. In this case, a message will appear in the frontend upon quote acceptance and the quote cannot be accepted.
Shipping costs – Here you can choose whether the shipping costs should correspond to the regular price stored in the respective shipping method (regular price), whether you want to set the price yourself (fixed price), or whether the quote is free of shipping costs (free shipping).
Quote is time-limited – With this option, you create quotes with a limited validity period. The validity period is specified in days and begins when the quote is released. Once the deadline has passed, the quotes can no longer be accepted.
Reference price for discount calculation – With this option, you determine the reference price for percentage-based discounts in the Line Items tab:
List price: The price corresponds to the price in the product master data and applies to the default customer group.
Customer price (preselected option): The price may be lower than the list price if the customer belongs to a customer group for which shopping cart discounts have been defined under Settings → Basic Settings → Shop Settings → Customer Groups.
Note: The reference prices may sometimes differ from the actual prices. Since Shopware's open plugin system generally allows interventions at all levels of the shop system, it is impossible to always fully support all shop functions. Please also note our information on compatibility with other plugins.
Line Items Tab
This tab is where the actual editing of the quote takes place, namely the customer-specific discounting of the individual quote line items.
Using the pencil icon in the display area of the total discount at the bottom of the table, you can define a "global" percentage discount value, which is then applied to every line item in the quote. Next to the word Total discount, you can also see whether it refers to the customer price or the list purchase price, according to your settings in the Overview tab.
Alternatively, you can also define individual discounts per quote line item by clicking on the respective field Discount (%) or Gross price. The percentage discount refers to the reference price selected in the Overview tab, which is highlighted in color here for easier orientation. Changing a value at the line item level will also change the total discount accordingly.
The displayed net purchase price is taken from the Last purchase price (net) field in the product master data and therefore changes accordingly if you purchase the product at a different price in the meantime. The absolute margin is then calculated from the net sales price minus the net purchase price. For the percentage margin, the absolute margin is divided by the net sales price.
The net purchase price and the margin (percentage and absolute) can be used when applying discounts. However, note that these values are initially only forecasts and only become concrete once the order is completed, due to the valuation of stock using the LIFO method.
If certain fields are not relevant to you as a shop operator, click on the arrow in the far-right column and select which of the available columns should be shown or hidden under the Columns menu item.
Document Tab
A quote PDF is generated for each quote, which is automatically updated when changes to the quote are made and saved. The document therefore always reflects the current state of the quote.
In the left-hand Settings area, you can make various settings related to the quote documents. Here you can determine whether discounts should be shown on the document, whether the quote line items should be displayed as net prices (particularly relevant for quotes to business customers), and how many products per page should be displayed on the quote PDF. At the very bottom, you can also enter a comment, which will then be included on the PDF.
Note: The Quote line items as net price setting is not available if you have previously declared the quote as tax-free, since in this case no VAT amounts are shown on the quote PDF at all.
In the right-hand area, you can see the date and time of the last update and can also view the most recent version using the Show document button. The Send document by email button opens a dialog for sending the PDF to the customer via email. The text of the email can be customized before sending.
Messages Tab
If a customer leaves a message for the shop operator during a quote request, it will be displayed in the Messages tab.
Internal Communication Tab
In this tab, you can save quote-related comments. These comments are intended exclusively for internal documentation and are not visible to the customer.
Document History Tab
While the Document tab always contains the most recent version of the quote PDF, in this tab you can track when a new document version was created and view it. You can also see, for example, when the quote was created, released, and accepted.