5 simple steps to create and send a quotation

In this quick guide, you will learn how to prepare a quotation for a request and send it to the client.

Step 1: Login to FUTURA Smart

You will receive an invitation to each new request for quotation by e-mail. Click on the button "View RFQ".

Example:

Now log in with your known access data. You will need the e-mail address with which you registered as a user (the company e-mail address on file cannot be used for logging on) and the password. With "Sign In" you will be directed to the dashboard.

Step 2: Select a request for quotation

On the dashboard on the left, you can open the list of requests by clicking on Requests for quotation → Ongoing":

Select the desired request for quotation by clicking on it once or by opening it with the envelope button on the right:

Request for quotation with confirmation required documents

For each request, the purchaser may have declared documents, of which the receipt must be confirmed in advance so that you can fully access the content of the request.

If documents with subject to confirmation are part of the request, then these will be displayed to you right after opening the request and with a corresponding hint on the cover sheet.

If there are no documents requiring confirmation in the request, the entire content will be displayed right away. In this case, you can continue reading from here.

In the list, you can click on and download these documents. Depending on the settings of your browser, the documents are also displayed directly in a separate browser tab.

Request for quotation without confirmation required documents

The request for quotation will then open and you will be on the cover sheet. On the cover sheet you will find general information about the request, including which deadline was set for it:

Cover sheet of the request for quotation

At the bottom of the cover sheet you can find the attachments to the request if the purchaser has provided any.

Step 3: View items

The "Items" tab contains the complete list of items issued by the purchaser, including the requested quantity. Depending on its length, the list can consist of several pages. You can browse to the other pages at the bottom of the item list:

With the plus and minus buttons to the left of the items, you can display the details. This includes the description (long text), any other attachments, etc.

Step 4: Create a quotation

To create a quotation, click on the "Create quotation" button which is available in every tab of the request:

Once you have clicked on the "Create quotation" button, the transaction is in progress. The "Create quotation" button is then inactive and cannot be used again. If you leave the request and would like to continue working on the quotation later, for example, please return to the "Quotations" tab in the request for quotation and click on the data record that has already been created or use the envelope button on the right to open it again.

While you prepare your quotation, an input mask for all relevant information is available. Here you can enter a quotation number and a validity date and upload attachments to the quotation.

Entering general information regarding the quotation

Uploading attachments to the quotation

You can upload your quotation documents in the "Attachments to your quotation" section. To do this, please click on the "Select files" button or select and drag your attachments from the storage location of your PC and save them under "Drop files to upload here".

Maximum file size of attachments for the upload to the quotation

You can use files with a maximum total size of 70 MB per file for the upload. You can also upload multiple files up to this maximum size.

Removing attachments

You can use the recycle bin button to the right of each of your uploaded attachments to remove attachments.

Editing the item list

You will find the item list in the lower area. Here, you can enter your quotes. The columns "Delivery time" and "Unit price" can be edited.

You can use the tab key to move from one field to the next. The total price resulting from the quantity and the unit price is automatically updated when you leave the field. The total costs in the header of the quotation are also updated:

Total price calculation after inserting prices

Step 5: Submit your quotation

You will receive a short confirmation that the quotation has been sent to the purchaser:

A successfully submitted quotation has the status "Submitted".

You can view your quotation at any time, even after the deadline has passed. To do this, please open the relevant request for quotation, select the "Quotations" tab and either click on the folder button or anywhere on the line which shows the quotation status.

Changing a quotation in an ongoing request

If you have to revise your quotation in an ongoing request, you can change it within the deadline. You can find out how this works here: Change / Revise quotation