A special order quote is an easy way to seek final approval on a special order with your member before placing it with your vendor. Members sometimes ask for these quotes before committing to the purchase. This benefits both the member and the club by providing a formal explanation of the price for the special order and gives the member a chance to review the order before making the final decision to purchase the goods.
In this article, we will discuss creating and sending a special order quote and the approval and rejection process.
Entering Orders:
Note: When sending quotes for a special order, they must be attached to a purchase order for only one member.
The first step, whether one item or multiple items, is to enter the details of each special order item. After entering your special order item(s), you will have the ability to send a quote to the member/guest by clicking the "More Ordering Actions" dropdown and selecting "Save and Send Quote" (as shown below).
After selecting the option to "Send Quote," a popup will be provided to verify the member/guest contact details (as shown below). If necessary, you can update the email address, cell phone, and notification settings.
When sending a quote, the customer will receive an email notification (if enabled) and a text message notification (if enabled). You can customize these automated notifications to include a personalized message to the individual by clicking "Edit this specific message." For more details on customizing notifications on the fly, Click Here.
For automated emails, you can view the Email Delivery Report to ensure emails were delivered successfully and identify those that were not. Click Here for more details.
After confirming the member/guest contact details and updating notification settings, click "Send" to send the email/text message to the member. Once the quote has been sent, it will be added to the "Orders to Place" stage on the Special Order Dashboard with a Tag of "Order Sent" (as shown below).
Member Special Order Quote Approval Flows:
After sending a special order quote, the member/guest will receive an email or text message where they can approve the quote by clicking "Approve" (as shown below).
Once a member has approved a quote, the manager who created the order will receive an email notifying them that the member has approved the quote (as shown below).
The special order will display on the Special Order dashboard as "Quote Approved" (as shown below).
At this point, the manager can place the order with the vendor. For complete details on Placing a Special Order, Click Here.
Member Special Order Quote Rejection Process:
After sending a special order quote, the member/guest will receive an email or text message where they can reject the quote by clicking "No, Thank You" (as shown below).
If a member rejects a quote, they can explain why they might have denied it or ask for changes to the quote and have a new one sent. After filling in those details, they must click "Confirm Quote Deny" (as shown below).
If a member has rejected a quote, the order will be tagged in the special order dashboard as "Quote Denied" (as shown below).
Additionally, the manager who created the order will receive an email notifying them that the member has rejected the quote with the explanation of why (as shown below). If the order should be canceled, the manager can click "Cancel Order," and the order will be automatically removed from the Special Order Dashboard within 24 hours.
If the member/guest request changes to be made to the special order, managers can edit the special order on the Special Order Dashboard and resend the quote for final approval.