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Other Actions in Quotes

Export Quotes

If you need to back up your data or migrate to another accounting system, you can export the quotes from Zoho ERP. Here’s how:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • Click the More icon in the top right corner and select Export Quotes from the dropdown.
  • In the Export popup, fill in the following fields:
    • Select Module: By default, the module will be Quotes.
    • Select Status: Select the status of the quote you want to export. By default, All will be preselected.
    • Export Template: Select a template from the dropdown to export the file with your chosen fields. To create a new template, click + New Template from the dropdown.
    • Decimal Format: Select how the currency should be displayed.
    • Export File Format: Choose the export format (CSV, XLS, or XLSX).
    • Include Sensitive Personally Identifiable Information (PII) while exporting: Check this option if you want to include sensitive quote details, such as any custom fields, in the export.
    • File Protection Password: Enter a password if you want to lock the file.
  • Click Export.

Now, the file will be downloaded onto your device, containing the quotes with your selected preferences.

Export Current View of Quotes

Note: You can export a maximum of 10,000 rows. If you have more rows, initiate a backup for your Zoho ERP data and download it. Learn more about how to back up your data.

You can export the quotes in the same order as they appear on the Quotes List View page by exporting the current view of quotes. Here’s how:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • In the List View page, click the More icon in the top right corner, and select Export Current View from the dropdown.
  • In the Export Current View popup, fill in the following fields:
    • Decimal Format: Select how the currency in the bills should be displayed.
    • Export File Format: Choose the export format (CSV, XLS, or XLSX).
    • File Protection Password: Enter a password if you want to lock the file.
  • Click Export.

Now, the file will be downloaded onto your device, containing the quotes in the same order as they appear on the List View page in Zoho ERP.

Attach Files to a Quote

To attach files to a quote:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • Select the quote you want to attach files to.
  • In the Details page, click Upload Files at the top right corner of the page.
  • In the Attach files dropdown, select how you want to upload the file from the following options:
    • Drag and Drop: Upload files directly from your computer.
    • Cloud: Upload the files from cloud resources like Zoho Workdrive, Google Drive, Dropbox, OneDrive, etc.
    • Documents: Upload files from the Documents module in Zoho ERP.

Now, once you attach any files to the quote, you can use them internally. To display the attachments in the customer portal and emails, enable Display Attachments in Customer Portal and Emails under the attachment on the Quote Details page.

Note: You can upload a maximum of 5 files, each up to 10 MB.

Add or View Comments and Quote History

To add or view the comments and track changes of the quote:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • Select the quote you want to view.
  • In the Details page, click the Comments icon in the top right corner.
  • In the Comments pane on the right, add comments, and click Add Comment.

Your comment will now be added. You can also track changes and view past comments from other users under the All Comments section.

Resize Columns in the Quotes List View Page

To resize columns in the Quotes List View page:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • In the List View page, hover over a column border, then drag it to make the column wider or narrower.
  • Click Save in the top left corner to apply the changes.

Your customized column width will now be saved.

Insight: To reset the column width, go to Sales > Quotes > click the More icon in the top right corner, and select Reset Column Width from the dropdown.

Customize List View Page Columns

To customize the columns in the Quotes List View page:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • In the List View page, click the Customize dropdown in the top left corner, and select Customize Columns.
  • In the Customize Columns popup, select the columns you want to display.
  • Click Save.

Now, the selected columns will be shown in the List View page.

Insight:Columns with the Permanent Lock icon are mandatory columns and cannot be unchecked.

Refresh Quotes List

If you experience issues like an unrecorded transaction status or customized columns not appearing, refresh the quote list. To refresh the list:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • In the List View page, click the More icon in the top right corner, and select Refresh List from the dropdown.

Now, the page will be refreshed.

Bulk Actions in Quotes

Bulk Update Quotes

If you need to update a specific field in multiple quotes at once, you can use the bulk update option. To update in bulk:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • Mark the quotes you want to update.
  • Click Bulk Update at the top.
  • In the Bulk Update Quotes popup, choose the field you want to update from the dropdown and enter the new information.
  • Click Update.

Now, the selected quotes will be updated with the new information.

Download Multiple Quote PDFs

You can select and download a PDF containing multiple quotes, with each quote on a separate page. To download:

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • Mark the quotes you want to download.
  • Click the PDF icon in the top left corner.

Now, the selected quotes will download as a single PDF, with each quote on its individual page.

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • Mark the quotes you want to print.
  • Click the Print icon in the top left corner.
  • In the Preview popup, review the quotes you selected, and click Print.

Now, the selected quotes will be printed.

Delete Quotes in Bulk

Prerequisite: You cannot delete a quote once an invoice or retainer invoice has been created for it. First, delete the associated invoice or retainer invoice before attempting to delete the quote.

  • Log in to your Zoho ERP organization.
  • Go to Sales on the left sidebar.
  • Navigate to the Quotes module at the top.
  • Mark the quotes you want to delete.
  • Click the More icon at the top, and select Delete from the dropdown.
  • In the popup, click OK to confirm.

Now, the selected quotes will be deleted at once.

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