Release Quotation

Release Quotation

Purpose

The Release Quotation screen is a quick way to convert your quotes to Unallocated Bookings or release them to an Allocated Booking. It also allows you to easily view, email, update and cancel quotations. 

 Accessing Release Quotations

Reservations >> Release Quotation



Filters and Parameters

You are able to generate a list of quotations using the following filters:
Location
This report can be run for All Locations or a specific location. 
Only Quotations with this as their Pickup Location will appear in the report.
Date Range
You can run this report for either Date Entered or Pickup Date, and enter a Date Range. 
Only Bookings with their selected date in this date range will appear in the report. 
Entered by Operator
This report can be run for All operators or a specific operator.
Only Quotations entered into your system by this operator will appear in the report. 
Include cancelled quotations
If you tick this, cancelled quote will appear in the report as well as active ones. 
Vehicle Category
This report can be run for All Categories or a specific category.
Only Quotations against this vehicle category will appear in the report. 
Order
The quote that appear in the report can be ordered by:
  1. Booking Total
  2. Category
  3. Date Entered
  4. Entered By
  5. Pickup Date
  6. Quote #
Search
You are able to search for a specific quotation by searching for the 
  1. Quote Number or Reference
  2. Customer Last Name
  3. Customers Email
  4. Company
This search will override all the above parameters and return all quotations that match this search
Apply Date Range when Search Name/Email
If you search for quotations by their Last Name or Email, ticking this will apply the selected date range to the search, so only booking with this customer Last name or Email, within the date range will appear in the report.

Example



Fields 

Quote
The Quotation Number.
Clicking on this red number will open the Booking Details page. 
Update
This button opens the booking form and allows users to make updates.
Email Quote
This button allows you to Email the Quote to the customer.
Convert To Unallocated
This button allows you to Convert the Quote to an Unallocated Booking.
Release Quote
This button opens the Vehicle Allocation page and allows you to release the Quote to an Allocated Booking.
Name
The name of the customer against the quote.
Vehicle
The Category of Vehicle this quote is against.
Pickup
The Pickup Location of the quote.
Pickup Date
The Pickup Date and Time of the quote. 
Dropoff
The Dropoff Location of the quote.
Dropoff Date
The Dropoff Date and Time of the quote.
Booking Total
Total amount of the Quotation.
Source
The Source of the Quotation.
Enquiry Date
The date the Quotation was created. 
Entered
The Operator who entered the booking.
Log
The first entry into the quote's Res Log- please see 'Point to Know' entry at bottom of this article.
Email
The email address of the customer against the quote. 
Emailed
Indicates whether the quote has been emailed or not.
Last Updated
If the quote has been updated since it was created, this will display the date and time the quote was last updated.
Change Customer
This button opens the Customer Change page and allows you to change the customer.
Cancel
This button allows you to cancel the booking.

Point to Note:

When a customer enters a booking on-line and does not enter any Credit Card details, the booking will often (depending on your settings) be saved as a Quote.  When this occurs, the 'Log' field in the Release Quotation list will display "No CC entered, saved as quote." 

If the Availability Engine is enabled in your RCM System, when you try to Convert to Unallocated, an availability check will be done to see if there is a vehicle of this category available for this booking. If there is not, the following warning will be displayed: "WARNING! This category does not have available vehicles for the selected dates. Do you wish to proceed?"