QuotesThe what-if record: disposable, valid with incomplete data, never required.
How a Kugamon Quote is created, configured, priced, sent, accepted, restricted and closed, with every field, status and setting named the way the product names it.
A Kugamon Quote is the what-if record. It is a Kugamon object in the kugo2p package, it is disposable with no system impact, it is valid with incomplete information, and not every sale needs one. Quotes start from an Account, a Contact, an Opportunity or the Quotes tab, and a Won Quote becomes an Order with [Generate Order].
Concepts
| Term | Meaning |
|---|---|
| Quote vs Order | A Quote is disposable and valid with incomplete data. An Order impacts the system, needs complete data (Contact, Address) and is required for every sale. |
| Primary | The first Quote on an Opportunity is Primary automatically; one Primary Quote per Opportunity. The Primary Quote syncs its Net Amount to the Opportunity amount field. |
| Status and Record Status | Status is a formula users see but cannot edit. Record Status is the editable, usually hidden, admin field and the one to report on. |
Creating a Quote
An Account must be associated with the Opportunity before a Quote can be generated. Four starting points:
- From an Account — [New Quote] at the top of the Account or in the Quotes related list; the best route when Opportunities are not required.
- From a Contact — [New Quote].
- From the Quotes tab — [New], then pick the Account, Contact or Opportunity.
- From an Opportunity — [Generate Quote] at the top of the Opportunity or in the Quotes related list.
Cloning an existing Quote also starts a new Draft. Videos: Create a Quote, Create a Quote or Order from an Opportunity.
- Check Contact Buying, Contact Billing and Contact Shipping. They auto-fill from the Account's Additional Account Info record, and all three are required to email the Quote.
- Click [Edit Lines] to open the configurator, then [New Group] to create a Line Group.
- Click [Add Lines]. If Active Product Catalogs exist, select one and click [Next]. Search, or click the Product image or [+] to add; the [+] on a category adds every Product in it. Click [Next].
- On the Configure Product page, review Quantity per Configuration Group, select or deselect Options, click [Confirm], then [Next].
- On Edit Lines, check Name, Quantity, Sales Price, Line Description, Dates and Line Discount. [Save] keeps editing, [Save All & Close] returns to the Quote, [Next] moves on to Additional Charges/Credits and Optional Lines.
- Create the PDF, email it or send the live link (see Common tasks). [Submit] moves the Quote to Sent; [Won] or [Generate Order] closes it as Won.
The Quote configurator
Add Lines shows the Price Book being referenced, a search box, the Sidebar Filter Panel, a heart icon for Favorites, Layout Settings and a Configure icon on Products that need configuring. Switch the [Add] toggle to [Compare] to compare up to 4 Products before adding them (Compare Products).
Edit Lines lets you rename and describe a Line Group (check Print Description to print it), discount one line, add, delete, clone and re-sort groups, add Favorited Groups, change Contact Shipping per line (Override, search, [Update]) and open Pricing Guidance.
Pricing Source records where the Sales Price came from: Cost for Cost-Based Pricing, List for List Price, and Manual once a user edits the Sales Price.
Service Line Segmentation (Uplift) creates Segments from Standalone Service Lines with an Uplift Percent. It applies only where Pricing Method is List, Service Scale is blank, Service Term Behavior is Included, Edit Service Term Behavior is unchecked and there is no Tiered Pricing (Add a Service to a Quote (MDQ)).
Additional Charges/Credits and Optional Lines both follow [New Group] → [Add Lines] → [+] → [Next] → [Save]. Optional Lines print on the Quote PDF but are not included in the Quote totals. To share a Favorite Group, click the arrow beside its red heart → [Share Group] → [Share] (Favorite Groups).
Import Lines
Click [Import Lines], drop a CSV into [Upload Files], preview it, then click [Import Lines]. An Activity record is created when the import completes (Import Lines (Quotes)). Product Code is required. When a column is blank: Line Group Name creates a default Line Group; Line Description, Quantity and Line Discount take the Additional Product Info default; List Price fills from the Price Book; Sales Price uses the List Price; Date uses Today.
Field reference
| Field | What it does |
|---|---|
| Quote Number | Auto-generated for each Quote. |
| Quote Name | The Opportunity Name when generated from an Opportunity; otherwise blank. |
| Account Name | Lookup to the Account the Quote was created from. |
| Record Owner | Who created the Quote. |
| Primary | Syncs Net Amount to the Opportunity. First Quote is Primary; one per Opportunity. |
| Restricted | Adds a Restricted watermark to the PDF and blocks external sending. |
| Status | Current state (formula). Draft Quotes can become Sent, Won, Lost and Cancelled. |
| Quote Order Method | Blank/None or Per Quote: one Order from the Quote. Per Line Group: one Order per Quote Line Group. |
| Customer PO Number, Customer PO Date | Purchase order details supplied by the customer. |
| Opportunity Name | Lookup to the source Opportunity. |
| Price Book | Defaults from the Price Book Name on the Account's Additional Account Info. |
| Expiration Date | When the online Quote and PDF stop being available; driven by the number in Quote Information in Kugamon Settings. |
| Date Required, Date Available to Promise | Earliest and last start date across the Quote Product/Service lines. |
| Date Sent, Date Closed | When Status changed to Sent; when it changed to Won or Lost. |
| Contact Buying, Contact Billing, Contact Shipping | The purchaser; the Invoice recipient, whose Mailing Address fills Bill To; the receiver, whose Address fills Ship To. Emails copy from the Contact and carry into the Order. |
| Discount Percent | Blanket discount across the whole Quote; filled from the AAI Discount Percent or from a Header Discount added in the configurator. |
| Competitor(s) | Text from the Opportunity: who else is quoting. |
| Warehouse, Carrier, Delivery Terms | The fulfilling Warehouse, the delivering Carrier and the point where ownership transfers; all default from the AAI record. |
| Tax Location | Applied to the Quote; carried from the AAI object. |
| Taxable Excise, Taxable Sales, Taxable Usage, Taxable VAT/GST | Each defaults from the same-named AAI field and must be checked for that tax to be charged. |
| Product Amount, Product Discount Amount, Service Amount, Service Discount Amount | Totals of non-Service Products and of Services, and the discounts on each. |
| Product and Service Subtotal Amount | Product and Service Amount before discounts and taxes. |
| Total Discount Amount, Total Amount | Discounts across the Quote; Product Amount + Service Amount − Total Discount Amount. |
| Additional Charge/Credit Amount, Total Tax Amount, Total VAT/GST Amount | Sum of Additional Charges/Credits; tax and VAT/GST across charges, Services and Products. |
| Net Amount | Product and Service Subtotal Amount + Additional Charge/Credit Amount − Total Discount Amount + Total Tax Amount + Total VAT/GST Amount. |
| Acceptance Information | The Contact who accepted or rejected via the emailed link, plus the Rejected Reason. |
| Comments, Print Comments, Specific Terms & Conditions, Print Specific Terms & Conditions | Text that prints on the PDF when the matching Print checkbox is checked. |
Statuses and transitions
| Status (formula) | Record Status | Meaning | How it gets there |
|---|---|---|---|
| Draft | Draft | New Quote. Can become Sent, Won, Lost or Cancelled. | New Quote; clone of an existing Quote. |
| Sent (Submit) | Sent | Delivered to the Account. Can become Won, Lost or Cancelled. | [Submit] on the Status field; [Email PDF] sent from Salesforce. |
| Closed/Won (Won) | Won | Accepted by the Account. Can be converted into an Order. | [Won] on the Status field; [Generate Order]. |
| Closed/Lost (Lost) | Lost | Rejected, or the sale is lost. | [Lost]; or the Opportunity Stage set to Closed Lost, which moves every Draft and Sent Quote to Lost. |
| Closed/Cancelled (Cancel) | Cancelled | No longer needed. | [Cancel] on the Status field. |
With Per Line Group, [Generate Order] creates one Order per Quote Line Group and collects ungrouped lines into a separate Order; Additional Charges/Credits are not supported in that mode, and in Subscription Management orgs it applies to New and Expansion Quotes only. Videos: Understand Quote Status, Order Method.
Settings that affect Quotes
| Setting | Effect | Where in Kugamon Settings |
|---|---|---|
| Tabs & Header Discount; Product View and Search Fields; Add Lines Product Comparison; Add Lines Sidebar Filter Panel | The configurator tabs users see and whether the Header Discount is on; search by Product Code, Product SKU or Product Family; the fields in Compare mode and the sidebar filter. | [Configuration Settings] |
| Quote Information | The Quote validation control and the number of days that sets Expiration Date. | Quote Information |
| Update Opportunity Amount from Quote; amount basis picklist | Writes the Quote Net Amount (or the chosen total) to the Opportunity Amount when the Opportunity has no products. | Opportunity Information |
| Opportunity Lines Sync (Quote) | One-way sync of Quote Product/Service Lines to Opportunity Products. Optional Lines and Additional Charges/Credit Lines are not synced. | Opportunity Information |
| Close-out behavior, Quotes | Draft and Sent Quotes become Closed/Lost when the Opportunity Stage is Closed/Lost. | Opportunity Information |
| Document Information; Enable Document Versioning | What prints on the Quote PDF; PDF versioning, defaulted to true. | Document Information |
| Quote/Order T&C text and checkbox | Standard Terms & Conditions pulled into the Quote PDF. | Specific Text and Terms Default Information |
| Default Price Book, Default Terms, Default Payment Method, Tax Location, VAT/GST defaults | Copied into Additional Account Info, then onto the Quote. Changes do not update existing AAI records. | Default Information |
| Additional Charges/Credits | The items offered in the Additional Charges/Credits window; one per currency if Multi-Currency is enabled. | Additional Charges/Credits related list |
Videos: Control the Header Discount, Sync Primary Quote or Order to Opportunity.
Common tasks
Quote documents
- Create PDF — the PDF shows Products, Services, Additional Charges/Credits, Optional Lines and Additional Terms; the Product Code column appears when Line Groups are used (Create PDF (Quote)).
- Comments and terms — in Specific Sales Quote Information, edit Comments and Specific Terms & Conditions, then check Print Comments or Print Specific Terms & Conditions (Quote Specific Terms & Conditions and Comments).
- Attach PDF — stores a copy under Notes & Attachments; versioning is on by default (Attach PDF).
- Email PDF — fill in the details, [Send]. The help center covers building a PDF email template (Email PDF (Quote)).
Online acceptance
[Email Link] sends a live link to the Quote. The Contact reviews it and clicks [Accept Quote] or [Reject Quote]; that Contact is written to Acceptance Information with any Rejected Reason, and a new Contact is created if the email address is not found.
Cancel a Quote
Click Cancel on the Status field. The Quote can no longer be changed, and [Create PDF] produces a PDF marked Cancelled (Cancel Check on Quotes, Orders, and Invoices).
Restrict a Quote
Check Restricted, then [Create PDF] to see the watermark (Quote, Order, and Invoice Restriction).
| Restricted behavior | Unchecked | Checked |
|---|---|---|
| Add Lines & Edit Lines | Yes | Yes |
| Change Contacts | Yes | Yes |
| Change Status | Yes | Yes |
| Watermark on PDF | No | Yes |
| Email Quote | Yes | No |
| Generate Order | Yes | No |
| Basis to Lock Quote | No | Yes |
A Restricted Quote can still be edited, so a rep can keep working a record that needs internal review; to block edits, add a Validation Rule narrowed to the User Profiles that should be locked out.
Troubleshooting
- Cannot email the Quote — Contact Buying, Contact Billing and Contact Shipping must all be filled.
- No tax on the Quote — three levels are required: a Tax Location in Kugamon Settings, that Tax Location on the Account's Additional Account Info, and the tax checkboxes on the Additional Product Info record. The Taxable checkbox on the Quote must also be checked.
- A Quote went Lost by itself — the Opportunity Stage was set to Closed/Lost, which closes every Draft and Sent Quote.
- Pricing Guidance shows nothing — it needs Approved and Released Order history from the last 6 months and is not available on Cancelled Quotes (Pricing Guidance).
- Lines are not reaching Opportunity Products — only the Primary Quote syncs, and Opportunity Lines Sync must be enabled. To mass sync from the Quotes tab, pick a List View, select the Primary Quotes, click [Sync Quote] and confirm (Fix Quote / Order Lines Not Syncing).
Related
- Orders — what happens after [Generate Order].
- Products and pricing — the Additional Product Info fields behind every line.
- Kugamon CPQ, the video catalog, the help center and Submit a case.
No. Quotes are disposable, have no system impact and are valid with incomplete information. When Opportunities are not required, the fastest route is New Quote on the Account or Contact; when no Quote is needed at all, create the Order directly.
Status is a formula field that users see and cannot edit. Record Status is an editable text field for admins to change or correct a status; it is usually hidden from the page layout and it is the main status field for Reports and Dashboards.
By design. Restricted stops external sending (the PDF carries a watermark, Email Quote and Generate Order are blocked) so a rep can keep working a Quote that needs internal review. To block edits too, add a Validation Rule narrowed to the User Profiles that should be locked out, so managers and admins can still uncheck Restricted.
Yes. Set Quote Order Method to Per Line Group and Generate Order creates one Order per Quote Line Group, with lines outside any group collected into a separate Order. Additional Charges/Credits are not supported in that mode, and Kugamon recommends disabling Opportunity Line Sync for Orders when you use it.
The Contact who clicks Accept Quote or Reject Quote on the emailed live link is written to the Acceptance Information section of the Quote, with the Rejected Reason when they reject. If the email address is not found on an existing Contact, a new Contact is created.
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