ACT! has the ability to create a quote from an opportunity. You must have Microsoft Excel and Word 2000, 2002, 2003, or 2007 installed to generate the quote. Follow the instructions below to create and modify quotes.
Important Note for Office 2000 users: If you are using Microsoft Office 2000 with Service Pack 3 (SP3), you may find that you are not able to generate the quote without error. However, Service Packs 1 and 2 (for Office 2000) will function with ACT! to generate these quotes without error. You can determine your installed version and Service Pack number in Microsoft Word or Excel by clicking the Help menu, and then clicking About Microsoft Word/Excel. If you find that SP3 is installed for either of these Office applications, it is recommended that you uninstall, and then reinstall at a lower service pack number.
Creating a Quote
To create a quote from an opportunity:
A Microsoft Word document will be created and the template will be populated with data fields and products.
If you want to modify the quote template, you must first ensure that Microsoft Word is set as your default word processor in ACT!. Please refer to the following Knowledge Base document for information on how to verify this:
Answer ID: How to set up the default word processor in Act!
There are two separate files that create a quote template.
- Quote.adt - contains the mail merge fields and the embedded Excel Quote.xlt table.
- Quote.xlt - Microsoft Excel template that contains a pre-constructed table that is embedded in the Quote.adt file. Product information is inserted into this table when a quote is created.
Note: Removing (or adding) rows and/or columns from the table in this template is neither recommended nor supported.
The files can be found in the templates folder of the database current database. For example, the ACT7Demo quote template files can be found in C:\Documents and Settings\<user name>\My Documents\ACT\ACT for Win 7\Databases\Act7Demo-database files\templates.
You cannot permanently modify the existing logo displayed on this Quote template. This is a known issue that is under investigation. You can work around this issue by temporarily replacing this logo after you call up the actual Quote from the Opportunities List view. It is recommended that only .bmp or .jpg files be pasted into this document.
Follow these steps to temporarily replace the existing logo:
- Click the existing logo, and then press your Delete key. The existing logo is removed.
- Copy, and then paste your similarly sized graphic into this frame on the template.
Saving this .doc file with the same name as the template will not replace the Quote.adt file.
Note: Before modifying the default template files, it is strongly recommended that you create a backup of your database and the templates files. Please refer to the following Knowledge Base document for instructions on how to create the backup.
Answer ID: How to back up and restore an Act! database
Use the following instructions to edit the mail merge fields in the opportunity quote template.
- Click the Write menu, and then click Edit Template. The Open dialog appears.
- Click the Quote.adt file name (you may not see the .adt file name extension), and then click Open. The template appears in Microsoft Word.
- Edit the template as needed.
Note: The table shown in the quote is the embedded Excel Quote.xlt file. You cannot modify the table itself from within Microsoft Word. It is recommended that you do not move or resize the embedded table.
For more information on modifying ACT! templates in Microsoft Word, please refer to the following document:
Title: How to Edit a Document Template in ACT!
Answer ID: How to Edit a Document Template in ACT!
- Permanent changes to Quote.xlt
You may want to create permanent changes to the Quote.xlt file for reasons such as changing the color of column names, changing the font, or adding a sales tax.
Note: We do not recommend making changes to the table structure itself. Adding extra columns or rows can cause issues when the opportunity data is inserted into the file. Also, resizing columns when editing the Quote.xlt file may cause distortions when the quote is run.
- Launch Microsoft Excel.
- Click the File menu, and then click Open.
- Browse to the location where your templates are stored for the database you are currently working in. For example, the default location for the ACT2010Demo is C:\Documents and Settings\<user name>\My Documents\ACT\ACT for Windows\Databases\ACT2010Demo-database files\Templates.
- Right-click the Quote.xlt file, and then click Open (do not double-click to open).
- You may now edit the Quote.xlt file.
- Click the File menu, and then select Save.
Note: You must save this file with the Quote.xlt file name or ACT! will not recognize the template.
- Close Excel and run a quote to see your changes.
- Changes on a quote by quote basis
You want to create a change to the imbedded Excel document after you have created a quote. You may want to do this to modify the shipping and handling, taxes, or other modifications that only apply to the current quote.
- Once you have ran the quote and the data appears in Microsoft Word, double-click the embedded Excel document. You should now be able to edit the Excel fields inside of the word document.
- If the following message appears, you need to close any open version of Microsoft Excel that are running on your system, and then close and reopen ACT!. Click the "X" in the upper right corner of the message window.
If you receive a message saying that the needed Office components are not installed, click Yes and follow the on screen instructions for installing the needed components.
- When your changes to the embedded Excel file are complete, click elsewhere in the word document to continue to work in the word processor rather than the spreadsheet.