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October 31, 2021

Manage an Opportunity Record and Create a Quote in Dynamics CRM


Most sales in Microsoft Dynamics CRM begin with a lead that convert to an opportunity and develop a quote. In CRM Online, a quote is an offer for products or services at a specific price and associated terms. You send a quote to an opportunity, account or contact.

When creating your quote from an opportunity in the CRM solution, the products the customer is interested in may already have been added to the opportunity. Therefore, when you create the quote, the products are already available and added.

A quote will most likely require editing and/or revisions at some point or another. The initial quote is a draft, which will be activated prior to being sent to the customer. This is standard for any CRM application.

In Microsoft Dynamics 365, once the quote is accepted by the customer, and the products are ready to ship, an order or invoice is created. Conversely, if the quote is not accepted, it will be closed as revised, canceled, or lost.

Create a Quote from an Opportunity

1.      In the site map of Dynamics 365 for Sales, select Opportunities

2.      Select the opportunity you are going to create the quote for.

3.      From the command bar, select Create Quote.

4.      Enter Shipping Method, Payment Terms and Freight Terms in the Shipping Information section.

5.      Enter the billing and shipping address information in the Addresses section.

6.      To add products you are already created for this opportunity to your quote, select Get Products from the command bar.

7.      In the Products Summary area, enter information pertaining to a discount or freight amount.

8.      Save the quote.

9.      When you are ready to send the quote to your opportunity, select Activate Quote at the top of the screen.

Create a New Quote with write-in products

1.      In the site map of Dynamics 365 for Sales, select Quotes.

2.      Select New.

3.      Add any required quote information for your organization.

4.      To add products, select Add Product from the Products section.

5.      In the Quick Create Quote Product, switch the Select Product toggle to write in.

6.      Enter a write-in Product name.

7.      Enter a Price Per Unit.

8.      Enter any other relevant information for your product.

9.      Select Save and Close when finished.

10.  In the Products section, note your new, write in product now appears.

11.  In the Products Summary area, enter information pertaining to a discount or freight amount.

12.  Save the quote.

13.  When you are ready to send the quote to your opportunity, select Activate Quote at the top of the screen.

Email a Quote

When all information for the quote and products have been entered, you may send it to your opportunity. To send the quote directly to your contact, open the quote, on the command bar select Email as PDF. 

Close a Quote

1.      With a Quote opened, select Close Quote from the command bar.

2.      In the Close Quote dialog box, enter one of the following:

a.      Status Reason: Select either Lost, Canceled, or Revised as the status of your item.

b.      Close Date: Enter the date the quote was closed. The current date is selected by default.

c.      Description: Enter any relevant information about why the quote was closed.

d.      Create a revised quote: If creating the quote to create a revised quote select Yes. If you are not revising this quote select No.

e.      Close the associated opportunity: This is a prompt received if you are closing the last quote associated with the opportunity.

3.      Select OK.

Microsoft Dynamics CRM

Dynamics 365 for Sales enables salespeople to enhance business processes as well as effect dynamic customer engagements and build strong relationships with their customers. Take actions based on insights, real time information, and close deals faster with enhanced sales and customer service.

Dynamics 365 Sales is a cloud based CRM application designed to keep track of your accounts and contacts, nurture your sales from lead to order, and create sales collateral. With Dynamics 365 Customer experience you can also create marketing lists and campaigns, and follow service cases associated with specific accounts or opportunities. Business applications thrive as well with the enhanced sales marketing and service processes.

Add other Office 365 applications and build powerful workflows and collaboration capabilities with Microsoft Teams, Power Automate and Power Apps.

Understand the data

Each and every day, you will work with different types of customer records and record types in the CRM software. This is as you move customers through our enhanced business processes, collecting the data you need, including personal data, to fill in the elements of the different types of records. Ultimately you are looking to build great customer experiences and win their business.

  • So what is a record in Dynamics CRM you ask? Well a record in a stream of information, such as that for a business, or a contact. This is most easily thought of as a row in an Excel document. Meaning, each time you add a new opportunity in the CRM application, you add another row to the Opportunity worksheet in Excel.
  • When it comes to record types, this refers to Contact, Account, Lead, etc. Think of them as different worksheets in your Excel document, representing different entities.

Quick create – A new way to enter records fast

The Quick Create feature is a fast and easy way to enter many types of information into the Microsoft Dynamics Customer Relationship Management (CRM) solution. The command is found on the nav bar, making it available whenever you need it to enter new information into the system.

With the Quick Create feature, only a few fields need to be completed. Additional information may be entered at a later point in time when you have the additional details

With Quick Create, you need to complete only a few fields. Later, when you have more time or more information, you can fill in more details. As is the way with most Microsoft Products.

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