Create a new Offer
- Panagiotis Papanastasiou
- Niki Rousaki
This page offers information on how you can create an Offer from the BSS portal, in a few simple steps.
Creating a BSS Offer
Check the steps below for details on how to create a new Offer in the BSS portal.
You can begin creating an offer in BSS by navigating to BSS > Sales > Offers and clicking on the Add button.
Fill in the offer details, by also selecting the Product(s) that the customer is interested in.
Specifically, some of the “offer details” fields are compulsory while others are not. In any case, it is better to provide as many details as possible when placing an offer.
Let’s examine the Offer Details fields:Name*: This type-in field is where the name of the offer must be provided. If no name is provided for the offer, the system will utilize the Account name along with an automatically generated offer code to automatically fill in a name for the offer. Please provide as many details as possible to distinguish this offer from similar ones.
Account* & Billing To: To create an offer, it is mandatory to first select a BSS account. This field is very important as every offer must be assigned to a BSS account. This field addresses directly the account that will receive the offer containing the products and services that the customer is interested in. You can use the magnifying glass icon to assist you in selecting the account. This icon will show you a list of all the available BSS accounts, from which you can select the respective account. Once you have selected the account, several important fields of the "offer details" will be automatically filled in by the system, based on the selected account information, such as the Billing To field, because they are interrelated. Moreover, for an offer to be created, it is also mandatory to select the proper “Billing To” account, if it is not already pre-populated (once the Account field is selected). This field is where you select which BSS account will be billed for this offer once it is converted to an order.
Type: This drop-down field is where the type of the offer can be chosen. If you have set in your organization set up different types of offers then this is the field where you can choose them.
Status*: This drop-down menu mandatory field is where you can select the offer status. It is a very important field since it directly affects how the offer will be handled by the system, in terms of being Submitted, Accepted, lost, or Suspended. Specifically, a Submitted offer means that the offer is submitted to the customer, while an Accepted means that the offer was accepted by the customer and it can be converted to an actual order. Lastly, the Lost means that the customer did not accept the offer while the Suspended means that the customer might require more time to think about the offer or alter it before it gets accepted. Of course, Statuses can be changed (created and removed) via the BSS Setup > Sales > Offers > Offer Status.
Sales Rep.: This field is where the name of the Sales Representative (if applicable) can be provided. However, it is not mandatory.
Contact: This field is where the name of the Primary Contact of the Billing To account must be provided. This field is also very important concerning the offer. It is usually filled in automatically by the system when the “Account” field is selected or changed and/or when the “Billing To” field is selected or changed.
Price List/Contract: This field is very important since it is where you can choose a price list or a contract (containing special prices) for the receiving end of this offer.
Requested Delivery Date: This date field is where you can choose the date that the customer requested the delivery of the offer.
Campaign: This field is where you can choose the (sales) campaign (if applicable) where this offer has originated from.
Due Date: This date field is where you want the offer to be accepted and signed by the customer before it expires.
Let’s now examine the “Product(s)” fields:
Under the Products section, you can click on the magnifying glass icon to select the product(s) you wish to add to the offer as well as define its Quantity, and its Unit (whenever applicable). With the + (plus) icon at the end of the row, you effectively add the selected product inside the offer along with the Quantity and Unit characteristics that you have previously chosen. To add another product to the offer, you can search (via the magnifying glass icon) for another product, once the first product has been added to the order (via the + icon).
At this stage, you can manually apply a Discount either in the form of a percentage (%) or in the form of the actual currency amount, and click on the update button for the changes to take effect inside the Final Price calculation of the offer, for the sum of the products.
Once you have completed filling in the offer information along with the product(s) you can save the offer by clicking on the Save button, located on the top main menu of the page.
Alternative Method of Creating a BSS Offer
Another method where you can create a new offer in the BSS portal is via the BSS account of the customer whom the offer is created for.
By navigating to the BSS Account and clicking on the Shortcuts' menu the option Offers > New Offer you can also initiate the creation of a new offer that is specifically created for the selected account and the basic fields of the offer are automatically populated with the account’s information.
You can check the following pages for more information on viewing, adding offer items, editing a template, managing, and converting an offer to an order.
➡️ Convert an Offer to an Order