Microsoft Dynamics Quote Expiration Date (with video)
OK, so you use Microsoft Dynamics GP Sales Order Processing (SOP) and you send Quotes to customers and prospects using this module. Did you know you can use Expiration Dates on Quotes? Do you know how to work around Expiration Dates on Quotes? Do you know how to manage Expired Quotes?
I do recommend using expiration dates for Quotes as a form of protection against changing prices. Expiration dates do print on Quotes by default so there is very little extra work involved in setting them up.
Where do you setup the default number of days until expiration?
Let’s start by setting up a default number of days for a quote to expire. This is handled by going into the Sales Order Processing Setup window.
Microsoft Dynamic GP ~ Tools ~ Setup ~ Sales ~ Sales Order Processing
Select the “Sales Document Setup” button in the bottom left corner and select “Quote” from the dropdown list. Pull up the first Quote ID that you want to enter a “Day to Expire.” You’ll see this is the third field from the top. If you want your quote to expire in 30 days enter 30, if you want your quote to expire in 90 days enter 90 and so forth.
- These are calendar days not business days.
- This is just the default, you can edit expiration dates on individual quotes as needed.
- If you leave this “0” then your quotes will not default with an expiration date.
- You’ll need to set this up for each Quote ID you use that will have an expiration date.
- This will NOT setup expiration dates for existing Quotes, for those you’ll have to manually setup an expiration date. See the section below called “Where do you setup or change the expiration date on a specific quote?” to see how to achieve this.
- If you watch the Video you can see how I quickly access this “Quote ID Setup window without going through the menus.
Save your work!
Where do you setup or change the expiration date on a specific quote?
If you want to edit the date for a specific quote, open the quote in the Sales Transaction Entry Window.
Transactions ~ Sales ~ Sales Transaction Entry
Make sure the “Type/Type ID:” field is set to Quote and pull up the Quote in the “Document No.” field.
Click on the Date Expansion field. This will be the blue arrow to the right of the date field in the top right corner of the Sales Transaction Entry window. On the left side you’ll see Quote Date (which is dimmed out as it pulls from Sales Transaction Entry window itself.) Under the Quote Date is the Quote Expiration Date. You can edit the date here. If you leave it blank (all zeros will show) then there will be no expiration date.
Click OK to close the Sales Date Entry window and save your Quote.
How can you transfer an expired quote to an order or invoice?
The short answer is that you CANNOT transfer a quote to an order or an invoice. You can however, change the expiration date and then transfer the quote.
To change the expiration date, see the section above titled “Where do you setup or change the expiration date on a specific quote?”
How do you manage expired Quotes?
The easiest way to manage Quotes by expiration dates is with SmartList. Out of the box there is a SmartList object under Sales ~ Sales Transactions entitled “Quotes Expiring This Week*”. This object uses 3 criteria:
- Quotes only
- Unposted Sales Documents only
- Expiration Dates that fall between the beginning of the week and the end of the week.
You can edit and save this object to fit your own needs, even placing this favorite in your reminders with a “Remind me when” the “Number of Records” “is greater than” “0”. If you choose to “Display as a cue” you’ll have that great visual reminder on Quotes that might deserve some extra attention to try and land that sale.
Since this is an object “out of the box.” It is also available as an “Excel Refreshable Report.” This means you can extend the benefits of Quote Expiration dates to non-traditional GP users. Talk to your Microsoft Dynamics GP Partner (VAR) about how you can this.
Of course most Sales Transaction SmartList objects and Excel Refreshable Reports should have the Quote Expiration Date available, so you’ll have some great reporting and sales forecasting opportunities.
The attached video shows me looking at a Quote with no expiration date and an expired Quote. I show you where to change the default for “Days to expire” and I change the expiration date so I can transfer the Quote into an Order.
Using Expiration Dates with Quotes can help you keep better track of Quotes, potentially increasing your sales; with very little extra work involved.