Quotation automations

Quotations writes to the client at four moments: two chosen by the user, two automatic. Sales also has two scheduled actions, off by default, and a technical job that runs once. The options behind them are explained in Quotation settings.

E-mails

Sales: Send Quotation

• When: a user clicks Send on a quotation (status Quotation or Quotation Sent); the message window opens with this e-mail ready. On a confirmed order, Send prepares Sales: Order Confirmation instead.
• What it does: a short message with the number and the amount, the quotation as a PDF, and a button to the client's page named after what is asked, such as Accept & Sign Quotation. A draft quotation becomes Quotation Sent.
• How to stop it: nothing leaves until Send is clicked in the window; Discard closes it.

Sales: Send Proforma

• When: a user chooses Send PRO-FORMA Invoice in the Actions menu.
• What it does: the same kind of message with the pro-forma invoice as a PDF, without a button to the client's page.
• How to stop it: turn off Pro-Forma Invoice in the settings, which removes the action.

Sales: Order Confirmation

• When: automatically, when the client confirms online, by signing or by a payment that reaches the prepayment share; and when a user clicks Send on a confirmed order. A Confirm in the back office sends nothing, unless the quotation's template names a Confirmation Mail, which is then sent instead.
• What it does: tells the client that the order is confirmed, with the order as a PDF.
• How to stop it: no option turns it off. A template can name another e-mail in Confirmation Mail.

Sales: Payment Done

• When: automatically, when an online payment is received without confirming the order: below the prepayment share, or still pending.
• What it does: gives the client the reference and the amount of the payment, and what remains to be paid.
• How to stop it: it exists only with online payment; turn off Online Payment on the quotation or in the settings.

Scheduled actions

Sales: Send pending emails

• When: off by default. It works only when an administrator activates it and the system parameter sale.async_emails is true; then once a day and right after an e-mail is put on hold.
• What it does: sends the order e-mails put on hold (confirmation, payment done) in the background instead of at once.
• How to stop it: deactivate it in the scheduled actions of the technical menu, or set the parameter back to false.

automatic invoicing: send ready invoice

• When: off by default. Once activated, once a day, and right after an online payment when the system parameter sale.async_emails is true; without that parameter the invoice is sent at once and this job is not needed.
• What it does: when Automatic Invoice is on, sends to the clients the invoices created from online payments of the last two days that could not be sent at once.
• How to stop it: deactivate it in the scheduled actions, or turn Automatic Invoice off: it then finds nothing to send.

Sale Pdf Quote Builder: assign form fields to documents post upgrade

• When: once, right after the PDF quote builder is installed; its interval of 9999 months keeps it from coming back.
• What it does: lists the form fields of the header, footer and product PDF documents; quotations are not changed.
• How to stop it: nothing to do.

Expiry runs nothing

No job watches the Expiration date. A quotation past its date keeps its status, and its page stops offering the signature and the payment; see How a quotation becomes an invoice.