Duplicate and revise a quote

Where to find it

In the menu, in Quotes, open the quote. At the top of the page, in Other actions, there is the Duplicate item, with the description creates a new quote with the same items and terms.

Revising has no button of its own: it is editing a quote that has already gone to the customer. On the first change, a notice asks whether it goes back to editing. The path is explained elsewhere. See Edit a sent proposal: reopen, revise and resend.

Duplicate or revise: which to use

They are two different things that look like neighbors:

• Duplicate creates a new quote, with a new number, reusing the work of another. The original stays exactly as it was.
• Review works on the same quote, which the customer already has in hand. The number stays the same, and the customer later receives the next version.

Use duplicate when it is another sale (the same order as last month, the same order for another moment) or when the original can no longer be touched: confirmed, exported, canceled, rejected or expired. Use revise when the customer asked for a change to the proposal they have.

How to duplicate a quote

1. Open the quote in Quotes.
2. Click Other actions and choose Duplicate.
3. The screen confirms with Copy created: and the new number, and opens the copy right away, ready to edit.

The copy is always born as a Draft, whatever the status of the original, even when duplicating a confirmed order. At the top of the copy's page the Duplicated from link shows up with the original's number, which takes you back to it. On the Quotes list, the copy's card also has the copy of badge with the original's number, there only as a notice, without a link.

In which statuses you can duplicate

In any status. Duplicating does not touch the original, so there is nothing to forbid: draft, waiting, with the customer, confirmed, exported, canceled, rejected or expired.

It is precisely on closed documents that duplicating is most useful. A confirmed order does not go back to being a quote on screen; when it needs to be redone, the way is to duplicate and work on the copy. See The life cycle of a quote: the statuses and what links one to the next.

Who can duplicate a quote

The Duplicate item only shows up when the server accepts the duplication, and it asks two questions:

• is the quote within your reach? It is the same cut as the Quotes list. A rep agency Seller duplicates their own quotes and the ones in the queue they can see; Partner and Administrative duplicate the team's;
• is the customer in your portfolio today? Duplicating creates a new sale, and a new sale only goes out to a customer in your portfolio. If the customer changed hands since the original quote, the item does not show up. If the refusal comes on the click, the message is Customer is outside your portfolio.

Buyers do not duplicate quotes.

Duplicating changes nothing in the original

When you duplicate, nothing in the original changes: not the status, not the history, not its sending to the ERP. That is what makes duplicating safe in any status.

For the ERP, the copy is an order that never existed: the original's sending is not copied. When the copy is confirmed, it goes to the ERP as a new order, with its own number.

The customer does not find out anything when you duplicate either: the copy is a draft of your company, and only reaches them when you send it.

What the copy brings from the original quote

The yardstick is a single question: is it a decision someone made, or a fact about that sending? Decisions travel. The copy gets:

• the customer and the branch, the price table and the document discount;
• payment condition and method, freight type and cost, full truckload, currency and exchange rate;
• the carrier and the order's ERP data (order type, invoice note);
• delivery date, delivery address and the customer's purchase order number;
• the notes, including the internal ones;
• the lines, in the same order, with product, quantity and boxes;
• the negotiated prices and the discount the seller gave on each line;
• the allocation among branches, including the quantity that was still without a destination;
• the reading open questions already resolved and the source file (photo, PDF or spreadsheet) with the line markings;
• the seller and the rep agency's credit. The copy is still a sale by the same seller as the original, even when someone else duplicates it;
• the validity in days.

⚠️ The delivery date comes the same as the original's. On an old quote, it may already have passed: check it before sending.

What the copy does not bring from the original quote

Facts about that sending stay with the original:

• the status, the version and the revision history: the copy was never sent;
• the proposal's deadline. The validity in days comes along, but the clock only starts when the copy is sent to the customer;
• the stock check. The stock column checks again on the copy, because last week's stock does not hold for today;
• acceptances recorded on the original and its sending record;
• the sending to the ERP;
• the reading open questions that were still open;
• the WhatsApp conversation that generated the original;
• the test marking: the copy of a test quote is born as a real sale;
• who typed it: on the copy, the author shown is whoever duplicated it.

The totals are not copied either: they are recalculated on the copy.

The price on the copy: the customer pays the same

Duplicating does not change the price the customer pays. A typed fixed price, a document price and a last paid price already applied on the original come locked on the copy.

The line that followed the price table is the one that could change, because the price table may have gone up since the original. In that case the copy keeps the old value: the line shows today's price table price struck through and the Price from the copied quote badge. On the badge, the undo link returns the line to today's price.

⚠️ If keeping the old value requires a larger discount than the store allows today, the copy keeps no old value: the line stays at the current price table price, visible, and the decision to grant it is yours.

Duplicate an order that is part of a purchase with several orders

When the order is part of a purchase split among stores, Duplicate opens the Duplicate window with the order number, warning how many orders the purchase has, and asks what to copy:

• This order only: a new quote, outside any purchase;
• The whole purchase: all the orders you can reach, in a new purchase.

The copied purchase gets a new purchase number, with the orders numbered again in sequence; it never becomes a sibling of the original purchase. Orders you cannot reach, and drafts without any items, are left out. When it finishes, the screen opens the copy's first order.

⚠️ The whole purchase is disabled, with the notice unavailable: some order in this purchase is from a customer outside your portfolio, when one of the orders is from a customer who is not yours. In that case, duplicate only the order that is yours.

Duplicating is not resending to the ERP

They are answers to opposite problems:

• Resend to ERP is the same sale that did not get to the ERP (refused before being imported, for a reason you have already fixed). It acts on the original order.
• Duplicate is a new sale that reuses the work of another.

If the order did not get into the ERP and the strip has the Resend to ERP button, the way is to resend. Duplicating there would create a second order for a single sale. And, when both are confirmed, two orders in the customer's ERP.

The exception is the title The ERP rejected the import of this order: the order reached the ERP and was refused inside it, the button does not show up, and the way is to fix the record in the ERP and duplicate. See When the confirmed order doesn't get into the ERP.

Revise a quote that has already gone to the customer

Revising is changing a quote someone outside already has: the proposal you sent to the customer, or the order the buyer themselves built and sent through the portal. A proposal that is with the customer stays locked; to change it, it goes back to editing on the first change, after you confirm the notice. See Edit a sent proposal: reopen, revise and resend.

Once reopened, every change that alters what the customer sees is recorded on the quote:

• lines added, removed or with a different quantity and total;
• the distribution of quantities among branches;
• the commercial terms: payment condition and method, freight type and cost, carrier, delivery date and address, full truckload, currency, exchange rate, the customer's purchase order and notes.

These do not generate a record: changing a draft that never left your company, opening the editor and closing it without changing anything, and changing only the internal note.

Who is notified when a quote is revised

The notice goes through Vendria's bell, never through WhatsApp:

• the customer, when the quote had already been sent to them and they log in to Vendria with their own login. The title is COT-… changed after it was sent, and the text says how many lines and terms changed and the total before and after;
• the quote's seller, when someone else made the change.

Whoever made the change does not get a notice of their own change.

⚠️ A customer who talks to you only on WhatsApp, without a Vendria login, gets no notice at all. For them, the copy they have in hand still looks like the current one. Revising does not close the loop on its own: resend the proposal, with Send estimate, for them to receive the new version. See Send estimate: freeze and deliver the PDF to the customer.

Common questions

• Does duplicating notify the customer? No. The copy is your draft until you send it.
• The copy came out with a different price from the original. If the line followed the price table and did not get the ✓ Negotiated badge (hovering over it, it says copied from the source quote), keeping the old price would go over the discount the store allows today, and the line stayed at the current price table price. Grant the discount on the line, if that is the case.
• I don't see Duplicate in Other actions. The quote is not within your reach, or its customer is no longer in your portfolio.
• Does duplicating fix a wrong confirmed order? Yes: the copy is born as a draft, with a new number, and you fix it there. The original order stays as it was.
• I revised it and the customer says they didn't see anything. If they don't use Vendria with a login, they only see the change when you resend the proposal.