How to Set Up Supplier Quote Forms

Overview

Set up the layout of your supplier quote request forms to appear when you print or email them, as well as the default email text used when sending quote requests from Simpro Premium.

To learn how to create a supplier quote to compare supplier pricing, see How to Create a Supplier Quote.

US only: If you use Simpro Premium in the United States, the term 'vendor' is used instead of 'supplier'.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Email / Form Setup

To set up how your supplier quote forms appear when you print or email them, go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Supplier Quote > Display Options, and adjust the following options as required.

Be sure to Test how your settings apply as you go.

A screenshot of the summary of sections and cost centres on a quote PDF form.

General

Select On to display a signature line at the bottom of the form.

Select Off if you do not require signed approval on the form.
Terms and Conditions (PDF)

Click Browse / Choose File to upload a PDF of terms and conditions to attach to the end of the form. Please note compressed PDFs do not upload.

You can then select to append the PDF to the form automatically when Printing and / or Emailing the form.
Header Fields

Select the fields you wish to display at the top of your supplier quotes from the Fields Assigned drop-down list, then click Add Fields.

You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the A delete icon with a red circle and a white minus symbol. icon.

When you have finished adjusting settings, click Save.

To test how your settings apply to a real supplier quote form as you update them:

  1. Go to Materials A screenshot of a schedule icon with a grey calendar icon and an arrow. > Quotes and access the supplier quote.
  2. Click the Forms tab.
  3. Ensure Supplier Quote Form is selected from the Form drop-down list, then click View. The form opens in a new tab.
  4. Return to the Simpro Premium tab and go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Supplier Quote > Display Options.
  5. When you update your settings and save a change, return to the new tab and refresh the page to view how the updated settings have changed the layout of your supplier quote forms.

To set up the email template to appear when you email a supplier quote:

  1. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Supplier Quote > Email.
  2. Under Use Default Settings:
    • Clear the check box to Customise supplier quote email settings.
    • Select the check box to use settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
  3. Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
    • Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
    • Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
  4. To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
    • For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Company.
  5. When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.

When you clear the Use Default Settings check box, you can customise your supplier quote email settings with the following options:

Request Read Receipt Select On to automatically request that the email recipient confirm their receipt of your email.
Send CC of Email to Current User

Select On to CC the logged-in Simpro Premium user sending the email.

This sends the email to the primary email address entered in the user’s employee card file. The secondary email address is not used.
From Name

Enter the sender name to appear to the recipient of the email when sent from any Simpro Premium user.

If left blank, the email uses the logged-in Simpro Premium user’s name as it appears in their employee card file.
From Address

Enter the sender’s email address to display to the recipient of the email when sent from any Simpro Premium user. The email address used in this field is that which the recipient can reply to.

If left blank, the email sends from the logged-in Simpro Premium user’s primary email address located in their employee card file.
CC to (email addresses separated by commas)

Enter the email addresses, separated by commas, that you wish to receive all forms of this type emailed from Simpro Premium.

This is the default CC. You can also select additional CC in a job in the Forms tab.

When you have finished adjusting settings, click Save.