With the commissioning of an offer, the contract part is complete, the operational implementation begins. With the Transfer to project action, you create a project from the offer or add its items to an existing one. With the Invoice action, you set the offer to Invoiced once it has been invoiced.
Status "Commissioned" and "Confirmed"
As soon as the customer accepts the offer, it is manually set to status Commissioned. Optionally, the status Confirmed follows with the sending of an automatic order confirmation, the corresponding email template is stored under Administration > Offers > Mail Templates.
Commissioned documents the acceptance by the customer. You trigger each following step yourself with the next action.
When switching to status Commissioned, you enter the order date and optionally an internal note in the transition dialog.
Status "Transferred to Project"
With the action Transfer to project, you transfer the offer into a project. In the dialog you choose between two paths: Create new project, where ZEP automatically generates a project from the offer, or Integrate in existing project, to add the offer items to an already existing project. For a new project, you enter Abbreviation, Description and Project runtime. When integrating, you select the Project and, if needed, a Task duration different from project. If the project does not yet account for tasks separately, also tick Activate setting 'Account for tasks separately' for the project. The offer items are taken over as effort:
Item labels become task names in the new project
Planned days of the offer items are converted via the factor stored in the basic settings of the offer management (e.g., 8) into planned hours of the project
The customer and department of the offer are taken over to the project
In the dialog, the option Generate invoice items is enabled by default. This generates invoice items directly from the offer items, so the project can subsequently be billed without any further entry.
Example: An offer with three items, "Concept" 5 days, "Implementation" 12 days, "Test" 3 days, creates with factor 8 a new project with three tasks and 40, 96, and 24 planned hours respectively.
Status "Invoiced"
Once the offer has been invoiced via Invoicing, set it to Invoiced with the Invoice action. The action is available in the statuses Commissioned, Confirmed and transferred to project.
How invoices are created from project times or directly from offers is described in the article Feature Overview – Invoicing.
Status "Rejected" and reactivation
If the customer rejects the offer, it is manually set to status Rejected. The offer data is retained for reports and later reactivations, administrators can move a rejected offer back to status In process with the Revise action and then revise it.
Actions per status
In each status, only certain actions are available, ZEP automatically hides the others. The following table provides an overview of the most important actions per status:
Current status | Available actions |
New | Edit · Rejected |
In process | Done · Rejected |
Done | Check (with review obligation) · Create document (without review obligation) · Revise · Rejected |
In review | Checked · Revise · Rejected |
Checked | Create document · Revise · Rejected |
Document created | Send as email · Send as letter · Commissioned · Revise · Rejected |
Offer sent as email or letter | Send (again) as email · Send (again) as letter · Commissioned · Revise · Rejected |
Commissioned | Send order confirmation as e-mail (with active order confirmation) · Transfer to project · Invoice · Revise (administrators only) |
Confirmed | Send order confirmation again as e-mail · Transfer to project · Invoice · Revise |
transferred to project | Transfer again to project · Send order confirmation as e-mail (with active order confirmation) · Invoice · Revise (administrators only) |
Invoiced | Revise (administrators only) |
Rejected | Revise (administrators only) |
Revise and reactivate
Even after an offer is completed, subsequent changes are possible. You use the Revise action for this:
Revise: The offer jumps back to status In process and is fully editable again, including items, texts and calculation. From Commissioned, transferred to project, Invoiced and Rejected, only administrators can do this. In the other statuses, everyone entered for it in the workflow permissions can do it.
Resume a rejected offer: If the customer changes their mind, administrators use Revise to set the rejected offer back to In process. It then runs through the workflow again.
Note: When revising, the offer number is retained. If something changes in the content, it is worth activating the option Offer number with version number in the basic settings beforehand, so that the new version is distinguishable from the old state.