Understanding and Handling "Expired Items" in Quotes
- Alex Skrivseth
Summary
When users revisit a quote and discover "expired items," it may raise questions about why these items are flagged and what steps need to be taken. This article outlines why expired items occur, what actions to take, and the specific steps depending on the status of the quote.
Why Are There Expired Items in My Quote?
Expired items appear in a quote when changes are made to associated products in The Shed App. This ensures that the most up-to-date and accurate product information, such as pricing or design changes, is available for new orders. However, expired items in existing quotes remain linked to preserve historical data.
For a detailed explanation of why items expire, refer to What Are Expired Items?.
What Should I Do Next?
Your next steps depend on whether the quote has been signed or has a deposit. Follow these guidelines:
Scenario 1: The Quote Has a Deposit or Signature
No Action Required: If the quote has been signed by the customer or a deposit has been collected, the quote does not need to be updated.
Continue with Submission: The quote can still be submitted, even with expired items. Historical data is preserved, and the expired items do not impact the processing of this quote.
Scenario 2: The Quote Does Not Have a Deposit or Signature
Action Required: If no deposit or signature has been collected, the sales user must update the quote.
How to Update the Quote: Replace the expired items with the updated, non-expired versions. This ensures the quote reflects the latest pricing and product details.
How to Update a Quote with Expired Items
Open the Quote: Navigate to the quote that contains expired items.
Identify Expired Items: Look for the expired item flag next to specific line items.
If a quote contains “expired items” there will be a message indicating which items have expired when opening the quote.
Replace Items:
Remove the expired item from the quote.
Add the new, non-expired version of the item to the quote.
Save the Updated Quote: Once all expired items are replaced, save and review the updated quote.
Why Does This Process Matter?
Preserve Accurate Data: Ensuring that quotes with deposits or signatures remain untouched prevents confusion or data loss.
Ensure Up-to-Date Information: Replacing expired items in unsigned quotes guarantees that customers receive accurate and current pricing and details.
Seamless Customer Experience: By handling expired items correctly, you build trust and ensure smoother transactions.
Common Questions
Q: What happens if I submit a quote with expired items?
If the quote has a deposit or a signature, you can proceed with submission without issue.
For unsigned quotes without deposits, replace expired items before submission to ensure accuracy.
Q: How do I know which items in the quote are expired?
Expired items are flagged within the quote. Simply review the flagged items and replace them as outlined above.
Q: Why don’t expired items automatically update in my quote?
Expired items remain in existing quotes to preserve historical accuracy, ensuring that changes do not retroactively alter data tied to a customer agreement.