Use GWMS to Manage Business Quotation Sheets

Updated: 2026-05-21

1. Scenario

Definition: Business Quotation Sheet is the list page used to manage saved customer quotation records that were generated from the Business Quotation workflow.

Purpose: The warehouse can use this page to search quotation sheets, review their current status, export them, reopen them for editing or adjustment, review operation history, delete records that are not yet effective, or make confirmed quotations effective.

Applicable scenarios:

• Search for one saved business quotation sheet by quotation name, customer, status, or other list filters.
• Review the current status of one quotation sheet, such as DRAFT or EFFECTIVE.
• Export one quotation sheet for offline review or external communication.
• Reopen one draft quotation sheet for editing.
• Review the operation history of one quotation sheet.
• Make one confirmed quotation effective or delete one record that is not yet needed for formal business.

Not applicable:

• If you need to build or change the quotation content itself from the maintenance page, use Business Quotation.
• If you only need reusable internal templates, use Predefined Quotation or Predefined Quotation Sheet.

2. Operation Guide

Prerequisites

Please confirm the following before you start:

1. Your account can open GWMS-Quotation and Business-Business Quotation Form.
2. The business quotation sheet you want to manage already exists in the list.
3. If you plan to delete or make a quotation effective, confirm that the target quotation is not yet used as a formal business quotation.

2.1 Open the Business Quotation Sheet page

Menu path: GWMS-Quotation and Business-Business Quotation Form

1. Sign in to GWMS.
2. In the left navigation, expand Quotation and Business.
3. Click Business Quotation Form.
4. The page opens with search fields such as Short Name, Description, Customer, Fullname, WeChat, QQ, Email, and Status, plus the quotation-sheet list below.

System result:

• The list displays fields such as ID, Short Name, Business Type, Applicable Warehouse, Effective Date, Description, customer-related fields, Status, and Operation.
• Different operations may be shown depending on the current row status.

2.2 View one business quotation sheet

1. Find the target quotation sheet in the list.
2. Click the View action in the Operation column.
3. Review the details opened for the selected quotation sheet.

System result:

• The system opens the selected quotation-sheet details in view mode.
• You can use this action to inspect the current quotation before exporting, editing, or making it effective.

2.3 Export one business quotation sheet

1. Find the target quotation sheet in the list.
2. Click the Export to Excel action in the Operation column.
3. Wait for the browser to start the file download.

System result:

• The current quotation sheet is exported as an Excel file.
• The exported file can be used for offline review or external circulation.

2.4 Reopen one quotation sheet for editing or adjustment

1. Find the target quotation sheet in the list.
2. Click the Edit action in the Operation column. On effective quotation rows, the tooltip may be shown as Adjust Quotation.
3. Continue editing or adjusting the quotation on the redirected Business Quotation maintenance page.

System result:

• The system reopens the current quotation sheet in quotation maintenance mode.
• For quotations that already have business transactions, the system may restrict what can be changed and show an impact prompt before saving.
• Use this action when the quotation still needs customer information, applicable warehouse, business scope, charge item, or discount adjustments.

2.5 Review the quotation operation log

1. Find the target quotation sheet in the list.
2. Click the Operation Log action in the Operation column.
3. Review the log panel for operation time, operation type, operator, result, and related details.
4. Click X in the upper-right corner to close the panel after review.

System result:

• The operation log panel shows the recent history for the current quotation sheet.
• You can use this panel to understand whether the quotation was created, edited, or processed successfully.

2.6 Delete one quotation sheet that is not yet effective

1. Find the target quotation sheet in the list.
2. Confirm that the quotation is not needed for formal business.
3. Click the Delete action in the Operation column.
4. GWMS opens the Confirm Delete prompt.
5. Click Confirm if the record should be removed.

System result:

• GWMS shows Delete successfully after the deletion succeeds.
• The quotation sheet is removed from the list.
• Do not treat an effective quotation as a disposable draft.

2.7 Make one quotation sheet effective

1. Find the target quotation sheet in the list.
2. Confirm that the customer information, applicable warehouse, effective date, business scope, and charge items are ready.
3. Click the Business Effective action in the Operation column.
4. GWMS opens the Confirm Effective prompt. The prompt explains that the business starts, the current quotation is locked, and future changes can use a new quotation version.
5. Click Confirm.

System result:

• GWMS shows Operation successful.
• The quotation sheet status changes to EFFECTIVE.
• If the quotation is not linked to a customer account yet, GWMS creates the customer account from the quotation customer information.
• GWMS creates formal business relationships according to the saved business scope and applicable warehouses.

3. Additional Notes

3.1 What you can review from the list

• Quotation sheet identifier and short name.
• Business type.
• Applicable warehouse.
• Effective date.
• Description.
• Customer-related fields.
• Current status, such as DRAFT or EFFECTIVE.

3.2 Common row actions

• View: Review the saved quotation details.
• Export to Excel: Download the current quotation sheet.
• Edit: Reopen a quotation for maintenance.
• Operation Log: Review the quotation operation history.
• Delete: Remove a quotation sheet that is not yet needed for formal business.
• Business Effective: Start the effective flow for a confirmed quotation.

3.3 Status-related notes

• Rows that are not yet effective usually expose more operation buttons than effective rows.
• Before deleting or making a quotation effective, check the Status column and the customer-related fields first.
• If the row is already EFFECTIVE, use the adjustment flow shown on the page instead of treating it as a draft.
• When an effective quotation already has business transactions, GWMS may restrict the allowed change scope and show an impact prompt before saving.

4. FAQ

Q1: Why do some quotation sheets show more action buttons than others?

A1: Available actions depend on quotation status, customer-linking state, and your account permissions. Rows that are not yet effective usually show actions such as Edit, Delete, and Business Effective; effective rows usually keep actions such as View, Export to Excel, Adjust Quotation, and Operation Log.

Q2: When should I use Edit and when should I use View?

A2: Use View when you only need to inspect the saved quotation content. Use Edit or Adjust Quotation when you need to reopen the quotation in the Business Quotation maintenance page.

Q3: What can I learn from Operation Log?

A3: The log panel shows items such as operation time, operation type, operator, result, and related remarks or details. It is useful when you need to trace what happened to one quotation sheet.

Q4: When should I use Business Effective?

A4: Use it after customer information, applicable warehouse, effective date, business scope, and charge items have all been confirmed. After the action succeeds, the quotation becomes the effective quotation for formal business.