Manage Business Quotation Forms

Updated: 2026-08-11

1. Scenario

Business Quotation Form stores the quotation records saved from Business Quotation. Warehouse users can search quotation forms, view charge details, export Excel files, reopen quotation maintenance, review operation logs, delete draft forms, and activate confirmed draft quotations.

Applicable scenarios:

• Search saved business quotation forms for a customer.
• Review the business type, warehouse, effective date, and customer information covered by a quotation.
• View quotation details in Simplified Mode or Full Mode.
• Export a quotation form to Excel for customer or internal review.
• Delete or activate a draft quotation form.
• Adjust an effective quotation within the range allowed by GWMS.

Not applicable:

• To create or maintain quotation content, go to Business Quotation.
• To view businesses already enabled for customers, go to Business.
• To maintain standard templates, go to Predefined Quotation.

2. Operation Guide

Prerequisites

Confirm the following before you start:

1. Your account can open GWMS-Quotation and Business-Business Quotation Form.
2. The target quotation form has already been saved to the list.
3. To delete or activate a quotation, the target form should be in DRAFT status.
4. To adjust an effective quotation, confirm whether business transactions already exist for that quotation.

2.1 Search business quotation forms

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. Fill in filters as needed.
5. Click Search.

System result:

• The page supports filters such as Short Name, Description, Customer, Fullname, WeChat, QQ, Email, and Status.
• Status options include draft, approved, declined, effective, and archived quotation forms.
• The list shows fields such as ID, quotation name, business type, applicable warehouse, effective date, description, customer code, login name, customer name, contact information, status, and operation.
• The upper-right settings can be used to adjust visible filters and list columns.

In the screenshot:

1. The filter area narrows the list by customer, quotation name, and status.
2. The table header shows the main quotation-form fields.
3. Status and Operation determine which actions are available for a row.

2.2 View quotation form details

1. Find the target quotation form in the list.
2. Click the View icon.
3. In the detail dialog, review quotation name, description, effective date, and applicable warehouse.
4. Switch business tabs to review charge items under each business.
5. Use Simplified Mode to quickly review customer-facing base prices.
6. Switch to Full Mode when you need to review public price, discount, net amount, surcharge, and actual charge.

System result:

• Viewing details does not change the quotation status.
• Simplified Mode shows range, base price, unit, and remark.
• Full Mode shows public price, discount, net amount, surcharge, and actual charge.

In the screenshot:

1. The top of the dialog shows the quotation name.
2. The left side shows effective date and applicable warehouse.
3. Business tabs switch between different business quotations.
4. Simplified Mode is suitable for reviewing customer base prices and remarks.

In the screenshot:

1. Use the mode switch to open Full Mode.
2. Full Mode is used to review public prices, discounts, net amounts, surcharges, and actual charges.

2.3 Export a business quotation form

1. Find the target quotation form in the list.
2. Click the Export to Excel icon.
3. Wait for the browser to download the Excel file.

System result:

• GWMS downloads the Excel file for the selected quotation form.
• Exporting does not change quotation status.
• Before sharing the file externally, review quotation name, effective date, business scope, and prices.

2.4 Reopen the quotation maintenance page

1. Find the target quotation form in the list.
2. Click the Edit or Adjust Quotation icon.
3. GWMS opens GWMS-Quotation and Business-Business Quotation.
4. Adjust Basic Configuration or Charge Item Configuration according to page prompts.
5. After saving, return to the Business Quotation Form list and review the result.

System result:

• DRAFT quotation forms usually show Edit.
• EFFECTIVE quotation forms usually show Adjust Quotation.
• If an effective quotation already has business transactions, GWMS shows the affected scope and restricts what can be changed.

2.5 Review the operation log

1. Find the target quotation form in the list.
2. Click the Operation Log icon.
3. Review the quotation-form operation log.
4. If a row provides detail information, click the View action in that row.

System result:

• The log shows operation time, operation type, operator, batch number, result, remarks, and details.
• Use the log to trace quotation creation, modification, deletion, activation, and adjustment records.

2.6 Delete a draft quotation form

1. Find the unused DRAFT quotation form in the list.
2. Click the Delete icon.
3. GWMS opens the delete confirmation prompt.
4. After confirming that the draft is no longer needed, click Confirm.

System result:

• After deletion succeeds, GWMS shows a success message.
• The draft quotation form is removed from the list.
• Effective quotation forms are not handled as disposable drafts.

2.7 Activate a business quotation form

1. Find the confirmed DRAFT quotation form in the list.
2. Click the Business Effective icon.
3. In the activation dialog, select Customer Type:
   • Add New Customer: enter login name, customer code, and initial password.
   • Existing Customer: select an existing customer.
4. Select Applicable Warehouse.
5. Select Effective Date.
6. Click Confirm Activation.

System result:

• After activation succeeds, GWMS shows a success message.
• The quotation form status changes to EFFECTIVE.
• GWMS creates the formal relationship between customer, business, warehouse, and quotation form.
• If Add New Customer is selected, GWMS creates the customer account during activation.

In the screenshot:

1. Customer Type determines whether to create a customer or bind an existing customer.
2. When adding a new customer, fill in login name, customer code, and initial password. Customer code can be left empty.
3. Applicable Warehouse and Effective Date are required for activation.

3. Additional Notes

3.1 Quotation form statuses

• DRAFT: A draft quotation. It can usually be edited, deleted, or activated.
• APPROVED: The quotation has entered an approved state.
• DECLINED: The quotation was not approved.
• EFFECTIVE: The quotation is already used for formal business.
• ARCHIVED: The quotation is retained as a historical record.

3.2 Common row actions

• View: Open the quotation details in read-only mode.
• Export to Excel: Download the quotation file.
• Edit: Reopen a draft quotation in the Business Quotation page.
• Adjust Quotation: Reopen an effective quotation for allowed changes.
• Operation Log: Review quotation-form change records.
• Delete: Delete a draft quotation form.
• Business Effective: Convert a draft quotation into a formal business quotation.

3.3 Can an effective quotation still be changed?

An effective quotation can be opened from Adjust Quotation, but the allowed changes depend on whether business transactions already exist:

• If no business transactions exist, adjust the quotation according to the fields allowed by the page.
• If business transactions already exist, GWMS only allows adding applicable warehouses. Customer account fields cannot be changed, and existing warehouses cannot be removed.
• When GWMS shows an affected-scope prompt, review transaction count, billed amount, unbilled amount, and payment-exception information before continuing.

3.4 What to check before activation

• Quotation name and business type are correct.
• Customer type, login name, or existing customer are correct.
• Applicable warehouse and effective date match the contract or quotation confirmation.
• Charge items, prices, discounts, surcharges, and remarks have been reviewed.
• Excel export has been reviewed first if the quotation needs customer or internal confirmation.

4. FAQ

Q1: Why do some quotation forms show more actions than others?

A1: Actions depend on quotation status and account permissions. Draft quotations usually support edit, delete, and activation. Effective quotations usually keep view, export, adjustment, and operation-log actions.

Q2: What is the difference between View and Edit?

A2: View opens read-only details and does not change data. Edit opens the Business Quotation page so you can continue maintaining a draft quotation.

Q3: When should I click Business Effective?

A3: Use it after customer, warehouse, effective date, business scope, and prices are all confirmed. After activation, the quotation enters formal business use.

Q4: Why can I not change prices after an effective quotation has business transactions?

A4: After a quotation has affected business transactions, GWMS protects the original quotation result. The current allowed change is adding applicable warehouses. Price or customer-field changes should follow the internal quotation-change process.

Q5: Can I send the exported Excel file directly to the customer?

A5: Review quotation name, effective date, applicable warehouse, business type, charge items, and prices first. Send it externally only after it matches the company's quotation process.