Quote an Account

A quotation is a priced offer of your services to an account — the corporate screening package, the reference-lab test menu, the HMO service schedule. You build it from your tariff catalogue (the same price list Billing uses), send it to the account, and record whether they accept or decline. This is the one place in PRM where money moves: when a quotation is accepted, Veona posts a B2B sales accrual to the General Ledger — recognising that the account now owes you (an account receivable) against revenue earned.

A quotation runs through a fixed lifecycle: Draft (you are building it) → Sent (it is with the account) → Accepted / Declined (their answer), or Expired if its validity window lapses.

Who / when: the business-development officer (the account manager) builds and sends quotations and records the outcome. Build one whenever an account asks for pricing or you want to put a formal offer in front of them.

We will follow Bisi the business-development officer, quoting a corporate client for a staff-screening package.

Build the quotation

1. Business-development officer — open PRM → Quotations and press “New Quotation”.
2. Business-development officer — pick the Account the quote is for, and optionally a Valid Until date (if you leave it blank, Veona applies the default validity window from PRM Settings).
3. Business-development officer — add Lines. For each line, search the Service (Tariff) picker and choose a catalogue item. Veona auto-fills the line’s Description and Unit Price from the tariff (its self-pay price) — both stay editable. Set the Qty; the line total is computed for you. Press “Add Line” for more, or × to drop one. The running Subtotal shows at the bottom.
4. Business-development officer — press “Create Draft”. The quote is minted with a quote number in the Draft state.

Note

Quote lines are priced from the same tariff catalogue that Billing uses, so a PRM quote and a patient bill speak one price list. A line’s service must be a real tariff code — you pick it from the catalogue rather than typing a free-text service. To learn how tariffs are maintained, see Turn Charges Into a Scheme-Priced Invoice. You can keep editing a quote (its lines, currency and validity) only while it is Draft; once sent it is locked.

Send it, then record the answer

1. Business-development officer — open the quote (click its row) and review the lines and total. Press “Send To Account”. The quote moves Draft → Sent and is timestamped.
2. Business-development officer — when the account responds, return to the quote:
   • They agreed → press “Mark Accepted”.
   • They declined → press “Mark Declined” (you can record a reason, which is logged as an activity note on the account).

What happens when a quote is accepted

Accepting a Sent quotation does two things atomically:

1. It flips the quote to Accepted and timestamps it.

2. It posts a B2B sales accrual to the General Ledger. For the quote’s total, in its currency, Veona posts a balanced voucher:

   Dr Accounts Receivable (the account now owes you) / Cr Revenue (you have earned it)

   The voucher is numbered SALE-‹quote number›, and that voucher number is stamped back onto the quotation as its Bill Reference — a live link from the quote to the real entry in the books. The post is idempotent: accepting the same quote again never double-posts.

Caution

Read these limits carefully — they are real:

• A zero-total quotation posts nothing. If the total is zero, the accept still succeeds but no GL entry is made.
• The post is best-effort. It depends on Finance having mapped its Accounts Receivable and Revenue accounts (in Finance Settings). If those mappings are missing, the accept still succeeds but no entry posts and no bill reference is stamped. An administrator must map them for the accrual to land — see Configure Finance Settings and Account Mappings.
• No patient bill is created. A PRM account is a corporate customer with no patient, so this is not a patient invoice. The receivable sits in the GL AR control account under the quote’s reference and account name; it is settled and reconciled on the Finance side, not in a patient’s chart.
• Quotation and opportunity are separate. Accepting a quote does not close any opportunity Won, and closing an opportunity Won does not create a quote. The money event rides the quotation only.

What happens next

The accepted quote carries its Bill Reference (the SALE-… voucher), and the receivable is now in the one set of books for Finance to collect against. From the General Ledger you can drill the AR control account and find the entry by its voucher number, remarks (which carry the quote number and account name) and amount — see Read the General Ledger and Drill Any Account. A Declined or Expired quote simply closes out with no money movement.

Follow the trail

• Previous: Work the Opportunity Pipeline
• Next: Log Activities
• Related: One Set of Books — How Money Moves Through Veona · Configure Finance Settings and Account Mappings · Turn Charges Into a Scheme-Priced Invoice · PRM module reference