Document Status on Estimates

For Stand-alone Estimates (No Opportunity Linked)

• Upon creation: the Document status will depend on the default customer status(Probability) set for Estimates under Setup > Sales > Sales Preferences unless the user manually changes the Status and Probability before saving.

a.) If Probability is 0% = Document Status is set to Closed

b.) If Probability is 100% = Document Status is set to Processed

c.) If Probability is between 1 > 99% = Document Status is set to Open

• However, if Expires field date has passed = Document Status is set to Expired
• Also, the status on the estimate is not the basis of the Document status instead the Probability field that is respected. Meaning if the customer status In Discussion with Probability set to 40%, then user sets the Quote’s Status to In Discussion but manually change the Probability to 0%, the document status will be Closed since it will follow the Probability field which is set to 0%.
• If a Sales Order/Cash Sales/Invoice is created or associated to the Estimate, the Document status is automatically set to Processed; even if Probability and Status on the estimate is edited to less than 100%, the Document status remains to Processed status.
• If the Sales Order is deleted or canceled and the estimate is not yet expired, the Document Status of the estimate is set from Processed to Open.
• If Sales Order is deleted and estimate is already expired, Document Status of the quote is set from Processed to Expired

For Estimates that are linked to Opportunities:

• If Expected Close of the Opportunity is a future date: 
• Opportunity with Status/Probability between 1%-99% > Create Estimate >Document Status of Estimate = Open > Opportunity Status becomes Issued Estimate 
• If the Opportunity linked to the Estimate is edited and status is changed: 

1. to Closed Won (Probability=100%) = Document Status of Estimate is Processed while Document Status of Opportunity is Closed-Won 
2. to Qualified or any Status with Probability between 1%-99% = Document status of the Estimate is Open while Document Status of Opportunity is In Progress 
3. to Closed Lost (0% Probability) – Document Status of Estimate is Processed while Document Status of Opportunity is Closed – Lost 

• However, if Expected Close Date of the Opportunity is a past date (expired) and the status is changed to Closed Lost the Document Status of the Estimate is set to Open while Document Status of Opportunity is Closed – Lost 

 

Below are the conditions that would result to an Estimate Document Status of Processed: 

 

1. When a Sales Order is created from the Quote, as shown in the History tab> Orders & Sales. 
2. When an Opportunity from which the Quote is created is set to Closed-Won. 
3. When the Opportunity from which the Quote is created is set to Closed-Won or Closed-Lost for Opportunities that has expired. 
4. When the Quote is set to Probability = 100% with or without an Opportunity attached.