Create and send a quotation

A quotation is a priced offer to a customer. It uses the same items, price lists and customer discounts as a sales invoice, but it reserves no stock and posts no entry. When the customer accepts, you turn it into an invoice in a few clicks.

Before you start

• The customer exists under CRM › Customers › Customers.

• A price list is assigned to your user.

Steps

1. Open Sales › Sales Quotations and select New quotation.

1. Under Quotation details, choose the Customer and the Price list.

2. Choose the POS terminal. It is required on every quotation, and your branch's default is filled in when one is set.

3. Choose the Warehouse mode and, for One warehouse for all, the Warehouse. The warehouse is used for stock hints and carries over when the quotation becomes an invoice.

4. Set the Expiration date. It is required.

5. Add the items under Line items: search in Item, then check Unit, Qty, Unit price, Discount and Tax. Prices and customer discounts fill in exactly as on an invoice.

6. To discount the whole quotation, enter a Percent (%) under the lines.

7. Add Notes if needed and select Create quotation.

The message Quotation created appears and the quotation opens as a document.

Differences from an invoice

• A quantity of zero is allowed on a line, so you can list optional items.

• There are no payment terms and no due date. You choose them when you convert the quotation.

• Stock limits are shown as hints but do not block the quotation.

Print or send the quotation

1. In the list, open the row's Actions menu and select View.

2. The quotation opens with your letterhead, the customer, the creation date, the Expiration date, the price type, the lines and the totals.

3. Choose the paper size and select Print. To send it by email, choose to save as PDF in your browser's print window.

Track your quotations

The list shows Quotation #, Customer, Expiration, Total and Status. A quotation already turned into an invoice shows Converted. Use Search by customer, mobile, phone… to find one.

Quotations from the CRM

When a CRM offer or quote request is accepted, the CRM can open this form for you with the customer, lines and prices already filled in. The form then says From offer {offer} or From quote request #{id}. Review the lines, choose the price list, terminal and warehouse, and save. The new quotation is linked back to the offer or request.

Common questions

Can I edit a quotation after saving it? No. Create a new quotation with the corrected details.

Does an expired quotation stop me from invoicing? No. The expiry date is a commercial term for the customer. The system still lets you convert the quotation.