Quotation

A Quotation is an official document created by the seller to provide a customer with a price estimate for requested goods or services. It is usually generated at the beginning of the sales process. Once a quotation is accepted, it can be converted into a sales order. It clearly shows the customer details, quantity, price, taxes, total amount, and the payment terms. It helps ensure accurate pricing communication, stock planning, and a professional start to the transaction.To create a quotation, go to Sales > Click "Quotations" Tab > Click "New Quotation".

Customer
A customer is required to create a quotation. User can select a customer from the existing list. User Will see your most recent customers as well as your most transacted customers (maximum 10 customers displayed). User can search to narrow down results. If the customer doesn't exist in the list, user can add a new customer by clicking the + button next to the customer dropdown. This opens a popup where user can enter the necessary details and create the customer, who will then be ready for a quotation.

Customer Branch
In the ERP system, a single customer can have multiple Customer Branches. A Customer Branch represents a specific location, office, or division of the same customer. This allows businesses to manage transactions separately for each branch under one main customer account.

Transaction Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Quotation, Sales Order, or Sales Invoice. This is our unique reference for every transaction.
The system allows user to customize the reference number format as per your business requirement. user can define and modify the serial pattern in: Setup -> Transaction Reference
The reference value can also be edited and changed without affecting the format, giving user flexibility while maintaining consistency in your numbering pattern.

Sales Area
a Sales Area is a key organizational unit that defines where and how sales activities take place.

Payment Terms
Use this field to set the proposed payment terms, such as 'Cash Only' or 'Pay After 10 days.' To create a custom term, click the + icon next to the dropdown. This allows user to set up a new Payment Term with a custom due date limit tailored to your business needs.

Price List / Sales Lists
It is a drop down having multiple price lists, such as Retail for end customers and Wholesale for B2B customers. Based on the tax inclusion setting of the selected sales type, prices in the line items will be shown as "Price after tax" (tax included) or "Price before tax" (tax not included). User can also create a new sales type directly from this page by clicking the + icon next to the dropdown.

Deliver From Location
The Deliver From Location field specifies the warehouse or stock location from which the goods are intended to be issued. This helps in checking stock availability during the quoting process.
User can create a new location easily by clicking the + button next to the dropdown. This opens a popup where user can add the new location details, which will then be available for selection.

Barcode Scanning
Barcode scanning helps user quickly add items to a quotation by scanning the barcode printed on the product. This feature makes product entry faster and easier.
To use barcode scanning:
  • First, enable this feature from Setup -> Preferences -> Use Barcode Functionality
  • Once enabled, the barcode field will appear on the quotation form
  • Simply scan the product barcode and the item will be automatically added to your quotation

Dates
The system uses specific dates to define the timeline and validity of the estimate provided to the customer:
  • Quotation Date: This represents the official date the estimate was provided. It serves as the baseline for calculating the validity and age of the quotation.
  • Due Date: Upon selecting a Payment Term, the system automatically populates this field relative to the Quotation Date. This is a suggested value based on payment term that can be manually modified by the user.

Email to Customer
This feature allows user to automatically send the quotation to your customer upon creation. When user enable the Email to Customer option, the system will generate a PDF of the quotation and send it as an attachment to the customer's registered email address immediately after the quotation is created.

Customer's Current Credit
The system displays the customer's Current Credit to help user manage outstanding balances and credit limits before providing a new quote. This value is displayed as a link in the form; the user can view all payment transactions for the respective customer by clicking on it.'

Customer's Current Balance
When a user enables Show Customer Balance under Setup -> Preference -> Show Customer Balance, the system displays the customer's total balance in the form instead of the current credit. The outstanding amount appears as a link for quick reference, which, when clicked, allows the user to view all previous payment transactions for that customer.

Branches & Departments
In an ERP system, Branches and Departments help organize business operations and improve tracking.
Branches: A branch represents a separate business location or unit of the same company. User can enable it from, Setup-> Preference-> Use Branches Only.
Departments: A department refers to an internal division of the organization responsible for a specific function, such as Sales or Accounts. User can enable it from Setup-> Preference->Use Branches and Departments.

Line Items
The product and services list will be provided to choose the particular item.
For each line item, the process is as follows:
  • Item Dropdown: Select an item from the list. If the item has default values (such as tax type or sales price), they will automatically populate the relevant fields. To add a new item on the fly, click the + icon next to the dropdown, fill in the necessary fields, and submit the rendered popup. Users can also edit the item's name from here by clicking the pencil icon.
  • Custom Fields: Custom fields allow user to add your own personalized input boxes—such as text, dropdowns, dates, and others. If custom fields are added to line items, they will appear after the Item Dropdown.
  • QOH (Quantity On Hand): This field shows the available quantity in the selected location to ensure user are quoting items currently in stock.
  • Quantity & Units: Enter the quantity being quoted. The system supports multiple units for an item.
  • Price Input: The default price is populated based on the selected sales type. The selected Price List determines if the price is shown as Price After Tax or Price Before Tax.
  • Discount: user can apply a line discount as a percentage or a fixed amount.
  • Tax Type(Optional): Shows the tax value for the respective item. If "Allow Item Tax To Change" is enabled, this can be modified via a dropdown.
  • Add Item: Click the Add button to finalize the item and add it to the quotation table.
  • Edit Icon: After completing a line item, if a user wants to change any input in that line, they can do so by clicking the Edit pencil icon displayed at the end of the line.
    • Confirm Changes (Check mark Icon): Click this button to save your modifications (such as updated quantity, price, or discounts).
    • Cancel Changes (Cancel Icon): Click this button to discard any unsaved changes and revert the line item to its previous state.
  • Remove Icon: To remove a line item, simply click the "X" (Delete) icon displayed at the end of the respective row in the line items table.

Total Details
Below the line items, user will find the quotation totals section.
  • Sub-total: The sum of all line item totals before additional charges or discounts.
  • Shipping Charges: An input field to add estimated shipping or delivery costs to the quotation.
  • Discount %: An input to apply a percentage-based discount to the overall quotation total.
  • Tax Details: Displays the total estimated tax amount with an elaborate breakdown (e.g., GST 5% - 2.00).
  • Round Off/Discount: An input to adjust the final total for rounding purposes.
  • Update Button: Click this button to refresh the form and recalculate all totals.

Sales Person
A dropdown to select the staff member responsible for the quotation, ensuring the lead is linked to the correct employee.

Delivery Details
For unpaid or pay later invoices, user can enter the following delivery details to ensure accurate shipping and communication:
  • Delivery To: A field to specify the name of the recipient or the specific entity receiving the goods, ensuring the package reaches the correct person or department.
  • Contact Phone Number: The contact number of the customer for delivery coordination and communication purposes. This ensures a smooth delivery process and allows the delivery team to reach the customer if needed.
  • Customer Reference: The customer's Purchase Order or Purchase Invoice number can be stored here to connect and track orders in the future. This helps in referencing back to the customer's own documentation.
  • Address: Used to enter the delivery address of the customer. This address will be automatically filled if it was already entered while creating the customer. User can also modify or update the address as needed for each transaction.
  • Shipping Company: The Shipping Company field is used to specify the logistics or transport provider responsible for delivering the goods to the customer. This helps track which courier or shipping service is handling the delivery and can be used for tracking purposes.

Comments
User can add comments to the quotation for internal notes or specific terms to communicate to the customer.

Attachments
User can attach documents or images, such as technical specifications or RFPs, related to the quotation.

Custom Fields
Custom fields allow users to create their own form inputs based on what they need. If a user requires extra fields to complete an invoice or any other transaction, they can add them as needed. User can create custom inputs such as text box, drop down, radio button, check box, date, and amount box.
User can also add custom fields to the line items by clicking the Add Field option located at the top center of the line items section.
To enable this feature:
  • Go to Setup -> Preferences -> Show Add Custom Field on Forms
  • After enabling, the Add Fields option will appear in the form header, line items, and footer pages.
User can delete custom fields whenever user want from the Setup -> Custom Fields page.

Conversion of Quotation
The system allows a user to skip manual data entry by converting a Quotation directly into the next step of the sales process:
  • Sales Order: If the customer accepts the quotation but the delivery or billing is to happen later, user can convert it into a Sales Order to reserve stock and schedule the transaction.
  • Direct Invoice: If the sale is finalized immediately, user can convert the quotation directly into a Sales Invoice. This automatically pulls all item details, prices, and tax information into the final bill, ensuring data consistency and saving time.
A user can access these options from the Quotation List or by opening a specific Quotation View page. By clicking the Sales Order or Sales Invoice action buttons, the system opens the respective form with all data pre-filled. The user can then review or modify any details as needed before submitting the final record.

Sales Quotations Report

The Sales Quotations Report page provides an organized view of all price estimates provided to customers. The user can generate these reports to analyze pending leads or print them as professional documents in PDF or Excel formats.

How to Access

To access this section, the user should go to Reports > Sales > Sales Quotations. This allows the user to filter and review quotation data over specific timeframes.

Report Filters

The user can customize the report by using the filter panel on the right:

  • Template: Select the desired visual format, such as "Default1" or a custom quotation layout.
  • Date: Define a specific date range to see quotations created during that period.
  • Currency Filter: Filter the report by specific currencies, such as Indian Rupee (INR).
  • Email Customers: Choose whether to automatically trigger an email to the customer upon report generation.
  • Comments: Add personalized notes or messages to the printed report.
  • Customer: Filter the report for a specific customer or select "All Customers."
  • Orientation: Select Portrait or Landscape for the final printout.
Customizing Invoice Templates

You can create new PDF templates or modify existing ones by navigating to the Reports Module -> Click "Editor" page can see on top right corner page. 

  • Modify Existing Templates: The user can modify any existing template to change colors, fonts, or layouts as they want.
  • Create Own Templates: The user can also create a customized template for every type of transaction. This ensures that the branding and details match the business requirements perfectly.
Printing the Report

Once the filters and template are finalized, the user can click the blue Print button at the top of the filter panel to generate the document.

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