Sales · Daily operations · 7 min read

Create a quotation

Prepare a draft quotation for a customer, add lines, and save it.

Before you begin

• The customer must exist and be active, as a Customer or as Both. If it is new, you can create it from inside the quotation.
• The products must be active and enabled for sale.
• You need the document.draft permission.

Steps

1. Open Sales > Orders > Quotations and press New quotation.
2. In Customer, type a name and choose the customer. If it does not exist, choose Create new customer, fill the code (2 to 30 letters, digits, underscores or hyphens), name, market, TRN, payment terms and address, and press Create. The new customer is selected on the quotation.
3. Check Quotation date. It is today by default.
4. Leave Payment due empty to use the customer's payment terms, or enter a date. It cannot be before the quotation date.
5. Optionally choose a Price list, Payment terms, Ship from warehouse, Ship to address, Customer PO and Fulfilment (by each product's route, from our stock, or drop-ship from a supplier). Branch, Delivery date, Customer PO and Sales team can be Hidden, Optional or Required depending on your company's field settings.
6. On Order lines, search a product (or press F3 to jump to the search box, or scan its barcode) and press Enter. The description, unit price and VAT rate are filled from the product.
7. Enter the Quantity (greater than zero, up to 4 decimals). F4 jumps to the quick quantity box.
8. Change the Unit price if needed (two decimals, F5 jumps to it) and enter a Disc. % if you are giving a discount (F6). A discount above the limit in the settings needs price approval before you can confirm. See Price approvals and discount control.
9. Repeat for every line. A quotation holds up to 100 lines. Use Ctrl+Enter for a new line and drag a line by its number to reorder.
10. To load many lines at once, use Import (CSV) with the columns product_code, quantity, price, discount. Unknown codes are skipped.
11. Open the Commercial tab to check Valid until, Invoicing policy, Cash rounding, Bill to, Contact, Incoterm and Priority.
12. Add a Customer note if the customer should see one.
13. Press Save draft (or Ctrl+S).

Worked example

You quote 3 units at AED 100.00 with a 10% discount, VAT 5%.

The same figures appear on the list and on the printed quotation.

What happens next

• The record is saved as a Draft and takes a number. The message reads "Saved. The record is read-only - choose Edit to continue."
• Valid until is set to the later of the quotation date and today, plus the validity days from Sales settings (or the days on the template).
• The stage bar shows Quotation. The record appears in Quotations, never in Sales orders, until it is confirmed.
• The sidebar shows the customer's credit limit, outstanding balance and available credit, recent sales, totals and margin. Margin is red when negative.

Good to know

• To change a saved draft press Edit, then Save or Discard. If someone else saved first you see "This record changed. Reload it before saving." Reload and redo your change.
• The total must be above zero once there are lines ('Document total must be positive.').
• Choosing a price list does not re-price lines you have already added. Use Update prices on the Prices & margin tab to take current list prices.
• Under Actions you can Duplicate a record (a new draft with a new number), Archive it (it keeps its number and history), or Delete a draft. Only drafts can be deleted; a confirmed order must be cancelled or archived. Deleting leaves a gap in the numbering.
• Print from the Print menu. A draft prints as a quotation, a confirmed record as a sales order.
• You can open a record directly by its number in the address bar.

Next: Send a quotation and record acceptance.