Quotations

A quotation is a priced offer to a customer. Saving, issuing, editing or printing it posts nothing to your accounts and moves no stock. Your accounts change only later, when you post an invoice made from the quotation, or deliver a sales order made from it.

Where

Sales › More › Quotations

Number

QUO-000001, given when you first save

Posts to

Nothing. The invoice or delivery made from it posts later

Who

Managers and admins

What it’s for

• Give a customer a price in writing before they decide. A new quotation is valid for 14 days unless you choose another date.
• When the customer accepts, press Create sales order to deliver in parts, or Create invoice to invoice at once.
• You can quote stock items and bundles. You cannot quote a service.
• A quotation does not reserve stock. The stock must be there on the day you deliver or invoice.

Fields

Field	What it means	What it changes
Customer	Who the offer is for. Search by code or name. Your role may also let you add a new customer from the list	Printed under Bill to. The customer must be active
Document date	Defaults to today. It cannot be in the future	The date printed. An order or invoice made from the quotation cannot be dated before it
Stock location	The store the goods will come from	Carried to the sales order or invoice. Nothing is reserved
Valid until (optional)	The last day the customer can accept the price. A new quotation starts 14 days ahead	After this day the quotation shows Expired. To use it then, you must tick a box to confirm
Reference (optional)	Your reference or the customer’s order number. Up to 120 characters	Printed. A draft invoice made from the quotation starts with it
Item	A stock item or a bundle. Each item can be on the quotation once	The line you are quoting
Description (optional)	Extra words for the line. Up to 200 characters	Printed under the item name when it differs from the name
Qty	How many	The line amount, and what can be converted later
Price	Starts at the item’s sale price. A company setting decides whether prices include VAT; the quotation says which	The line amount. The prices stay as quoted when you convert
Discount	An amount per unit, not a percentage	Lowers the price of each unit
VAT	Worked out for each line from the item’s tax profile. Not charged if your company is not VAT registered on the document date	Shown as Estimated VAT. The invoice works out its own VAT on its own date
Notes (optional)	Up to 2,000 characters	Printed
Terms (optional)	Up to 2,000 characters	Printed under Terms

A quotation holds up to 50 lines. The totals under the lines are a preview. When you save, the app works out the final figures again.

Note

The quotation keeps the company’s prices-include-VAT setting from the day you saved it. The detail page says Prices include VAT. or Prices exclude VAT. If the company setting changes later, an issued quotation can no longer be converted: cancel it and make a new one. A draft can be edited and saved again.

Buttons

On the list, press New quotation. Search by number, customer or reference, and filter by status. The last column shows the next step for each quotation.

Button	When you see it	What happens	Accounts
Save draft & review	New or draft	Saves the quotation as a draft with its number, then shows it	No change
Save & new	New or draft	Saves the draft and opens a blank form for the same stock location	No change
Edit	Draft, or issued with nothing converted	Opens the form again	No change
Issue quotation	Draft	Makes it an issued quotation that can be converted	No change
Review changes, then Update quotation	Editing an issued quotation	Shows what changes, asks for a reason, then saves under the same number	No change
Create sales order	Issued, something left to convert	Opens a form where you choose the date, a reference and the quantities. Makes an issued sales order	No change
Create invoice	Issued, something left to convert	Opens a form where you choose the invoice date and quantities. Makes a draft invoice	No change
Copy as new quotation	Any quotation that is not a draft	Starts a new draft with the same customer, items, prices, reference, notes and terms. The date is today and it is valid for 14 days	No change
Cancel remaining	Draft or issued, something left to convert	Asks for a reason, then Confirm cancellation	No change
Print…	Always	Shows the quotation to print	No change
Items & terms and Linked history	Always	Switch between the lines and the list of orders and invoices made from it, with the edit history	No change

Statuses you will see: Draft, Issued, Expired, Fulfilled and Cancelled. Expired means an issued quotation whose Valid until day has passed and which still has something left to convert. Fulfilled means every quantity has been converted. The small v1, v2 beside the title counts how many times the quotation has been saved, issued, edited, cancelled or used for a conversion.

What gets posted

Nothing. A quotation has no debit or credit lines of its own, and it never touches stock, VAT or customer balances.

What each conversion does:

• Create sales order makes a new issued sales order. No stock moves and no entry is posted. See Sales orders.
• Create invoice makes a draft invoice. Nothing is posted and no stock moves until you post that invoice. The entry is the one on the Invoices page.

What is copied

	Sales order made from a quotation	Draft invoice made from a quotation
Customer, stock location	Copied	Copied
Items and quantities	The ones you choose, up to what is left	The ones you choose, up to what is left
Prices and discounts	As quoted	As quoted. You are not asked for a price
Item description	Copied	Copied, if you typed one
Notes and terms	Copied	Not copied
Reference	The one you type on the form. The quotation’s own is not copied	The quotation’s reference, or its number if it has none
Date	The conversion date you choose	The invoice date you choose

A sales order made from a quotation has no expected date. A draft invoice gets a due date of the invoice date plus the customer’s payment terms.

What can still change

• Quantities left. A quotation can be converted in parts. The quantity left on a line is what was quoted, less everything converted.
• The draft invoice. You can lower a quantity or remove an item. Do not change a price, a discount, the customer or the stock location. The invoice would not post.
• Draft invoices. A draft invoice does not use up the quotation. The quantities come off only when you post the invoice. If something else uses up the quantity first, the app refuses to post the draft invoice.
• VAT. The invoice charges the VAT of its own date. It can differ from the estimate on the quotation if your VAT registration changed in between. Creating a sales order does not charge VAT. That happens when you later deliver or invoice.
• After posting. The invoice keeps its items and prices as quoted. You can change only its due date, reference and note. See Invoices.

Where it shows up

Place	What changes
Sales › More › Quotations	The quotation is listed with its status and how many lines are left
The sales order or invoice made from it	It says Source or Made from quotation with a link back. Both appear under Linked history on the quotation
Customer balance, Overview, Day book, VAT return, stock and reports	Nothing. A quotation never appears in them

What the printout shows

Print… opens a preview you can print on A4 or A5 paper.

• Your shop’s details, the title QUOTATION, and the number, date, Valid until and reference.
• A Bill to box with the customer’s name, mobile, address and TRN (when VAT applies and the customer has one).
• The items (a discount column only if a line has a discount), the net total, Estimated VAT, the total and the total in words. No VAT is shown if your company is not VAT registered on the document date.
• Your terms and notes, the line Not a tax invoice., and signature lines Prepared by and Accepted by (customer).

The printout does not show the status or version unless your print layout is set to show them.

What the app blocks

Most checks happen before anything is saved, so a refused action leaves no half-finished records.

Saving and issuing

Situation	What you see
No customer	Select a customer or supplier.
No stock location	Select a stock location.
Date missing or not a date	Enter a valid document date.
No items	Add an item.
More than 50 items	Use up to 50 items.
The same item again	Already on line 1.
Quantity of 0	Quantity must be greater than zero.
Price of 0	Unit cost must be greater than zero.
Discount equal to or above the price	Discount per unit must be less than the price or cost per unit.
Valid until before the document date	Use the document date or a later date.
Document date in the future	Use a date on/after the source date, not in the future, and within quotation validity.
Quantity with too many decimals for the unit	Quantity must match the selected unit precision.
Customer made inactive	The customer or supplier is unavailable. Select an active account from this company.
An item is inactive when you save	Select an active inventory product with an active base unit and tax profile.
The company’s prices-include-VAT setting, an item’s tax profile, VAT rate or unit changed, or an item was made inactive, since the quotation was saved	The agreed tax, unit or supplier-pack basis changed. Revise an unissued draft, or cancel the remaining issued order and create a replacement.
Someone else changed the quotation	This document changed. Reload its current version and remaining quantities before continuing.

Editing an issued quotation

Situation	What you see
Something has already been converted	Quantity already converted to ‹document› cannot be edited. Cancel the remaining quantity instead.
Nothing changed	Change at least one field before updating this issued document.
No reason, or fewer than 3 characters	Enter a reason with at least 3 characters.
An item’s VAT profile changed since you issued it	An item VAT profile changed since issue. Create a replacement document for that item so the tax basis is reviewed.

Cancelling

Situation	What you see
Reason shorter than 3 characters	Enter at least 3 characters.

Create sales order

Situation	What you see
No quantity entered	Choose an item to convert.
More than is left	‹item›: quantity cannot exceed ‹quantity left›.
Decimals the unit does not allow	‹item›: use whole-number quantities.
Expired quotation and the box is not ticked	Tick the box to turn an expired quotation into a sales order.
Date before the quotation date, or in the future	Use a date on/after the source date, not in the future, and within quotation validity.

Create invoice, and posting that invoice

Situation	What you see
Expired quotation and the box is not ticked	This quotation has expired. Confirm that you want to use it anyway.
More than is left	Enter a positive quantity no greater than the remaining quantity, using the source unit precision.
Invoice date before the quotation date	Use a date on/after the source date, not in the future, and within quotation validity.
Posting a date outside the quotation’s dates	Use an invoice date on or after the quotation or order date, and within the quotation’s valid-until date.
Posting after the quotation was cancelled	The quotation or order this invoice was made from has changed or been cancelled. Open it again and create a new invoice from it.
A price, discount or unit changed on the draft	An item’s price, discount or unit differs from the quotation or order. Prices stay as quoted; to change them, update the quotation or order first.
An item added that is not on the quotation	An item on this invoice is not on the quotation or order it was made from. Remove it, or add it to the quotation first.
A quantity above what is left	An item’s quantity is more than what remains on the quotation or order. Lower the quantity.
The customer or stock location changed on the draft	The customer and stock location of an invoice made from a quotation or order must stay as quoted.

Warnings that do not stop you

• Expired. An expired quotation shows: This quotation expired on ‹date›. You can copy it as a new quotation. To turn it into a sales order or an invoice you will be asked to confirm.
• VAT. The quotation shows This is not a tax invoice. It is an estimate only.

Who can do it

Action	Admin	Manager	Cashier
See, create, edit and print	Yes	Yes	No
Issue, cancel remaining, copy	Yes	Yes	No
Create sales order	Yes	Yes	No
Create invoice	Yes	Yes	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. Create invoice needs two rights: converting quotations and creating invoices.

Fixing a mistake

1. Still a draft. Use Edit, then Save draft & review. If you no longer want it, use Cancel remaining and give a reason. A draft keeps its number.
2. Issued, nothing converted. Use Edit. Press Review changes, check the list of changes, pick or type a reason, then press Update quotation. The number stays and the history keeps the before and after.
3. Something already converted. Edit is blocked. Use Cancel remaining for what is left, and Copy as new quotation to start again with the right details. What you already converted stays as it is.
4. The prices-include-VAT setting or an item changed. The app refuses to issue or convert. Edit and save a draft again. Cancel an issued quotation and copy it as a new one.
5. The quotation has expired. Use Copy as new quotation, or convert it anyway and tick the confirmation.
6. An invoice made from it was wrong. Cancel a draft on the Invoices page, or credit a posted one. See Invoices. The quotation does not reopen by itself. Use Copy as new quotation if you need another.