Add a quotation
Offer a customer a price. Pick the customer, add the items and click Add. Tax and totals are worked out for you, and the quotation number is given for you.
Quick add
- Go to Sales › Quotation and add a new quotation.
- Pick the customer. Their billing address, payment terms and sales person fill in.
- Check the Shipping Address, then set the Quote Expiry Date.
- Add each item, qty and unit rate on the Items tab.
- Click Add.
Done. You land on the Quotation list with the new quotation open in the preview, with status Sent.
Full guide
Every part of the form, top to bottom. Open Fields in a section for the detail. A field marked with a red star on the form is required.
Customer and addresses
Choose who you are quoting. Only active customers are listed. Under the customer, pick a billing and a shipping address; the tax number and tax treatment of the customer show beside them.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Customer Name | Yes | Type to search, then pick. |
| Billing Address | Yes | The customer's billing address. Choose Add billing address in the list to add one. |
| Shipping Address | Yes | Where the goods would go. Choose Add shipping address in the list to add one. |
| GST Number (India) / VAT TRN (UAE) / VAT Number (United Kingdom) | Read only | Shown under the billing address, taken from the customer. |
Quotation details
The number, dates, payment terms and your own reference. The date shown is today, and the expiry date is how long the price holds.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Quote ID | Yes | Shows the next number. When automatic numbering is on, click the pencil beside it to type your own instead. Numbers are kept in capitals. |
| Quote Date | Yes | Today by default. |
| Quote Expiry Date | Yes | The last day the price holds. It must be after the Quote Date. |
| Payment Terms | No | Taken from the customer. Choose Custom to enter your own number of days. |
| Custom Reference | No | Your own tracking number, or the customer's enquiry or RFQ number. |
| Approval Status | No | Appears only when you edit a quotation that is waiting for your approval, when approvals are switched on for your business. |
Line items
Add what you are quoting on the Items tab. Totals update as you type. Click the plus below the table for another line. Only active items can be quoted, and the same item cannot be added twice.
Fields in this section
| Column | Required | What to enter |
|---|---|---|
| Item Details | Yes | Search by name or code. |
| Qty | Yes | How many you are quoting. |
| Unit Rate | Yes | From the item, or the price agreed for this customer if you have set up pricing. You can change it. |
| Discount(%) | No | Per line, from 0 to 100. There is no quotation-level discount. |
| GST Rate (India) / Tax Rate (UAE, United Kingdom) | Yes | Pick the rate for the line. |
| Tax Amount, Amount | Calculated | Worked out for you. |
Above the table, Unit Is shows Tax Exclusive: the rates you enter are before tax. If your business trades in more than one currency, a Currency picker appears; for any currency other than your own, enter the Conversion Rate (1 unit of that currency in your own currency) and click the save icon beside it. The rate only counts after you save it, and the quotation cannot be added without it. See documents in another currency.
Totals
Check the totals before you save. They show Sub Total, the discount, Taxable Amount, the tax and Total Amount.
Tax is split into CGST and SGST, or IGST when the customer is in another state.
VAT shows as one tax line.
Terms and conditions
Terms and Conditions start from your standard text and can be edited on each quotation. They print on the quotation.
Attachments and sales person
View Attachments opens the attachment box, for a spec sheet or drawing to go with the quotation. Your business may require certain documents before a quotation can be saved. Sales Person is filled from the customer's assigned person and can be changed.
Save, Add or Cancel
Add creates the quotation with status Sent. Save keeps it as a draft you can finish later; it shows only on a new or draft quotation. Cancel leaves without saving. When you edit an existing quotation, Update keeps its current status (for example Approved or Rejected). The exceptions are a Draft, a quotation waiting for approval, and one an approver rejected: Update sends these. After Add you see "Quotation has been added successfully." and land on the quotation in the list.
Adding does not email the customer. To send it, use Send Email to Customer from the list.
Scenarios
For bulk import steps, see Bulk import.
Problems and fixes
The customer is not in the list
Only active customers show. Check the customer's status, or that you are in the right business unit.
"... is not active" when I click Add
The customer was made inactive after you picked them. Make the customer active again, or pick another.
A message says an item is not active
An item on the quote has been made inactive. Remove it or make the item active.
Expiry date errors
The Quote Expiry Date must be after the Quote Date. Move the expiry date later.
A message asks for a valid conversion rate
You picked a currency other than your own. Enter its conversion rate and click the save icon beside it before you click Add.
The same quote number is refused
Another quotation already uses it. Change the Quote ID, or let the next number fill in.