How to View Quotation
Overview
The quotation view provides multiple ways to access and review quotation details - from the list view with key information to expanded rows showing line items, and formatted PDF preview for customer sharing.
Prerequisites
- Access to Sales > Quotation module
- User role with "View Quotation" permission
Quotation List View
Step 1: Navigate to Quotation List
Go to Sales from sidebar, then click Quotation.
System displays all quotations in tabular format with key columns visible.
Understanding List Columns
| Column | What It Shows | Sortable |
|---|---|---|
| Quote# | Unique quotation reference number | Yes |
| Quote Date | Date when quotation was created | Yes |
| Expiry Date | Last date quotation remains valid | Yes |
| Customer Name | Customer to whom quotation is sent | Yes |
| Reference | Customer inquiry or RFQ reference | No |
| Payment Terms | Agreed payment conditions | No |
| GST Number | Customer's GSTIN | No |
| Status | Current quotation state (Sent, Draft, etc.) | Yes |
| Action | Quick action buttons | No |
Using Search Function
Search Bar Features
Located at top of quotation list, allows searching across:
- Quotation number
- Customer name
- Reference number
- GST number
How to Search:
- Click in "Search in Quotation" field
- Type search term (minimum 2 characters)
- Results filter automatically as you type
- Clear search to see all quotations again
Quick Actions in List View
Each quotation row has action buttons on the right:
View/Preview 👁️
Opens formatted quotation in preview mode
Edit ✏️
Opens quotation in edit mode
Send
Marks quotation as sent to customer
Expanded Row View
Step 2: Expand Quotation Row
Click the arrow icon (▶) at the start of any quotation row to expand details.
What Expanded View Shows
Two Tabs Available:
- Items - Line item details with quantities and prices
- Documents - Attached files (if any)
Items Tab displays table with:
- Item Details (name and description)
- Qty (Quantity ordered)
- Unit Price (price per unit)
- Discount(%) (if applicable)
- Tax Rate (GST percentage)
- Tax Amount (calculated GST)
- Amount (line total including tax)
Key Benefits:
- Quick view without opening full quotation
- Check item details and pricing at a glance
- Verify tax calculations
- See total quotation value breakdown
PDF Preview Mode
Step 3: Open Quotation Preview
Click the View/Preview icon (👁️) in action column or click anywhere on quotation row.
System opens quotation in professional PDF format on right side panel.
Understanding PDF Preview
PDF Preview Components
Header Section:
- Company logo and details (left side)
- "Quotation" title with quotation number
- Customer details with GST number (right side)
Bill To / Ship To:
- Billing address (left column)
- Shipping address (right column)
- Customer GSTIN with registration type
Quotation Details:
- Quote Date
- Expiry Date
- Reference number
- Payment Terms
Item Table:
- Serial number (#)
- Item & Description
- HSN/SAC Code
- Qty (Quantity)
- Rate (Unit Price)
- Discount percentage
- IGST/CGST/SGST rates
- Tax Amount
- Total Amount per line
Footer Section:
- Sub Total, IGST/CGST/SGST breakup
- Total quotation amount in bold
- Terms & Conditions
- Authorized Signature with company seal
PDF Preview Actions
Top right corner of preview panel has action buttons:
| Button | Function | When to Use |
|---|---|---|
| Edit | Opens quotation in edit mode | Need to modify details before sending |
| Opens browser print dialog | Physical copy needed for records | |
| Close (×) | Closes preview panel | Return to quotation list |
Filtering and Sorting
Step 4: Use Filters to Find Quotations
Column Sorting
Click column headers to sort:
- First click - Ascending order (A-Z, 0-9, oldest first)
- Second click - Descending order (Z-A, 9-0, newest first)
- Third click - Remove sorting
Status Filter
Status badge shows color-coded states:
- Blue (Sent) - Quotation sent to customer
- Gray (Draft) - Not yet finalized
- Green (Accepted) - Customer confirmed
- Red (Expired) - Past expiry date
Pagination
Step 5: Navigate Through Pages
Bottom of quotation list shows pagination controls.
Pagination Features
- Page indicator - Shows current page number (circled)
- Go to page - Dropdown to jump to specific page
- Page count - Displays total pages based on records
Navigation:
- Click page numbers to jump to that page
- Use "Go to page" dropdown for quick navigation to specific page
View Modes Summary
| View Mode | Best For | Shows |
|---|---|---|
| List View | Quick scanning of all quotations | Key fields in columns, status, actions |
| Expanded Row | Checking line items without opening | Item details, quantities, pricing table |
| PDF Preview | Final review before sending customer | Complete formatted quotation document |
Common Tasks
Finding Specific Quotation
By Quotation Number:
- Use search bar
- Type quotation number (e.g., QN-1000)
- Result appears instantly
By Customer:
- Use search bar
- Type customer name
- All quotations for that customer appear
By Date Range:
- Click Quote Date column header to sort
- Scan chronologically
- Or use date filters if available
Checking Quotation Status
Visual Status Indicators:
Reviewing Before Sending
Checklist:
- Customer details and addresses correct
- All items and quantities accurate
- Pricing and discounts as negotiated
- Tax calculations showing correctly (CGST+SGST or IGST)
- Expiry date is appropriate
- Payment terms match customer agreement
- Terms & conditions complete and accurate
- Company logo and signature appearing correctly
Verification
After viewing quotation:
- All customer information is accurate
- Item quantities and prices match discussions
- Tax calculations are correct based on customer location
- Expiry date allows reasonable time for customer decision
- Terms & conditions are complete
- Reference field has customer inquiry number (if applicable)
Common Issues & Solutions
Issue 1: Quotation not appearing in list
Solution: Check if filters or search terms are active. Clear all filters and search to see complete list. Verify user has permission to view quotations from specific business units.
Issue 2: Cannot open PDF preview
Solution: Ensure browser pop-ups are not blocked. Check if quotation has required data (customer, items). Try refreshing the page and opening again.
Issue 3: Wrong tax displayed in preview
Solution: Verify customer's GST state matches their GSTIN. Check item HSN codes have correct GST rates configured. CGST+SGST for same state, IGST for different states.
Issue 4: Items not showing in expanded view
Solution: Refresh the page. If items still don't appear, quotation may be corrupted. Contact support with quotation number for investigation.
Related Functionalities
- How to Add Quotation - Create new quotations
- Customer Management - View customer details
- Sales Reports - Analyze quotation performance
Quick Tips
Best Practices
- Use expanded row view for quick item verification without opening full preview
- Sort by expiry date to prioritize follow-ups on quotations nearing expiry
- Use search function to quickly locate quotations during customer calls
- Review PDF preview before marking quotation as "Sent" to ensure professional appearance
- Check status regularly to track which quotations need follow-up
- Use reference field consistently to enable quick searching by customer inquiry number
Understanding Quotation Cards (Left Panel)
When quotation list is visible on left while preview is open on right:
Quotation Card Components
Each card shows:
- Customer name (top)
- Quotation number with date
- Expiry date with format
- Total amount (large, prominent)
- Status badge (color-coded)
Quick Navigation:
- Click any card to switch preview to that quotation
- Cards remain visible for quick comparison
- Useful when reviewing multiple quotations for same customer
Keyboard Shortcuts
| Action | Shortcut | When Available |
|---|---|---|
| Open search | Ctrl + F | List view |
| Close preview | Esc | Preview mode |
| Print preview | Ctrl + P | Preview mode |
| Navigate pages | ← → | Multi-page quotations |
Mobile View Considerations
When accessing on mobile devices:
- List view stacks columns vertically for readability
- Swipe left on rows to reveal action buttons
- Tap row to expand item details
- Preview opens in full screen mode
- Use pinch-to-zoom on PDF preview for better readability
Need help? Contact support at support@bizconnekt.com