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Overview

What it does:
  • Allows you to create detailed price quotes for customers, including items, quantities, discounts, and validity dates
  • Enables emailing formatted PDF quotations directly to prospects
  • Tracks quotation status (Draft, Submitted, Accepted, Rejected) and converts accepted quotes into sales orders
Prerequisites
  • Items or services exist under Stock > Item > Item List
  • Customers are defined under Selling > Customer
  • Email settings are configured for sending quotations

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1.0 Open the Quotation Form

  1. Navigate to Selling > Quotation > New Quotation.
  2. A blank Quotation form appears with header fields and an empty Items table.

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1.2 Populate Header Details

  • Customer: Select an existing customer or prospect.
  • Quotation Date: Defaults to today; modify if needed.
  • Valid Until: Enter the last date the quoted prices are effective.
  • Company: Choose your legal entity (e.g., Charisma Industrial).
  • Currency: Defaults to the customer’s currency; change if required.
  • Sales Partner (optional): Select if tracking commission.
  • Remarks (optional): Add any special notes or terms.

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1.3 Add Line Items

  1. In the Items table, click Add Row.
  2. For each line:
    • Item Code / Description: Start typing or scan barcode.
    • Qty: Enter the quantity being quoted.
    • UOM: Unit of measure (e.g., Nos, Kgs, Hours).
    • Rate: Unit price (defaults from Item master).
    • Discount (%): If offering any discount on that line.
    • Amount: Auto-calculated as (Qty × Rate) – Discount.
  3. Repeat until all items are listed.
  4. If you need an overall discount or tax, expand Taxes and Charges and click Get from Customer (or select a template).

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1.4 Save and Submit Quotation

  1. Click Save to draft the quotation—this assigns it a unique Quotation Number (e.g., QUO-2025-0001).
  2. Review totals, discounts, and expiry date.
  3. Click Submit to lock the quotation and change its status to Submitted.

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1.5 Email the Quotation PDF

  1. From the Quotation header, click Email.
  2. The email composer opens with a pre-formatted template and attached PDF.
  3. Verify recipient address, add a personalized message, then click Send.
  4. Quotation status updates to Sent and logs the email in Communication Log.
Customize your email template under Selling > Email Settings > Quotation for consistent branding.

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1.6 Track and Update Quotation Status

  1. Open Selling > Quotation > Quotation List to view all quotations.
  2. Check the Status column for each quote (Draft, Submitted, Sent, Accepted, Rejected).
  3. To accept a quotation (after customer confirmation), open the record and click Actions > Submit > Accept.
    • Status changes to Accepted
    • You can then click Create > Sales Order to convert it directly.
  4. To reject or withdraw, click Actions > Reject or Cancel—logging the reason in Comments.