Quotations

Quotations holds the quotes you have given your customers and their answers. A quotation starts as a draft. It gets its number when you mark it as sent. Finance does not email it for you.

Who can do this

Owners, admins and members can create, send, answer, delete and convert quotations. Viewers can only look. In the demo workspace nothing can be changed.

Before you start

The customer must be in Customers and suppliers with Customer ticked.

Steps

Give a quotation

1. Open Quotations under Sales in the Finance menu.
2. Click New Quotation.
3. Choose the Customer and set the Quotation date. Valid until starts 30 days after the quotation date. It cannot be before the quotation date.
4. If you quote in another currency, choose the Currency. A customer's Default currency fills it for you. See Foreign currency.
5. Fill in the Lines, with any line Discount or Discount on the whole quotation. A product fills a line at its selling price.
6. Click Save draft, or Save and mark as sent.

Mark as sent gives the quotation its number. After that it can no longer be edited or deleted. Only the customer's answer is recorded.

Record the customer's answer

From the row menu of a sent quotation:

• Mark accepted. You can do this even after its valid-until date; it then shows Expired until answered.
• Mark declined. Use this too for a quotation that is no longer wanted: a quotation cannot be voided.

The answer can be changed until an invoice is made from the quotation.

Make an invoice

1. On an accepted quotation, choose Make invoice.
2. Confirm with Make invoice. A draft invoice is made with the same customer, notes and lines, dated today. Line discounts and the whole-quotation discount carry over too.
3. Check it and post it on Invoices. The quotation's Invoice column shows it.

A quotation in another currency becomes an invoice in that currency, at Bank Negara Malaysia's selling rate for the new invoice's date. The note says "Invoice drafted in … at Bank Negara Malaysia's selling rate of …", or, when Bank Negara has no rate, "Invoice drafted in …. Enter its exchange rate before posting."

Common problems

• "A quotation needs at least one line with an amount."
• "Only an accepted quotation can be made into an invoice."
• "This quotation already has an invoice. Void that invoice, or delete it if it is a draft, first."
• "Enter the exchange rate before marking it as sent."
• "That cannot be done to this quotation as it now stands. …" It was sent, accepted or declined since the page was loaded.

Related

• Invoices
• Products and services