How do I create, approve and print a quotation?

A quotation is the cheapest document in the system: it touches neither stock nor accounts, and simply records what you offered, at what price, and until when.

Steps

1. Open Sales → Sales Quotations and press + Create — image 1.
2. Choose the customer. If they are not on file, press Add Customer and add them without leaving the screen.
3. Set the branch and warehouse.
4. Set the date and a valid until date — what protects your price when costs move a month later.
5. On the lines: pick the product or service and enter the quantity, unit price and tax rate. The system shows available stock beside each line.
6. Press Add Item for each extra line.
7. Add a discount (before tax) if any, and write your notes — delivery and payment terms belong here.
8. Press Save.

How the total is calculated

The formula is printed on the screen: (subtotal before tax − discount) + tax after discount. The discount is applied first and tax is calculated on the net, not the other way round.

Approving and printing

The quotation is saved as a draft, so edit it freely. Once it settles, open it and press Approve to make it approved — image 2. Then Print for a copy on your letterhead to send to the customer.

Notes

• An approved quotation cannot be edited; if the price changes, cancel it and raise a new one so you keep a record of what was offered first.
• A draft can be deleted; an approved one can only be cancelled.
• The valid until date does not block a later conversion, but it is printed on the document and protects you in a discussion.
• Services go on a quotation exactly like products and need no stock.
• A quotation reserves nothing — reservations start with the sales order.
• Once the customer agrees, use Convert to Order or Convert to Invoice rather than re-typing.