Help / Sales

Create quotations and sales orders

Quote a customer, confirm the order and convert either one into an invoice.

A quotation is a price offer. A sales order confirms what the customer has agreed to buy. Neither one books anything in your accounts or moves stock, so you can create, edit and delete them freely until you convert them.

Create a quotation or sales order

1. Open Quotations or Sales Orders under Sales and click New Quotation or New Sales Order.
2. Under Document Details, choose the Customer, check the document date and, if you want, set a Due Date (optional). If your company has branches you can also pick the Branch; leave it on Default otherwise.
3. Under Line Items, add each line. Pick an Item to fill the description, unit price and tax from the item, or leave Custom and type your own Description and Unit Price. Set the Qty and an optional Disc %. The Tax column offers your tax categories: it says From item for a catalogue item and No tax for a custom line until you pick one. Use Add Line for more lines and the bin icon to remove one.
4. Check the totals at the bottom-right. Subtotal (before tax) updates instantly; Tax and Total come from the server a moment after you stop typing.
5. Add Notes and Terms if needed, then click Save Quotation or Save Sales Order.

The document is saved as a Draft with its next number (QUO-... or SO-...). You must choose a customer and have at least one line with a description and a quantity above zero, or you will see "Please select a customer." or "Add at least one line item."

Edit or delete a draft

Open the document from the list. While it is a draft you can click Edit (the branch cannot be changed) or Delete. Use Print to get a printable copy; see Print or save as PDF.

Convert to the next document

On a draft Quotation:

• Convert to Sales Order creates a sales order.
• Convert to Invoice creates a draft invoice.

On a draft Sales Order, Convert to Invoice creates a draft invoice.

Conversion copies the customer, lines, tax, notes, terms and due date to a new draft dated today, and opens it. The original is marked Converted and stays in its list, and the new document shows "Converted from #..." next to its status. Review the new draft, then continue with Create and post an invoice.

Good to know

• A converted document cannot be converted again.
• There is no "accepted" or "sent" status for quotations. They stay drafts until converted or deleted.
• Tax is recalculated from the tax categories each time you save a draft. See How tax is calculated.
• Converting needs permission to create in Sales.