Sales Quotes

The Sales Quotes module allows sales representatives to prepare formal price proposals, inspect live warehouse stock availability, and issue branded PDF quotations.

Sales Quotes are implemented directly as filtered views of Sales Orders in the Draft or Quoted state.

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Quote Lifecycle & Business Logic

stateDiagram-v2
    [*] --> Draft : Create Quote (Draft Order)
    Draft --> Quoted : Issue Quote (Lock Terms)
    Draft --> Cancelled : Discard

    Quoted --> Confirmed : Customer Approves (Commit Stock)
    Quoted --> Draft : Revise Commercial Terms
    Quoted --> Cancelled : Customer Rejects

1. Underlying Architecture & Commercial Locking

• Single Entity Pipeline: A quote is a Sales Order in Draft or Quoted state. There is no duplicate record creation when converting to an order.
• Pricing Freeze: Moving to Quoted locks the price scale, line discount percentages, exchange rates, and tax categories to preserve the exact commercial agreement offered to the client.
• Revision Workflow: To modify quantities or pricing on a locked quote, click Revise Quote to return the record to Draft.

2. Stock Allocation vs. Availability Visibility

• Draft & Quoted Visibility: The quote screen displays live On Hand (OH) and Available (Avail) stock across all storage bins, but does not reserve physical stock.
• Stock Commitment at Confirmation: Physical inventory is strictly committed when an operator clicks Confirm Order (transitioning the record to Confirmed).
• Inventory Gap Resolution: If available stock is insufficient at the moment of confirmation:
  • Generate Backorders: Automatically creates demand entries in Purchasing pegged directly to the order.
  • Acknowledge Discrepancy: Confirms the order to allocate available stock immediately and manage shortages manually.

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Step-by-Step Workflows

1. Creating and Sending a Quotation

1. Go to Sales → Sales Quotes (/sales-quotes).
2. Click New Quote (creates a new order in Draft).
3. Select the Customer. Price scale, currency, and addresses fill automatically.
4. Add line items, quantities, unit prices, and discounts.
5. Click Save as Draft.
6. Click Issue Quote to lock terms, then click PDF or Email to transmit the quote to the customer.

2. Converting an Accepted Quote

1. Open the accepted quote from /sales-quotes.
2. Click Confirm Order.
3. The system performs real-time credit checks and stock reservation, transitioning the document into a live confirmed Sales Order for fulfillment.

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Field Reference

Field	Description
Customer	Customer account receiving the quotation.
Quote Number	Unique quote identifier (matches Sales Order number).
Currency	Transaction currency for all quoted prices and totals.
Price Scale	Default pricing scale (1–4) used for product list prices.
Total Amount	Grand total including calculated taxes.