# Sale Quotation
A Sale Quotation records pricing and terms offered to a customer before you confirm a sale. Use it to track proposals, compare options, and convert approved quotations into sale orders, sale invoices, or pro forma invoices.
Overview & List View
The Sale Quotations list shows all quotations with customer, date, amount, and status. Use quick filters to view Approved, Draft, Cancelled, Closed, or Multi Level Approval quotations. From the list you can create new quotations, open existing ones, edit drafts, or delete draft quotations.
List View
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| View | All statuses |
Quick Start — Create a Sale Quotation
1. Navigate
Go to Sales → Sale Quotation from the left menu.
2. Create new quotation
Click New to open the quotation entry screen. You can also create a quotation from an approved Opportunity using Create Sale Quotation. Creating the quotation typically closes that opportunity.
3. Fill in details
- Select Form Type and enter the Quotation Number.
- Choose the Customer and add item lines with Qty, Unit, and Rate.
- Review totals, taxes, and discounts. Add Notes or Internal Notes if needed.
4. Save
- save — keeps the quotation as a Draft.
- Save And Approve — approves the quotation in one step.
- Cancel — closes the form without saving.
| **Field** | **Description** |
|-----------|-----------------|
| Date * | Date of the quotation. |
| Form Type | Sale type that controls numbering, tax rules, and print layout. |
| Quotation Number * | Unique quotation reference. Auto-generated when numbering is configured on the sale type. |
| Customer * | Customer receiving the quotation. |
| Customer Billing Address | Auto-filled from the customer. Read-only. |
| Shipping Address | Delivery address for the quotation. |
| Contact person | Customer contact. Enabled after a customer is selected. Only active contacts are listed. See Customers — Contacts. |
| Reference Name | Optional reference label. Shown when Show Reference Name & Phone field is enabled in Sale Settings. |
| Reference Phone | Phone linked to the reference name. |
| Notify Party | Third-party notify party. Shown when Show Notify Party field is enabled. |
| Notify Party Address | Address for the notify party. |
| Employee | Sales employee responsible for this quotation. |
| Prepared By | Employee who prepared the document. Shown when Show Prepared by field is enabled. |
| Payment Term | Customer payment terms. |
| Delivery Term | Delivery terms text. Shown when Show Delivery Terms is enabled. |
| Branch | Branch for the transaction. Shown when multi-branch is enabled. |
| Brand | Brand for brand-wise profit tracking. |
| Billing center * | Billing center for the transaction. |
| Project | Optional project link. |
| Project Task | Task within the selected project. |
| Valid Until | Quotation validity date. |
| Currency / Currency Exchange Rate | Shown when multi-currency is enabled. |
| Notes | Remarks printed on the quotation. |
| Internal Notes | Internal remarks not shown on print. |
> Many optional header and line fields are controlled by Sale Settings.
Item Lines — ITEMS
| **Column** | **Description** |
|------------|-----------------|
| Sl.No | Line serial number. |
| Item | Item being quoted. Required. |
| Item code, Variant, Description, HSN, MRP, Brand | Optional columns enabled in Sale Settings. |
| Remarks | Line remarks for the quotation. Shown when Remarks in Sale Quotation is enabled in Sale Settings. On print, can appear as its own column or under the item name when Remarks (Sale Quotation) is selected in Print Settings → Bill Fields → Select fields to show in item name column. |
| Qty | Quantity quoted. Zero quantity is allowed when Enable zero quantity in Sale Quotation is on. |
| Unit | Unit of measure. Required. |
| Rate | Price per unit. Required. |
| Amount, Trade Discount, discounts, Taxable Amount, Taxes, Tax Amount, Total | Calculated based on tax and discount settings. |
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Finalizes the quotation. Credit limit may be checked. | Draft |
| Edit | Opens the quotation for editing. | Draft, For Revisal |
| Delete | Permanently removes the quotation. | Draft, For Revisal |
| Clone | Creates a copy of the quotation. | All (if permitted) |
| Print | Prints the quotation. | All |
| Export | Exports the quotation to Excel. | All |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Create Order | Opens a new Sale Order pre-filled from this quotation. | Approved, Open |
| Create Invoice | Opens a new Sale Invoice pre-filled from this quotation. | Approved, Open |
| Create Pro Forma Invoice | Opens a new Pro Forma Invoice from this quotation. | Approved |
| Payment In | Opens a new Receipt Voucher as Other Incomes / Custom, pre-filled from this quotation (customer, amount, and quotation reference). Shown only when the quotation has a customer (not lead-only). Use this to collect an advance before the final sale invoice. | Approved |
| Revise Quotation | Creates a revised quotation from an approved one. | Approved |
| Cancel | Cancels the quotation. | Approved |
| WorkFlow Request | Starts a company process linked to this quotation. Does not approve the quotation. See WorkFlow Request. | Approved, Closed |
| Mark As Closed | Manually closes the quotation. | Approved |
| Undo Close | Reverts a manual close. | Closed (only when manually closed) |
| Mark Lost | Marks the quotation as not selected. | Approved |
| Add/Update Note | Adds or edits an internal note. | All |
| Master Update | Updates selected header fields. See Master Update. | Approved, Closed |
| Update Secondary Status | Updates a custom secondary status. | Approved, Closed, Lost, Won, Open |
| Get PDF | Downloads a PDF copy. | All except Draft |
| Export Items | Exports item lines to Excel. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. |
| For Revisal | Sent back for changes. Treated like Draft for edit and delete. |
| Approved | Finalized. Can be converted to order, invoice, or pro forma. |
| Open | Active quotation not yet fully processed. |
| Closed | Quotation is closed — typically after conversion or manual close. |
| Cancelled | Quotation has been cancelled. |
| Lost | Customer did not select this quotation. |
| Multi Level Approval | Awaiting multi-level approval workflow. |
Posting note: Sale Quotations do not post to accounts or inventory. Credit limit may be checked on approve when configured.
Master Update
Master Update lets you change selected header fields on an approved or closed quotation without editing item lines. Open the three-dot menu and select Master Update.
| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Date * | Yes | Cannot be set before the accounts closing date. |
| Payment Term | Yes | |
| Delivery Term | Yes | Shown when delivery terms are enabled in Sale Settings. |
| Valid Until | Yes | Quotation validity date. |
| Employee In charge | Yes | |
| Prepared By | Yes | Shown when prepared-by is enabled in Sale Settings. |
| Branch | Yes | When multi-branch is enabled. |
| Brand | Yes | When brand-wise tracking is enabled. |
| Project | Yes | |
| Customer, centers, item lines, totals | No | Edit the full quotation (Draft / For Revisal) or cancel and revise. |
Click Confirm to save or Cancel to close without saving.
View Tabs & Side Panels
When you open a sale quotation in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Linked documents created from this quotation — sale orders, sale invoices, pro forma invoices, advance Receipt Vouchers created with Payment In, and related follow-up transactions. See Sale Transaction Summary. |
| Customer Info. | Quick customer stats: recent sales, outstanding balance, and activity for the customer on this quotation. See Customer Summary. |
| Profit Summary | Estimated profit on this quotation (sale value vs estimated cost). Requires profit report access. See Bill Wise Profit Report. |
Bottom panel (all transactions)
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the quotation and when. |
| Attachments | Files uploaded to this quotation. |
| Secondary Status | Custom secondary status history and updates, when secondary status is configured. |
Best Practices
- Use Mark Lost when the customer chooses another offer to keep the pipeline accurate.
- Approve before Create Order or Create Invoice so rates and items carry forward automatically.
- Use Payment In to collect customer advances against an approved quotation; when you later approve a sale invoice from this quotation, those receipts are linked to the invoice automatically.
- Check credit limit settings if quotations are included in credit checks for your company.
- Configure Sale Types for correct numbering and tax rules before creating quotations.
FAQ
Can I bill directly from a quotation?
Yes. Use Create Invoice on an Approved or Open quotation.
How do I collect an advance against a quotation?
On an approved quotation that has a customer, open the more menu (⋮) and select Payment In. This creates an Other Incomes / Custom receipt voucher linked to the quotation. When you later approve a sale invoice created from this quotation, matching receipts are linked to that invoice automatically. You can also use Link with Bill on the receipt for any remaining amount.
What is Revise Quotation vs Mark Lost?
Revise Quotation creates a new version while keeping history. Mark Lost records that the customer did not proceed with this quotation.
Does approving a quotation post to accounts?
No. Only Sale Invoice, Credit Note, Advance Tax Invoice, and receipt vouchers (including Payment In advances) post to accounts.
Why is Profit Summary not visible?
You need access to profit reports. The tab appears only when your role includes profit report access.
Is credit limit checked on quotation approve?
Yes, when sale quotation is included in Credit Limit Setting. Useful for blocking quotes that would exceed customer credit.
What happens when I create a sale order from a quotation?
The quotation is typically closed or marked won. Quantities and rates carry to the new sale order.
Can I convert a lost quotation back to active?
Revise or clone the quotation to create a new version. Mark Lost records the customer did not proceed — use for pipeline reporting.
Does quotation approval reserve stock?
No. Stock moves on delivery note or direct sale invoice approve. Use a sale order after the quote is won for reservation and fulfilment.
How do I show line remarks under the item name on print?
Enable Remarks in Sale Quotation in Sale Settings, then in Print Settings → Bill Fields select Remarks (Sale Quotation) under Select fields to show in item name column. Remarks print under the item name and the separate Remarks column is hidden.