Quotations
Overview
The Quotations module is used to create and manage quotations for sales and purchase transactions. It allows users to prepare a quotation by selecting a customer or supplier, adding the required items, specifying quantities, and reviewing the applicable prices, taxes, and total amount.
Quotations created in this module can be viewed, printed, or deleted from the quotation list.
The module supports two quotation types:
Sales – Used to prepare quotations for customers.
Purchase – Used to prepare quotations involving suppliers.
Interface Overview
The Quotations page displays all existing quotation records in a list.
The list includes the following information:
Quotation Code – Unique code assigned to the quotation.
Customer or Supplier – Name and code of the customer or supplier associated with the quotation.
Quotation Type – Indicates whether the quotation is for Sales or Purchase.
Created At – Date and time when the quotation was created.
Action Menu (⋮) – Provides actions for the selected quotation.
Common controls available on the page include:
Search – Search quotations using the quotation code.
Filter – Filter quotations based on specific criteria.
Refresh – Reload the latest quotation records.
Create New – Create a new quotation.
Action Menu (⋮) – View, print, or delete an existing quotation.
Pagination – Navigate through multiple pages of quotation records.
Viewing a Quotation
Existing quotations can be opened from the quotation list to view their complete details.
To view a quotation:
Open the Quotations module.
Locate the required quotation.
Click the ⋮ menu.
Select View.
The detailed view provides the complete information associated with the quotation, including the quotation type, customer or supplier, selected items, quantities, pricing, taxes, and total amount.
The default quotation list displays only the key details, while the View option can be used when the complete quotation information is required.
Search and Filtering Quotations
You can search for specific quotations using their quotation IDs/codes. The Filter option can be used to narrow down the quotation records displayed in the list.
Available filter criteria include:
Supplier
Customer
Transaction Type
Created Before
Created After
These filters can be used individually or together to locate specific quotations.
Creating a Quotation
To create a new quotation:
Open the Quotations module.
Click Create New.
Select the Quotation Type (Sales or Purchase).
Select the required Customer or Supplier.
Click the + button to add items.
Select the required items.
Enter or adjust the required Quantity for each item.
Review the unit price, tax, and total for each item.
Remove any unwanted items, if required.
Review the Grand Total (taxes included).
Click Save.
The quotation is saved and added to the quotation list.
Quotation Type
When creating a quotation, the user must first select the type of transaction.
Field | Description |
|---|---|
Sales | Creates a quotation intended for a customer. |
Purchase | Creates a quotation associated with a supplier. |
The selected quotation type determines whether the quotation is created as a sales or purchase quotation. Based on that you can choose the respective Customer or Supplier
Adding Items
Items can be added to the quotation using the + button.
After clicking +, the required items can be selected and added to the quotation.
Each added item is displayed with relevant information such as:
Field | Description |
|---|---|
Item Name | Name and code of the selected item. |
Purchase Code | Purchase code associated with the item. |
Description | Description of the item, where available. |
Brand | Brand associated with the item. |
Quantity | Quantity included in the quotation. |
Unit Price | Price of one unit of the item. |
Total | Total amount calculated for the selected quantity, including applicable tax. |
Printing a Quotation
A quotation can be printed directly from its action menu.
To print a quotation:
Open the Quotations module.
Locate the required quotation.
Click the ⋮ menu.
Select Print Quotation.
The system uses the configured Printer Template to generate the quotation for printing.
Note: A valid Printer Template must be configured in App Settings before using the Print Quotation option. If a valid template is not available, an errors may occur.
Deleting a Quotation
To delete an existing quotation:
Open the Quotations module.
Locate the quotation.
Click the ⋮ menu.
Select Delete.
Confirm the deletion.
The selected quotation is removed from the quotation records.
Note: Deletion of records may be subject to system restrictions where the quotation is referenced by other records or transactions.
Production Notes
Quotations support both Sales and Purchase transactions.
A Sales quotation is associated with a customer, while a Purchase quotation is associated with a supplier.
Items can be added or removed individually before saving the quotation.
Item quantities can be adjusted after adding them to the quotation.
Applicable taxes and item totals are reflected in the quotation total.
The Grand Total is calculated based on the items and quantities included in the quotation.
A valid Printer Template must be configured through App Settings before printing quotations.
Sales and Purchase can be done individually also using the respective modules such as POS or Purchase modules. Quotations module serves as a quick method to do the same more faster.