A Quotation is your offer to a customer: items, quantities, prices and VAT. It does not change stock or accounts. When the customer accepts, you create the sales order from it in one click.
Before you start
- The customer exists, or you can make the quotation for a Lead and convert it later.
- The items and their prices exist. See Price lists and item prices.
Steps
- Go to Selling > Quotation and click + Add Quotation.
- Leave Quotation To as Customer and choose the customer in Party Name, for example "Example Distributor PLC".
- Set Valid Till, for example 2026-10-31. After this date the quotation shows as expired.
- In the Items table, choose the Item Code and enter the Quantity. For example: "Corn snack 50 g, cheese", 10 cartons. The Rate fills in from the price list.
- In Taxes and Charges, choose the Sales Taxes and Charges Template "VAT 15%". Your OLY ERP consultant sets this template up during onboarding.
- Check the totals. Example: 10 cartons at 1,000 ETB = 10,000 ETB. VAT 15% = 1,500 ETB. Grand Total = 11,500 ETB.
- Optional: add Terms and Conditions, for example delivery time and payment terms.
- Click Save, then Submit.
- Send it: click Print to see the PDF, or the Email option in the menu to send it to the customer.
When the customer accepts
- Open the submitted quotation.
- Click Create > Sales Order.
- A new sales order opens with the customer, items, prices and taxes copied. Add the Delivery Date, then save and submit.
Good to know
- To change a submitted quotation, click Cancel, then Amend. The new version gets a number like QTN-0001-1.
- If the customer does not accept, open the quotation and click Set as Lost. Enter the reason. This helps you see why offers are lost.
- The quotation does not reserve stock. Stock is only reduced when you deliver.
- Your company may need a manager to approve quotations before they are submitted. Your consultant sets up any approval steps.
Related
Last updated 1 week ago
Was this helpful?