Quotation
A Quotation is a formal estimate of price shared with a customer or lead before confirming a sale.
It is also known as a Proposal, Estimate, or Pro Forma Invoice depending on business context.
SUMMARY
A Quotation defines what you are selling, at what price, and under what conditions before the customer confirms the order. It is the first formal step in the sales cycle.
1. Where to Access Quotation
Go to:
Home > Selling > Sales > Quotation
2. What a Quotation Contains
A quotation includes important sales information such as:
– Customer / Lead details
– Items and quantities
– Rates and pricing rules
– Taxes and charges
– Shipping and delivery terms
– Validity period
– Additional conditions
3. Prerequisites
Before creating a quotation, ensure:
– Customer or Lead is created
– Items are available in Item Master
4. How to Create a Quotation
- Go to Quotation list and click New.
- Select Quotation To (Customer or Lead).
- Enter customer/lead details.
- Set Valid Till Date.
- Select Order Type (Sales / Maintenance / Shopping Cart).
- Add items and quantities (rates auto-fetched).
- Add taxes and charges if required.
- Click Save.
5. Key Sections in Quotation
5.1 Address & Contact
– Billing Address → Customer Address
– Shipping Address → Delivery Location
– Contact Person → Communication reference
– Territory → Customer region
5.2 Currency & Price List
You can configure:
– Currency of transaction
– Price List for item rates
– Option to ignore pricing rules if required
5.3 Items Table
Each item includes:
– Auto-fetched item details and price
– Quantity and rate
– Discount and margin
– Warehouse and stock info
5.4 Alternative Items
You can mark items as Is Alternative to offer options.
5.5 Taxes & Charges
You can:
– Apply Tax Templates
– Add manual taxes
– View tax breakup
5.6 Additional Discount
You can apply global discounts:
– Before tax (Net Total)
– After tax (Grand Total)
– Percentage or fixed amount
5.7 Payment Terms
Supports split payments like:
– Advance payment
– Partial payment
– Final payment
5.8 Terms & Conditions
Used to define:
– Payment rules
– Delivery conditions
– Warranty terms
– Legal agreements
5.9 Print Settings
– Use company letterhead
– Set print headings (Proposal / Proforma Invoice)
– Group similar items
6. Submitting Quotation
A Quotation is a submittable document.
Once submitted:
– It becomes permanent
– Cannot be edited freely
– Can be converted into Sales Order
– Can be marked as Lost if deal fails
7. Alternative Selection Flow
If alternatives exist:
– System asks user to select items
– Only selected items move to Sales Order
– Non-selected items are ignored
SUMMARY
Quotation is the first formal sales document that defines pricing, items, and conditions before order confirmation. It acts as the foundation of the entire sales process in ERPNext.
