Find, Share, Update and Convert a Quotation

Find the Right Quote

1. Open Home -> Quotes.
2. Use Status to show All, Open, Accepted, Declined, Converted or Cancelled records.
3. Match the quote number and customer before using an action.
4. Check the date, Valid Till, quantity, total and status.
5. Open the row and inspect the full customer document in the right-hand pane.

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Change the Quote Status

Use status actions to record the customer's decision. Draft and Sent are open working states; Accepted authorizes conversion; Declined and Cancelled explain why no sale followed; Converted links the offer to a completed sale.

• Use Mark accepted only after the customer approves the offer.
• Use Mark declined when the customer rejects it, preserving the commercial history.
• Use Cancel quote when the business withdraws the offer or it should no longer be acted on.
• Permanent Delete cannot be undone and should be reserved for duplicate or invalid records under manager policy.
• Do not delete a valid declined or cancelled quote merely to tidy the list.

Convert an Accepted Quote to a Sale

1. Open the accepted or otherwise convertible quote and review the customer, items, quantity, price, discount, charges and validity.
2. Select Convert to sale.
3. When the quote is still valid, verify that the quoted unit prices are honored in the sale cart.
4. When the validity date has passed, read the warning carefully and verify any current catalog prices before continuing.
5. Complete the normal sale tender and receipt workflow.
6. Return to the quote and confirm it is marked Converted; the saved sale keeps the source quote reference and whether quoted prices were honored.

When Conversion Fails

A failed conversion should leave the quote available rather than pretending a sale exists. Resolve the named item, price, stock, register or permission problem, then retry from the original quote.

• Do not create a separate unlinked sale unless the owner deliberately abandons the quote workflow.
• Recheck catalog items that were deleted, disabled or changed after the quote was made.
• Confirm a cash register is open before completing payment where register control is enabled.
• After retrying, verify there is one sale and one Converted quote, not duplicates.