Quotation

Purpose

  • Send a price offer. A quotation does not post to the customer balance, bank, or stock.
  • When the customer accepts, Transfer or Copy it to a sales order, delivery order, sales invoice, or cash sales.
  • Screen: Sales → Sales Document → Quotation. New Quote (file-plus) or double-click a row.
  • There is no live quotation wizard. Ask “how to create a quotation” or “how to copy quote”. To bill after they accept, use Bill a customer, or convert on the screen.

Before you start

  • The customer exists.
  • Optional: default Sales account on Account Setup, so line Account fills after you type unit price.
  • Optional: products (Premium) if you sell stock.

Create

  • Sales → Sales Document → Quotation.
  • Click New Quote (or F2).
  • Type to search Customer (required). Address and attention fill from the customer.
  • Leave Bill No. blank to use Next No., or type a unique number. Set Date (required).
  • Optional: Project, Remark, Agent, DO No (reference), Posting Date.
  • Enter line items (item code or description, qty, unit price, Account). After unit price, KinraSoft can fill description, qty, and account if defaults exist.
  • Click Save.

Convert to the next document

  • On Quotation Listing, tick the quote (or quotes).
  • Transfer (same customer; quote status becomes Transfer) or Copy (quote stays; can mix customers).
  • In the pop-up, tick Sales Order, Delivery Order, Sales Invoice, or Cash Sales (or another Quote).
  • Click Transfer or Create.
  • The new document opens with lines copied. Edit. Click Save.

Print and email

  • Open the quote. Pick a print format. PDF icon → Preview or Download.
  • Envelope: email this quotation. Set the customer’s email on Maintain Customer first.
  • From the listing: PDF → Print Quote Listing or Print Quotation (selected rows).

Edit, delete, save as new

  • Double-click the listing row. Change fields. Save.
  • Tick rows, then the dust-bin, to delete.
  • Save As New (red) uses Next No. Light-red save uses the Bill No. you typed.

Listing search

  • Combine Customer, date range, Status, Project, and the keyword box (document no., description, amount). Click Search (F9).
  • All — not cancelled.
  • Pending — not yet transferred.
  • Transfer — already transferred.
  • Cancelled — cancelled.
  • Tick the date check box to use Start Date and End Date. Start only means on or after. End only means up to that date.

Print remarks

  • Header Remark: type {@Your section title@} to print that title in bold above the line items. Text after @} is the normal remark at the bottom.
  • A line with Description only (blank item code, qty, unit price, and account) prints as a section header between items.

If something goes wrong

  • Copy or Transfer says nothing selected. Tick the quote row first.
  • Transfer blocked. All selected quotes must be the same customer. Use Copy if they differ.
  • Email does nothing useful. Add email on Maintain Customer.
  • Duplicate Bill No. Leave blank for Next No., or pick an unused number.