Sales Quotation
Go to: Sales → Sales Quotation
A sales quotation is the price you put to a customer. In ERPX it is more than a printed offer: each line carries its own negotiation status, so you can agree one item, keep haggling over a second, and write off a third — all on the same quotation. Only the lines you have actually agreed can become a sales order.
Who the quotation is for
A quotation can be addressed to a Customer, a Lead, or a Prospect. For leads and prospects, ERPX links the quotation to the customer record they were converted into, so nothing is orphaned once the deal is won.
A quotation with no linked customer cannot be converted to a sales order — “Quotation has no linked customer; convert/link a customer first.” Convert the lead or prospect before you try to raise the order.
Creating a quotation
Open the form
Go to Sales → Sales Quotation and click Add Quotation.
Choose who it is for
Pick a customer, lead, or prospect. Currency, addresses, and contact person default from the customer record.
Set the dates
Quotation Date is when you are quoting. Valid Till is when the offer expires.
Add item lines
Add each item with quantity, unit of measurement, and rate. Discounts and tax rates can be set per line.
Add taxes and charges
Header-level tax and charge lines apply across the quotation. Each line needs either a rate or an amount.
Set terms
Payment term, price term, and terms & conditions — free text or a saved template.
Save
Click Add Quotation. The quotation is created with status Open.
Priced lines are agreed automatically. When you save a quotation, every line with a quantity and a rate above zero is marked Agreed and the header status moves to Completed. Lines left at rate 0 stay Pending and must be priced through negotiation before they can be ordered.
Header fields
| Field | What it means |
|---|---|
| Quotation Number | Auto-generated document number |
| Quotation To | Customer, Lead, or Prospect |
| Customer | The linked customer record |
| Quotation Date | Date of the offer. Required |
| Valid Till | Expiry date of the offer. Required |
| Priority | Low / Medium / High |
| Currency / Exchange Rate | Currency of the offer. Required |
| Payment Term / Price Term | Commercial terms |
| Ship To / Bill To | Addresses printed on the document |
| Contact Person | Who at the customer you are quoting |
| Terms and Conditions | Free text or a saved template |
| Status | Derived from the item negotiation states — see below |
Totals
| Field | What it means |
|---|---|
| Total Amount | Sum of item lines before tax |
| Discount Type / Percentage / Amount | Quotation-level discount |
| Apply Discount After Tax | Whether the discount applies before or after tax |
| Taxes Total / Total Charges / Total Taxes and Charges | Tax and charge lines |
| Grand Total | What the customer is being asked to pay |
Item rows
| Field | What it means |
|---|---|
| Item | What you are quoting |
| Quantity | Quantity offered |
| UOM / Conversion Factor | Selling unit and factor to stock unit |
| Price | Offered rate. Required on every line |
| Tax Rate / Discount | Per-line tax and discount |
| Amount | Calculated line value |
| Item Status | The line’s negotiation state — Pending, Negotiating, Agreed, Ordered, or Lost |
Statuses
The header status is derived from the negotiation state of the lines. You never set it directly.
| Status | Meaning |
|---|---|
| Open | Just created. Nothing has been negotiated yet |
| Under Negotiation | At least one line has been offered or countered, and some lines are still open |
| Completed | Every line is settled and at least one is agreed or all agreed or any line no longer to negotiate |
| Ordered | Every settled line has been converted to a sales order |
| Lost | Every line was marked lost |
| Cancelled | Withdrawn |
Item negotiation statuses
| Item status | Meaning |
|---|---|
| Pending | Not yet priced or offered |
| Negotiating | An offer or counter-offer is on the table |
| Agreed | A price has been agreed. Only agreed lines can be ordered |
| Ordered | Already converted to a sales order line |
| Lost | Written off — the customer will not buy this line |
Negotiating
Open a saved quotation and use the Negotiation tab. Each line keeps its own history of offers.
| Offer type | Use it for |
|---|---|
| Our offer | The price you are putting to the customer |
| Customer offer | The price the customer came back with |
| Agreed | The price both sides settled on |
| Note | A comment on the line, with no price |
| Lost | Closes the line — the customer will not buy it |
Per-line actions: Mark as Agreed (records the settled price) and Mark as Lost.
Negotiation is only open while the quotation is Open, Under Negotiation — and only while it is still within its Valid Till date. Expired quotations cannot be negotiated. Notes stay possible in a wider set of states, including Completed, Ordered, Linked, and Lost.
Validations you will meet while negotiating:
| Message | Why |
|---|---|
| “Expired quotations cannot be negotiated” | Valid Till has passed |
| “This quotation is not open for negotiation” | The quotation is in a state that has closed negotiation |
| “This item is Ordered / Lost and can no longer be negotiated” | The line is already settled |
| “Negotiation price must be a finite number greater than zero” | A zero or invalid price was entered |
| “An agreed price greater than zero is required” | Mark as Agreed needs a real price |
| “Offer validity cannot be in the past” | The offer’s own validity date is behind today |
| “Bundle child items cannot be negotiated directly” | Negotiate the bundle parent instead |
Actions
| Action | Available when | What it does |
|---|---|---|
| Edit | Status is Open or Under Negotiation or Completed | Opens the quotation for changes |
| Delete | Status is Open | Permanently removes the quotation and its lines |
| Cancel | Status is Open, Approved, Under Negotiation, Completed, or Lost | Sets status to Cancelled |
| Create → Sales Order | The quotation has at least one Agreed line, Under Negotiation, Completed, or Expired (An expired quotation remains eligible for Sales Order creation even after its Valid Till date has passed.) | Opens a new sales order pre-filled with the agreed lines |
| Send Email | Status is Under Negotiation or Completed | Emails the quotation PDF to the customer |
| Assign | Not cancelled | Assigns the quotation to a colleague and notifies them |
| Save PDF | Not cancelled | Generates and downloads the quotation document |
| View Stock | Always | Shows current stock for the quoted items |
| Communication | Viewing a saved quotation | Opens the linked CRM communication thread |
Delete, Edit, Cancel, and Unapprove all fail while a live sales order exists. “Cannot cancel sales quotation. A sales order created from this quotation still exists. Please cancel or delete all related sales orders first.” Cancelled orders do not block — only live ones do.
Tabs
| Tab | What it holds |
|---|---|
| Details | Customer, dates, items, taxes, discounts, totals |
| Negotiation | Per-item offer history and the agree/lose actions |
| Addresses | Ship To and Bill To |
| Other Details | Priority, terms, and additional fields |
| Associations | Sales orders created from this quotation |
| Communications | Linked CRM communication |
| Attachments | Supporting files |
| Email Logs | Every email sent for this quotation, with its outcome |
While you are drafting, ERPX can show what this customer was quoted and ordered for the same items before, so you can price consistently without leaving the form.
Emailing a quotation
Open a quotation that is Under Negotiation or Completed
Send Email only appears in those states.
Choose a template, or write the message
Placeholders are filled in from the quotation and the customer.
Set recipients
At least one To address is required. CC and BCC are optional.
Attach files if needed
The quotation PDF is attached automatically. You may add your own attachments.
Send
The send is queued and processed in the background, so a large attachment does not block your screen.
Check the Email Logs tab for what was sent and whether it went out.
| Message | Why |
|---|---|
| “Only quotations that are under negotiation or completed can be emailed…” | The quotation is in another state |
| “At least one recipient is required” | The To field is empty |
| “Email subject is required” / “Email body is required” | Subject or body is blank |
Converting to a sales order
Use Create → Sales Order. ERPX carries the agreed lines across, at their agreed prices, and links each order line back to the quotation line it came from.
| Rule | Detail |
|---|---|
| Only Agreed lines convert | Pending, Negotiating, Ordered, and Lost lines are skipped |
| Quantity | The remaining unordered quantity of the line, not the full quoted quantity |
| Price | Locked to the agreed price — it cannot be changed on the order |
| Partial conversion | Allowed. The line stays available for the balance |
| Second order for the same line | Blocked once the line is fully ordered |
| Bundle children | Not converted directly; the order re-expands the bundle from the parent |
| Message | Why |
|---|---|
| “No agreed items available to convert to a sales order” | Nothing has been agreed yet, or everything is already ordered |
| “Only agreed quotation items can be converted” | A selected line is not in Agreed state |
| “A quotation item cannot appear more than once in a sales order” | The same source line was selected twice |
| “This quotation is not available for conversion to a sales order” | The header status does not allow conversion |
Once converted, the quotation moves to Ordered — or stays Completed if some agreed lines are still unconverted. If the order is later cancelled or deleted, those lines return to Agreed and the quotation reopens for conversion. When a user unapproves a Sales Order, the status of its linked Sales Quotation is reverted accordingly.
Save PDF generates the customer-facing document. What gets printed depends on the state:
- A quotation still Open prints all of its lines — nothing has been offered or lost yet.
- A negotiated quotation prints the lines that are still live, at the last figure you actually offered.
“This sales quotation has no items that can be printed.” usually means every line was left at rate 0, so nothing was auto-agreed. Price the lines, or agree them through negotiation, then print again.
Filters and search
The quotation list supports full-text search plus:
| Filter | Values |
|---|---|
| Status | Any of the quotation statuses |
| Priority | Low, Medium, High |
| Customer | Type-ahead on customer name |
| Items | Type-ahead on item name |
| Assignee | Type-ahead on the assigned user |
Sorting is available on quotation number, date created, priority, and status.
Common validations and troubleshooting
| Message / behaviour | Why | Fix |
|---|---|---|
| “Valid till date cannot be before quotation date” | Dates are the wrong way round. See Valid Till date (Quotation valid till date will be expired) | Correct the dates |
| “Only open sales quotations can be deleted” | The quotation is no longer Open | Cancel it instead |
| “This sales quotation cannot be cancelled in its current state” | It is already Ordered, Linked, Expired, or Cancelled | Nothing to do |
| “Cannot approve a quotation with no items” | No item lines | Add at least one line |
| “Each tax or charge must have either a rate or an amount greater than zero” | An empty tax or charge line | Fill in the rate or amount, or delete the line |
| “Customer not found” / “Lead not found” / “Prospect not found” | The linked party no longer exists | Re-select the party |
| The quotation is not in your list | It is assigned to someone else and you lack CAN_VIEW_ALL_SALES_QUOTATION | Ask for the capability, or for the record to be reassigned |
Related pages
- Customer — the record a quotation is raised against
- Sales Order — what an agreed quotation becomes
- Sales Reports — Quotation by Item and Quotation by Customer
- CRM Leads and Opportunities — where quotations often start