Quote/Quotation is used to let a potential customer know the cost of goods/services before they purchase them. This will make your customer know about the approximate value of your product or service.
How to enable the quote?
To use quote in Output Books, Go to Settings > Modules
Under the title “Select your active modules“, click the edit option in the top right corner.
And now, enable the Quote module and hit Save option.
Quotes Listing
Quotes are listed with its Date, Quote No, Contact, Due date, Status, Amount of the product and the action to be performed.
How to do the modification on the listing of quotes?
You can rearrange/sort the quotes based on Date, Estimate no, Contact, Valid till, status & Amount, by clicking on each column header. You can change the status of the quotes or do any activities such as sending an invoice, edit, delete, etc. from listing itself.
How to create a New Quote ?
- Click on New Quotes button on the top right side of the Quotes page.
- Provide the needed details
- Hit Save
Field Description
| Fields | Description |
|---|---|
| Quote No | Quote no will be either generated automatically or can be put manually based on the option you choose in Settings > Modules. Quote number should be unique. It cannot be duplicated in a financial year. |
| Quote Date | Today’s date will be shown as default. You can change it using date picker option associated with it |
| Valid Till | Provide a due date. You can select from pre-defined period or custom period. |
| Customer | You can either select the Customer from the drop-down or add new Customer here. On typing New Customer in quotes, you will get option to add [+ Add Customer]. By clicking on that option, you can add new customer easily. [required]  |
| GSTIN | For existing customer, it will be displayed on choosing their name. For new customer, you can provide directly. |
| Place of Supply | Choose the State, based on the state selected, the quote will be counted as intrastate (supply within same state) or interstate (supply to other state). For Intrastate both SGST & CGST Tax applied, whereas IGST for Interstate. |
| Billing Address | For existing customers, the address will be displayed after entering the name of the customer. For new customers, you will be asked to provide details while entering the name in the customer field itself. You can also edit using the Edit option associated with it. |
| Item Description | Select the Item from the drop-down or type in the Item name or SKU Code. You can also add new item if not exists in Items Master (Manage > Items) |
| SKU | Stock Keeping Unit-Identification code for the item [Non-editable] |
| HSN / SAC | Provide the Codes for Tax classification of the item |
| Tax | Select the Tax defined for the item |
| Rate | Standard Rate defined in Item Master will be displayed. If you have Rate Sheet defined for the Customer (or tag)/Currency of the transaction, option to choose with Standard rate. |
| Discount | You can provide discount for Individual Item, either providing as percentage or flat amount |
| Amount | For Exclusive Tax: Display only Taxable Value. I.e. Rate x Qty – Discount. Tax will be calculated for this amount. For Inclusive Tax: Editable, where you can define the final amount inclusive of tax. The Rate will be adjusted automatically based on the input amount. |
| Freight/ Packing / Insurance Charges | To include these charges, enable this in Settings > Sales > Sales Charges, for input in Quote. |
| Round off | Based on Settings > General > Sales Settings > Round off final total amount, Round Off will be calculated. |
| Notes / Terms & Conditions | Content that you provide in Settings > Sales > Notes/Terms & Conditions will be shown here. You can add more when you create the estimate. These contents will be displayed in print option also. |
| Bank | Select a Bank account to be displayed in quotes (also in print). |
| Attachment | You can also add attachments related to the transaction |
Actions available in Quotes
You can edit, copy, print, send & delete quotes.
If you either print or send any quotes, its status will automatically be changed from Draft to Sent.
You can convert these quotes directly to the invoice using the Create Invoice option under the Action category.
How to edit/copy/print/send/delete a quote?
Click on the drop-down associated with each quote under the Action category.
And, choose the desired action.
