The Sales Quotation module is used to create and manage quotations for prospective or existing customers before confirming a sale. A sales quotation captures the proposed products or services, pricing, discounts, taxes, delivery information, commercial terms, and other relevant details that are shared with the customer for review.

The quotation progresses through a defined approval lifecycle. Once approved, it can be converted into a Sales Order, allowing the fulfilment process to begin without re-entering customer or product information. This ensures a smooth transition from quotation to order while maintaining pricing accuracy and document traceability.

Purpose

The Sales Quotation module enables your organisation to:

• Create quotations for customers.
• Prepare product and pricing proposals.
• Apply discounts, taxes, and freight charges.
• Define commercial and delivery terms.
• Route quotations through an approval process.
• Track quotation status throughout its lifecycle.
• Convert approved quotations into Sales Orders.
• Maintain complete quotation history for future reference.

Navigation

Sales → Sales Quotation

Key Features

The Sales Quotation module provides the following capabilities:

• Sales quotation creation
• Customer and contact management
• Product and line item management
• Automatic pricing calculation
• Discount, freight, and tax application
• Product configuration support
• Approval and rejection workflow
• Quotation-to-Sales Order conversion
• Status tracking
• Search, filter, and quotation history

Screen Overview

The Sales Quotation screen enables authorised users to prepare quotations by selecting a customer, adding products or services, configuring pricing, and defining commercial terms.

A quotation is organised into multiple sections to capture all information required before confirming a sale.

Section	Description
Quotation Information	Captures quotation details such as quotation number, dates, quotation type, validity, customer, billing, and delivery information.
Line Items	Allows users to add products or services, quantities, prices, discounts, taxes, and freight.
Configuration & Pricing	Displays pricing calculations, product configurations, and quotation totals.
Organisation Details	Records the organisational units responsible for the quotation, such as Business Unit, Sales Office, and Sales Team.
Other Information	Stores additional notes, remarks, references, attachments, and supporting information.

Data Model

The Sales Quotation module stores information using a header-and-line structure. The quotation header contains customer, organisational, pricing, and commercial information, while quotation lines store individual products or services included in the quotation.

Sales Quotation Header

The quotation header stores the overall quotation information and is uniquely identified by a system-generated Quotation Number. Customer information is automatically retrieved from the Customer Master when a customer is selected, reducing manual data entry and ensuring consistency.

Information Stored

Category	Information
Quotation Identification	Quotation Number, Quotation Type, Status
Customer Information	Customer, Customer Name, Contact Person
Communication	Email Address, Phone Number
Billing & Delivery	Invoicing Party, Billing Address, Receiving Party, Delivery Address
Commercial Information	Billing Type, Quotation Date, Valid Until Date, Validity Period
Delivery Information	Expected Delivery Date, Delivery Type
Organisation Details	Business Unit, Sales Office, Sales Team, Sales Person
Audit Information	Created By, Created Date, Updated By, Updated Date

Sales Quotation Line Items

Each quotation may contain one or more line items representing the products or services offered to the customer.

Each line stores transaction-specific information such as quantity, unit price, discounts, taxes, freight charges, and calculated totals. Pricing is automatically derived using the configured Price Master whenever applicable.

Entity Relationship

Sales Quotation
│
├── Customer Information
├── Organisation Details
├── Line Items
│     ├── Product
│     ├── Pricing
│     ├── Taxes
│     └── Freight
├── Other Information
└── Attachments

The Sales Quotation acts as the parent transaction, while line items and related information together define the complete commercial proposal presented to the customer.

Status Lifecycle

A Sales Quotation progresses through the following statuses during its lifecycle:

Status	Description
Draft	The quotation has been created and saved but has not yet been reviewed.
Approved	The quotation has been reviewed and approved for customer use.
Rejected	The quotation has been reviewed and rejected.
Converted	The approved quotation has been converted into a Sales Order.

The status changes automatically or through authorised user actions depending on the stage of the quotation process.

How It Works

The Sales Quotation process generally follows these steps:

1. Navigate to the Sales Quotation module.
2. Create a new quotation.
3. Select the customer.
4. Review the customer information populated from the Customer Master.
5. Add one or more products or services.
6. Configure product variants, if applicable.
7. Review pricing, discounts, freight charges, and taxes.
8. Complete quotation, organisation, and other required information.
9. Save the quotation, which is initially created with a Draft status.
10. Submit the quotation for approval.
11. Approve or reject the quotation.
12. Convert an approved quotation into a Sales Order when the customer accepts the proposal.

Business Benefits

Using the Sales Quotation module helps organisations to:

• Standardise quotation preparation.
• Improve pricing accuracy.
• Reduce manual calculation errors.
• Speed up the quotation process.
• Ensure consistent approval workflows.
• Improve traceability from quotation to order.
• Eliminate duplicate data entry by converting approved quotations directly into Sales Orders.

Best Practices

• Verify customer information before preparing a quotation.
• Review pricing, taxes, and discounts before approval.
• Ensure quotation validity dates are accurate.
• Include complete delivery and billing information.
• Use product configurations where applicable.
• Obtain approval before sharing quotations with customers.
• Convert approved quotations into Sales Orders rather than creating orders manually to preserve document traceability.
• Regularly review Draft quotations to avoid leaving incomplete transactions pending.

Next Steps

The Sales Quotation module includes the following functional areas, each documented separately in the User Guide:

1. Sales Quotation List
2. Create Sales Quotation
3. Edit Sales Quotation
4. View Sales Quotation
5. Manage Line Items
6. Pricing & Configuration
7. Approval Process
8. Convert to Sales Order

Each section explains its purpose, available fields, and the steps required to create, manage, approve, and convert Sales Quotations within GEMS ERP.