Quotations

Quotations are the first step in the process of the generation of sales orders in a business. A sales quotation will document all necessary information related to the sales product in order to give an exact idea to the customer. You can consider a sales quotation and the commercial document between the seller and the customer. It will bring clarification for both parties related to the price of the products included in the sales operation. With the assistance of the MAQSU ERP system, you can easily create and send a quotation to a customer which will help the customer to know the exact price details of the products and services offered by your company before signing any sales deals. The sales quotation can be later converted into a successful sales order if the customer is satisfied with your company's offers.

To access these setting options, navigate to Sales ‣ Orders ‣ Quotations

Once you navigate to Quotations, you will see the master list of all existing sales quotations. The list displays the following columns:

1. Number – The unique quotation number automatically assigned to each quote (e.g., S00001, S00002).
2. Reference – An optional internal reference linked to the quotation.
3. Quotation Date – The date the quotation was created.
4. Customer – The name of the customer receiving the quotation.
5. Expiration Date – The deadline by which the customer must accept the quote.
6. Total – The total quotation amount including taxes.
7. Status – The current document status: Quotation, Quotation Sent, Sales Order, or Cancelled.

Using the customizable and default sorting options you can filter and group the quotations as per your requirements.

Let’s take a look at the creation of a new sales quotation. For this, you can click on the Create button which will direct you to a new quotation creation window as depicted below.

Create a New Quotation

Quotations are typically created at the beginning of the sales cycle before an order is confirmed. Once a customer accepts a quotation, it can be converted into a sales order. Accurate quotations help build customer trust and streamline the sales process. Let's follow step down below:

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Step 1 — Create

Click the Create button at the top-left of the Quotations list page to open a new blank quotation form.

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Step 3 — Fill Out the Quotation Form

The new quotation form will open in Quotation status. Fill in the following required and optional fields:

1. Customer (Required) – Search and select the customer by name, code, email, or reference. Start typing and select the correct entry from the dropdown list.
2. Reference (Optional) – Enter an internal reference number or note to help identify this quotation. This is useful for linking the quote to an opportunity, project, or campaign.
3. Quotation Date – The date the quotation is created. This defaults to today's date but can be adjusted.
4. Doc. No. – Automatically generated by the system after saving. You do not need to fill this in manually.
5. Expiration Date – The deadline by which the customer must accept this quotation. After this date, the quote may be considered expired. This is typically set 7-30 days from the quotation date.
6. Payment Terms – Select the agreed payment timeframe or conditions (e.g., 15 Days, 30 Days, Due on Receipt). This will apply when the quotation is converted to a sales order and invoice.
7. Pricelist (Optional) – Select a pricelist to automatically apply special pricing or discounts for the customer. The selected pricelist will update product prices on the quotation lines accordingly.

Once you fill in the customer and other header details, the form will update to show the entered information.

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Step 4 — Add Products or Services

Under the Order Lines tab, add the products or services you are quoting to the customer. Click Add a product to add a new line item, then fill in the following fields for each line:

1. Product – Choose the product or service being quoted. Start typing the product name and select the correct entry. This will auto-populate the description, unit price, and taxes.
2. Description – Optionally modify or add a detailed description for the item. This appears on the printed quotation sent to the customer.
3. Quantity – The number of units being quoted. The subtotal updates automatically.
4. UOM – The unit of measure for the item (e.g., Units, Hours, kg, Pieces).
5. Unit Price – The price per unit. This may auto-fill from the product or pricelist but can be adjusted to match your pricing strategy or negotiation.
6. Discount – Enter a percentage discount to apply on this line. The subtotal will update to reflect the discount. This is useful for promotional pricing or customer-specific deals.
7. Taxes – Select the applicable taxes for the product (e.g., VAT - Sales of Goods 10%). The tax amount is calculated and included in the total.
8. Subtotal – Automatically calculated as: Subtotal = (Quantity × Unit Price) – Discount.

You can also use:

• Add Multi Products – To select and add multiple products at once
• Add a section – To group related items under a header
• Add a note – To include descriptive text or special instructions that isn't a billable item

At the bottom of the Order Lines section, the Total Summary shows:

• Untaxed Amount – The sum of all line subtotals before taxes.
• Taxes – The total tax amount applied.
• Total – The grand total including taxes.

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Step 5 — Save

After completing all required fields, click Save to save the quotation as a draft. At this stage the quotation is saved but not yet sent to the customer  you can still edit it.

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Step 6 — Converting to Sales Order

When the customer accepts your quotation, click the Create Order button to convert it into a Sales Order. This will:

• Change the status from Quotation Sent to Sales Order
• Lock the pricing and terms
• Allow you to proceed with delivery and invoicing
• Create a permanent sales order number

Delete Quotation

The Delete action allows users to permanently remove quotation records from the system. This is typically used when quotations are created by mistake, are duplicates, or are no longer relevant.

Users can delete an individual quotation directly from the quotation form or action menu. This is ideal for removing a specific incorrect entry while keeping other records intact.

The multi-delete feature allows users to select several quotations from the list view and remove them in a single action. This improves efficiency when cleaning up drafts, expired, or duplicate quotations in bulk.

Archive Quotation

The Archive function allows users to permanently remove quotation records from the system while keeping historical data for audit, tracking, and sales analysis purposes.

Select Fields: Select fields that you want to show.

Export Quotation

The Export feature provides a convenient way to download quotation data in various file formats such as Excel or CSV for further analysis, reporting, or sharing. This is particularly useful for sales performance reviews, management reporting, and data backup purposes. In MAQSU, there are two options to export or download quotations.

You can custom field you want to see by select the checkbox . then open action and select on the Export options

Here you can find field you want to display on the Excel file. Then just click on the export button.