A Quotation is a document provided by the seller to the buyer upon request, detailing the product or service, its cost, and terms and conditions. The Rewaa platform allows you to create quotations and convert them into invoices once the customer agrees to the specified details.
Enabling the Quotation Feature
To enable the quotation feature:
Navigate to: Sales and Customers > Sales Settings > Sales.
Enable the Quotation option.
Click Save.
Creating a Quotation
Pre-requisites
Ensure the product/service is available in the Products Section.
Confirm that there is sufficient stock in the product Section.
Steps:
Go to the sales screen via: Sales and Customers > Point of Sale > Open the Sales Register.
The Quotation option will appear at the bottom right of the screen once products are added to the sales screen.
Select the products for the quotation and specify the quantity for each product. Then, click on Quotation.
Add the following details:
Expiration Date: The validity period of the quotation.
Customer Name: Select a customer name or add a new one by clicking (+).
Terms and Conditions: Add your specific terms and conditions.
Click Create Quotation.
A prompt will allow you to print the quotation immediately. Select the printer name and click Print.
To save the quotation as a PDF file, select the Save as PDF option and click Save.
Converting a Quotation into an Invoice
Once the buyer approves the quotation, you can convert it into a sales invoice.
Steps:
Access the sales register via: Sales and Customers > Point of Sale > Open the Sales Register.
Click Quotation List to view all previously created quotations.
Search for the quotation by its number in the search field.
Click the arrow in the filtering column to transfer the products to the sales screen.
Review the products and quantities, then click Pay.
Select the payment method, specify the customer name, and complete the payment process. Print the invoice as required.
FAQs
1. Can I delete a quotation?
Quotations are saved in the Quotation List and cannot be deleted.
2. Can I print a quotation in English?
Currently, the platform only supports Arabic.
3. I made an error in a quotation. How can I edit it?
Quotations cannot be edited after issuance. You will need to create a new quotation.
4. How can I view all previous quotations?
From the sales screen, click Quotation List to view all previous quotations. Use the search field to find a specific quotation.
5. How can I reprint a quotation?
Go to the Quotation List, select the desired quotation, and click Print.
6. Is there an alert for expired quotations?
No alerts are provided for expired quotations. You can check the expiration date in the relevant column or the quotation details.
7. What happens if a product in a quotation is out of stock when converting it into an invoice?
The system will notify you if the product is out of stock. You must ensure stock availability to issue a sales invoice.
8. Can I adjust product quantities before issuing the invoice?
Yes, quantities can be modified in the designated field before generating the invoice.