Quotation Management | Create, Manage, and Convert Quotations

Learn how to create quotations, edit quotation details, track quotation status, and convert quotations into Sales Orders in O2VEND.

Use Quotation Management in O2VEND to create customer quotations, review pricing, update saved quotations, and convert approved quotations into Sales Orders.

A quotation helps you prepare a price proposal for the customer before confirming the sale. It allows you to review products, price, discount, tax, and total amount clearly before converting the quotation into an order.

Access the Quotation Module

Back Office -> Orders -> Quotation

Understand the Quotation Workflow

The usual quotation process in O2VEND is:

  1. Open the quotation list page
  2. Create a new quotation
  3. Enter customer and product details
  4. Save the quotation
  5. Open the saved quotation and review it
  6. Edit the quotation if changes are needed
  7. Share, print, or export the quotation
  8. Convert the quotation into a Sales Order after approval

View the Quotation List Page

The Quotation list page shows all created quotations in one place.

From this page, you can:

  • view all quotations
  • filter quotations by date, customer, status, and payment status
  • create a new quotation
  • schedule reports
  • email quotation data
  • export quotation details

quotation list

Important Columns

  • Created On: Shows when the quotation was created.
  • Number / Customer / Branch: Shows the quotation number, customer name, and branch.
  • Status / Channel: Shows the quotation status and source.
  • Payment Status: Shows whether payment is pending or completed.
  • Created By: Shows who created the quotation.
  • Total Amount: Shows the final quotation value.

Top Actions

  • Create Quotation: Opens the quotation creation page.
  • Schedule: Schedules quotation reports by email.
  • Email: Sends quotation data by email.
  • Export: Exports quotation data.
  • Export with Line Items: Exports quotation data with product-level details.

Create a New Quotation

Use the Create Quotation page when you want to prepare a new quotation for a customer.

In this screen, you select the customer, add the required products, review tax and discount, and save the quotation for later follow-up or order conversion.

Steps to Create a Quotation

  1. Go to Back Office -> Orders -> Quotation
  2. Click Create Quotation
  3. Select the Branch
  4. Select the Customer Name
  5. Enter Customer PO, Credit Days, or Transport if needed
  6. Review the Bill To and Ship To details
  7. Select the Price List if applicable
  8. Add the required products
  9. Enter quantity, price, and discount details
  10. Review the summary section
  11. Click Save or Save and Close

create quotation

Main Areas in the Create Quotation Screen

Customer Information

This section is used to enter the main customer details for the quotation.

  • Branch: Shows the branch creating the quotation.
  • Customer Name: Selects the customer for the quotation.
  • Customer PO: Stores the customer purchase reference.
  • Credit Days: Shows the allowed payment period for the customer.
  • Transport: Stores transport or delivery details.

Billing and Shipping

This section shows the customer address details linked to the quotation.

  • Price List: Controls which pricing is applied to the quotation.
  • Bill To: Shows the billing address details.
  • Ship To: Shows the delivery address details.

Product Section

This is the main section where quotation items are added.

Each product row usually includes:

  • Product
  • SKU
  • Quantity
  • Units
  • Price
  • Discount %
  • Discount Amount
  • Total Amount

Summary Section

The summary section helps you review the final quotation value before saving.

It usually includes:

  • Subtotal
  • Tax
  • Discount
  • Shipping Fee
  • Payment Fee
  • Round Off
  • Total

Top Actions

  • Bulk Entry: Adds multiple products quickly.
  • Save: Saves the quotation.
  • Save and Close: Saves the quotation and closes the page.

Edit and Manage a Saved Quotation

After saving, you can open the quotation again from the list page to review, edit, or continue the process.

This screen is useful when the customer requests changes in quantity, pricing, discount, address, or other quotation details before approval.

quotation details

Steps to Edit a Quotation

  1. Open the Quotation list page
  2. Select the required quotation
  3. Review the customer and quotation details
  4. Update the required fields or product lines
  5. Review the updated total
  6. Save the changes

What You Can Do in the Manage Quotation Screen

From the saved quotation screen, you can:

  • review customer details
  • update quotation items
  • check totals and status
  • print the quotation
  • download the quotation
  • share the quotation
  • clone the quotation
  • convert the quotation into a Sales Order

Tabs in the Quotation Detail Screen

  • Customer Information: Shows customer and quotation details.
  • History: Shows actions completed on the quotation.
  • Change Status: Used to update the quotation status.
  • Documents: Stores attachments and related files.
  • Update History: Shows the full change history.

Right Side Action Buttons

  • Print: Prints the quotation.
  • Create Order: Converts the quotation into a Sales Order.
  • Cancel: Cancels the quotation if it is no longer needed.
  • Download: Downloads the quotation.
  • Share: Shares the quotation with the customer or team.
  • Clone: Creates a copy of the quotation.
  • Notification: Sends quotation-related updates.

Convert Quotation into Sales Order

When the customer approves the quotation, you can convert it directly into a Sales Order.

This helps avoid entering the same customer and product details again.

Steps to Convert the Quotation

  1. Open the required quotation
  2. Review customer, product, and total details
  3. Click Create Order
  4. Verify the Sales Order details
  5. Save the Sales Order

After conversion, the quotation details continue into the order process.

quotation

Schedule, Email, and Export Quotations

The quotation list page also provides additional actions for reporting and sharing.

Schedule

Use Schedule to send quotation reports automatically by email.

quotation schedule

Email

Use Email to send quotation report details directly.

quotation email

Export Options

  • Export: Downloads quotation summary data.
  • Export with Line Items: Downloads quotation data with product-level details.

Best Practices for Quotation Management

  • verify customer details before saving
  • check product quantity and price carefully
  • review tax and discount before sharing the quotation
  • update quotation status regularly
  • convert only approved quotations into Sales Orders

Using Quotation Management in O2VEND, you can create quotations clearly, edit them when required, and convert approved quotations into Sales Orders without re-entering the same details.