How to Configure Quotation Orders in iDempiere for Retail

The Sales Order window in iDempiere supports multiple document types for the sales cycle. The Quotation order type — represented as a Binding Offer is used when a retailer presents firm commercial terms to a customer before a confirmed sale.

A completed quotation reserves stock as an inventory commitment. When the customer confirms, the Quote Convert process turns it into a Standard Order that drives shipment, invoicing, and payment — making the quotation a critical checkpoint in the retail order lifecycle.

Process Flow

Business Rules

• Quotation (Binding Offer) presents firm commercial terms and is binding on the seller.
• Completing a Quotation reserves stock as an inventory commitment — fulfillment does not begin.
• A Quotation in “In Progress” status is visible in Quote Convert for promotion to Standard Order.
• Each order line must have a valid product, quantity, price, and applicable tax code assigned.
• Discount % is auto-calculated from List Price vs. Unit Price and can be overridden manually.
• Payment Rule and Payment Term on the header apply to the resulting invoice after conversion.
• Reserved Quantity on the order line is populated only after the Quotation is completed.

Prerequisites

• Business Partner (customer) configured with valid Partner Location.
• Organization and Warehouse configured
• Document Type “Binding Offer” set up in Document Type window.
• Price List with Standard Sales Price List created.
• Products with UOM, pricing, and tax category configured.
• Tax rate configured.
• Payment Terms defined (e.g., Net 30 Days).
• Sales Representative configured as a system user.

Configuration Steps

Step 1: Create a New Sales Order

A new Sales Order record must be created and the correct document type selected to initiate a quotation.

1. Open the Sales Order window.
2. Click the New Record icon (+).
3. Verify Tenant is set to your organisation
4. Set Organization to the relevant retail store.
5. In the Target Document Type field, select “Binding offer” from the dropdown.
6. Date Ordered defaults to today — adjust if required.

Field	Sample Value	Description
Tenant	POTS	Legal entity owning this transaction.
Organization	Chennai Store	Retail store raising the quotation.
Document No	10000	Auto-generated order number.
Target Document Type	Binding offer	Sets the order as a Quotation (OB).
Date Ordered	06/26/2026	Date the quotation is raised.
Order Reference	(optional)	Customer PO reference or internal reference.

Step 2: Enter Business Partner and Delivery Details

Selecting the correct Business Partner and delivery information ensures the quotation is addressed to the right customer and the stock is drawn from the correct warehouse.

1. In Business Partner, search and select the customer.
2. Partner Location auto-fills from the customer master confirm or change.
3. Set Invoice Partner and Invoice Location if billing differs from delivery.
4. Set User/Contact for communication tracking.
5. In the Delivery section, select Warehouse.
6. Set Delivery Via to “Delivery”.

Field	Sample Value	Description
Business Partner	MARVEL ENTERPRISES	Customer receiving the quotation.
Partner Location	Bengaluru Office	Delivery address of the customer.
Invoice Partner	MARVEL ENTERPRISES	Party to be invoiced (can differ).
Invoice Location	Bengaluru Office	Billing address for the invoice.
User/Contact	Vinay Kumar	Contact person at the customer.
Warehouse	CHN Godown	Source warehouse for this order.
Delivery Via	Delivery	Mode of delivery to the customer.
Drop Shipment	Unchecked	Tick if goods ship directly from supplier.

Step 3: Configure Invoicing and Payment Terms

Pricing, payment rule, and payment terms defined here flow into the invoice generated after the quotation is converted to a Standard Order.

1. In the Invoicing section, select Price List.
2. Confirm Currency is set correctly.
3. Assign Sales Representative.
4. Set Payment Rule to “On Credit” for credit customers.
5. Set Payment Term to agreed terms.
6. Enter a Promotion Code if applicable.

Field	Sample Value	Description
Price List	Standard Sales Price List	Governs product pricing on order lines.
Currency	INR	Transaction currency for the quotation.
Sales Representative	Ajay Narayan	Salesperson responsible for this order.
Payment Rule	On Credit	How the invoice will be settled.
Payment Term	Net 30 Days	Invoice due date calculation rule.
Promotion Code	(blank)	Discount promotion code if applicable.

Step 4: Add Order Lines

Each product the customer is being quoted for must be added as an order line with quantity, price, and tax details before the document is processed.

1. Navigate to the Order Line tab.
2. Click the New Record icon (+).
3. Set Line No (auto-filled, e.g., 10).
4. Select the Product.
5. Enter Quantity UOM auto-fills from the product.
6. Verify Price auto-fills from the price list.
7. List Price shows the standard price (e.g., 285.00); Discount % is auto-calculated (e.g., 1.75%).
8. Select Tax from the dropdown.
9. Line Amount auto-calculates (e.g., 280.00).
10. Repeat for additional products.

Field	Sample Value	Description
Line No	10	Auto-incremented line sequence number.
Product	AASH-ATTA-5KG – Aashirvaad Atta 5kg	Product being quoted.
Quantity	1	Quantity the customer is being quoted for.
UOM	Each	Unit of measure from product master.
Price	280.00	Selling price from the selected price list.
Unit Price	280.00	Final unit price after any manual override.
List Price	285.00	Standard list price before discount.
Discount %	1.75	Auto-calculated from list vs. unit price.
Tax	CGST/SGST 18%	Applicable tax rate for this product.
Line Amount	280.00	Net amount before tax (Qty × Unit Price).
Reserved Quantity	0	Populated after the quotation is completed.
Delivered Quantity	0	Updates when shipment is created (post-SO).
Warehouse	CHN Godown	Warehouse for this specific line.
Partner Location	Bengaluru Office	Delivery location for this line.

Step 5: Prepare and Complete the Quotation

Running the Prepare action validates the document and moves it to “In Progress” so it is available for Quote Convert. Completing it reserves stock as an inventory commitment.

1. Return to the Order (header) tab.
2. Verify Total Lines and Grand Total in the Status section.
3. Click the Document Action button.
4. Select “Prepare” — Document Status changes to “In Progress”.
5. If the customer has verbally confirmed but formal paperwork is pending, select “Complete” — stock is reserved and the document status changes to “Completed”.
6. To progress through the normal sales funnel, keep the document “In Progress” and use Quote Convert to generate a Standard Order.

Note: Completing a Quotation reserves stock but does NOT trigger shipment or invoice creation. Use Quote Convert on an In Progress quotation to create a Standard Order that drives the full fulfilment cycle.

Step 6: Convert Quotation to Standard Order (Quote Convert)

When the customer approves the quotation, use Quote Convert to promote it into a Standard Order, which activates shipment scheduling, invoicing, and payment processing.

1. Ensure the Quotation is in “In Progress” status.
2. Navigate to Sales Management → Quote Convert (or use the process from within the order).
3. Select the quotation from the list.
4. Confirm the Standard Order details and submit.
5. iDempiere creates a new Standard Order (SO) linked to the original quotation.
6. Complete the Standard Order to reserve stock, trigger auto-shipment, and generate the invoice.

Common Issues and Resolutions

Issue	Cause	Resolution
Quotation does not appear in Quote Convert	Document status is “Completed” not “In Progress”	Keep the quotation In Progress until customer formally approves. Only In Progress quotations appear in Quote Convert.
Stock is not reserved after saving the quotation	Stock reservation only occurs on Complete, not on save or Prepare	Complete the quotation to reserve stock, or convert to Standard Order for full fulfilment.
Tax field is blank on order line	Tax category not assigned to the product	Configure the tax category on the product master and ensure the tax rate (CGST/SGST) is active.
Discount % shows 0 even though prices differ	Unit Price matches List Price or List Price is not set on the price list	Update the List Price on the price list version to reflect the standard price.
Quotation cannot be edited after Complete	Completed documents are locked in iDempiere	Void or reverse the quotation and create a new one with corrected details.
Wrong warehouse on order line	Order line inherits the header warehouse but can be overridden	Update the Warehouse field on individual order lines if items ship from different locations.

Next Steps

• Quote Convert — Promote an approved In Progress Quotation to a Standard Order.
• Standard Order— Complete the converted order to trigger stock reservation and fulfilment.
• Generate Shipments — Create outbound shipment documents for the confirmed Standard Order.
• Sales Invoice — Generate and post the customer invoice after shipment.
• Payment Allocation — Allocate customer payment receipts against the posted invoice.
• Proposal (ON) setup — Configure non-binding exploratory order type for pre-quotation stage.