Quotation Orders Retail Business Scenarios

Introduction

The Quotation Order (Binding Offer) in iDempiere’s Sales Order window lets retail businesses present firm commercial terms to customers before a sale is confirmed. Used during price negotiation, bulk ordering, and seasonal procurement, it gives the sales team full control over stock commitment and order conversion directly influencing inventory availability, customer invoicing, and revenue recognition.

Bulk Purchase Quotation for a Wholesale Customer

Overview

Used when a wholesale customer requests firm pricing for a large quantity before committing to an order. Raised before the customer’s approval.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Target Document Type	Binding offer	Classifies the order as a formal quotation (OB).
Business Partner	MARVEL ENTERPRISES	Wholesale customer receiving the quote.
Partner Location	Bengaluru Office	Delivery address for the quoted goods.
Warehouse	CHN Godown	Source warehouse for the quoted stock.
Price List	Standard Sales Price List	Determines the unit selling price.
Payment Rule	On Credit	Payment method for the eventual invoice.
Payment Term	Net 30 Days	Credit period granted to the customer.
Product (Line)	AASH-ATTA-5KG – Aashirvaad Atta 5kg	Product being quoted.
Quantity (Line)	50	Number of units the customer is requesting.
Price (Line)	280.00	Negotiated unit price from the price list.
Tax (Line)	CGST/SGST 18%	Applicable tax rate for this product.

Process Flow

• Open Sales Order window and create a new record.
• Set Target Document Type to “Binding offer”.
• Select Business Partner: MARVEL ENTERPRISES; Partner Location: Bengaluru Office.
• Set Warehouse to CHN Godown; Delivery Via to Delivery.
• In Invoicing section, select Standard Sales Price List; set Payment Rule: On Credit; Payment Term: Net 30 Days.
• Navigate to Order Line tab; add product AASH-ATTA-5KG with Qty 50, Price 280.00, Tax: CGST/SGST 18%.
• Return to Order header; click Document Action → Prepare.
• Document Status moves to “In Progress” — quotation is now ready for customer review.

System Behavior

• Document Status changes from Drafted to In Progress after Prepare.
• The quotation appears in the Quote Convert list for promotion to a Standard Order.
• Grand Total is calculated including CGST/SGST 18% (e.g., line 280.00 × 50 = 14,000.00 + tax).
• Stock is NOT reserved at this stage — reservation happens only on Complete.
• The quotation is not visible in Generate Shipments until converted to a Standard Order.

Outcome

• Customer receives a formal, legally binding price commitment from the retailer.
• The sales team can track all pending quotations from the Sales Order window.
• On customer approval, the quotation is converted to a Standard Order with one click via Quote Convert.

Stock Reservation via Quotation Completion

Overview

Used when a customer verbally confirms the order but the formal Standard Order cannot be created yet. Completing the quotation holds the stock.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Target Document Type	Binding offer	Identifies the document as a Quotation (OB).
Business Partner	MARVEL ENTERPRISES	Customer who has verbally confirmed.
Warehouse	CHN Godown	Warehouse from which stock will be reserved.
Product (Line)	AASH-ATTA-5KG – Aashirvaad Atta 5kg	Product to be reserved.
Quantity (Line)	20	Quantity to hold from available stock.
Price (Line)	280.00	Agreed unit price.
Tax (Line)	CGST/SGST 18%	Tax applicable to this product.
Reserved Quantity (Line)	Auto-filled after Complete	Populated by iDempiere on quotation completion.
Document Action	Complete	Triggers stock reservation on the quotation.

Process Flow

• Create a Quotation with Target Document Type: Binding offer.
• Add the required products and quantities on the Order Line tab.
• Return to the Order header.
• Click Document Action → Prepare (status moves to In Progress).
• Click Document Action → Complete (status moves to Completed).
• Reserved Quantity on the order line is now populated by iDempiere.

System Behavior

• Document Status changes to Completed.
• Reserved Quantity on each order line is populated to reflect the held stock.
• The quotation is removed from the Quote Convert list — it is no longer available for direct conversion.
• Shipment generation and invoicing are NOT triggered — no fulfilment machinery is engaged.
• Available inventory visible to other orders is reduced by the reserved quantity.

Outcome

• Stock is held for the customer without creating a fulfilment obligation.
• Prevents the same inventory from being double-committed to other orders.
• The retailer honours the verbal commitment while awaiting the formal purchase order.

Quotation to Standard Order Conversion

Overview

The standard retail sales funnel where a customer-approved quotation is converted to a Standard Order to trigger fulfilment, shipment, and invoicing.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Quotation Status	In Progress	Required for the quotation to appear in Quote Convert.
Target Document Type (Quotation)	Binding offer	Source document type for conversion.
Business Partner	MARVEL ENTERPRISES	Customer whose approval is being actioned.
Warehouse	CHN Godown	Warehouse for the resulting Standard Order.
Price List	Standard Sales Price List	Carries forward to the Standard Order.
Payment Rule	On Credit	Flows into the generated invoice.
Payment Term	Net 30 Days	Invoice due date calculation.
Sales Representative	Ajay Narayan	Credited on the resulting Standard Order.

Process Flow

• Ensure the Quotation is in “In Progress” status (Prepared but not Completed).
• Navigate to Sales Management → Quote Convert process.
• Locate and select the quotation (e.g., No. 10000 for MARVEL ENTERPRISES).
• Confirm the details and execute the Quote Convert process.
• iDempiere creates a Standard Order linked to the original quotation.
• Open the new Standard Order and click Document Action → Complete.

System Behavior

• A new Standard Order (SO) is generated with all header and line details from the quotation.
• The original quotation is marked as processed and is no longer editable.
• On completing the Standard Order, stock is reserved against the SO.
• iDempiere schedules shipment generation for the Standard Order.
• Invoice and payment processing are available after shipment confirmation.
• If configured, a counter Purchase Order is generated on the supplier organisation.

Outcome

• Customer’s approved price commitment flows directly into an active fulfilment order with no re-entry.
• Shipment, invoice, and payment tracking are fully activated on the Standard Order.
• The retail sales cycle moves from commercial commitment to physical delivery in a single conversion step.

Multi-Product Quotation with Discount Pricing

Overview

Used when a customer negotiates different unit prices for multiple products. Each line carries its own discount relative to the standard list price.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Target Document Type	Binding offer	Marks the document as a Quotation.
Price List	Standard Sales Price List	Source of List Prices for each product.
Product Line 1	AASH-ATTA-5KG – Aashirvaad Atta 5kg	First quoted product.
List Price (Line 1)	285.00	Standard price from the price list.
Unit Price (Line 1)	280.00	Negotiated price agreed with the customer.
Discount % (Line 1)	1.75	Auto-calculated: (285−280)/285 × 100.
Tax (Line 1)	CGST/SGST 18%	Tax applicable to this line.
Discount Printed	Checked (optional)	Prints the discount % on the quotation document.

Process Flow

• Create a new Quotation with Target Document Type: Binding offer.
• Select the Price List that holds the standard List Prices.
• On the Order Line, select the first product — Unit Price auto-fills from the price list.
• Override the Unit Price to the negotiated price (e.g., 280.00 instead of 285.00).
• iDempiere auto-calculates Discount % from List Price vs. Unit Price.
• Add additional product lines and apply respective negotiated prices.
• If the printed quotation should show discounts, check “Discount Printed” on the header.
• Prepare the quotation when all lines are entered.

System Behavior

• Discount % is calculated automatically for each line based on List Price and Unit Price.
• Line Amount is calculated as Quantity × Unit Price (exclusive of tax).
• Grand Total aggregates all line amounts plus applicable taxes.
• Total Lines reflects the sum of all line amounts before tax.
• The discount does not affect the List Price stored in the price list — only the transaction line is overridden.

Outcome

• Customer receives a transparent, itemised quotation clearly showing negotiated prices and applicable discounts.
• Negotiated prices are locked in on the quotation and carry forward to the Standard Order without renegotiation.
• Tax amounts are calculated accurately, avoiding manual errors on the final invoice.