Sales Order Proposal Flow – Business Scenarios

The Sales Order window in iDempiere supports a Proposal (Non-Binding Offer) document type, used by sales teams to send formal quotations before committing inventory. Once a customer approves, the Quote Convert process creates a Standard Sales Order, initiating the full order-to-cash cycle including shipment, invoicing, and payment — all within iDempiere.

Sending a Formal Price Quotation to a Customer

Overview

Used when a customer requests pricing before placing a firm order. Raised before inventory commitment or billing.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Target Document Type	Non-Binding Offer	Marks the order as a proposal with no inventory or financial impact.
Business Partner	ALPHA RETAIL SOLUTIONS	Identifies the customer receiving the quotation.
Partner Location	Chennai	Delivery and billing address used on the proposal.
Warehouse	CDC Godown	Delivery source warehouse referenced in the quotation.
Price List	Standard Sales Price List	Controls the unit prices populated on order lines.
Payment Rule	On Credit	Default payment method proposed to the customer.
Payment Term	Immediate	Proposed payment timeline included in the quotation.
Product	AASH-ATTA-5KG – Aashirvaad Atta 5kg	Product included in the proposal with quantity and pricing.
Quantity	5	Units being proposed for this product.
Price / Unit Price	280.00 INR	Selling price per unit proposed to the customer.
List Price	285.00 INR	Catalogue price before discount, shown for reference.
Discount %	1.75	Discount offered on the list price to arrive at the selling price.
Tax	CGST/SGST 18%	Applicable tax rate on the proposed product.
Line Amount	1,400.00 INR	Total line value before tax (5 Qty x 280.00).
Grand Total	1,652.00 INR	Total proposal value inclusive of CGST/SGST tax.
Sales Representative	Deepak Anand	Rep responsible for this customer quotation.

Process Flow

• Open the Sales Order window and create a new record.
• Set Target Document Type to Non-Binding Offer.
• Select Business Partner and Partner Location.
• Set Warehouse and Delivery Via to Delivery.
• Select Price List as Standard Sales Price List and Payment Rule as On Credit.
• Navigate to the Order Line tab and add a product with Quantity 5.
• Verify Price auto-populates as 280.00 and List Price as 285.00 with Discount % 1.75.
• Set Tax to CGST/SGST 18% and confirm Line Amount as 1,400.00 and Grand Total as 1,652.00.
• Return to the header, click Document Action, and select Complete.

System Behavior

• iDempiere assigns a unique Document Number (e.g., 20001) to the proposal.
• Document Status changes to Completed.
• No inventory reservation is created.
• No accounting entries are posted.
• No shipment or invoice is generated.
• The proposal is available for customer sharing and future conversion.

Outcome

• A formal, numbered proposal is created and shared with the customer.
• Sales team has a documented record of pricing offered to the customer.
• No stock or financial impact until the customer approves the proposal.

Converting an Approved Proposal into a Standard Sales Order

Overview

Used after the customer approves the proposal. The Quote Convert process creates the executable Standard Order without re-entering data.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Order (in Quote Convert)	20001_06/19/2026	The source proposal being converted to a Standard Order.
Document Type (in Quote Convert)	Standard Order	The target document type that drives shipment and invoicing.
Document Date	06/25/2026	Date assigned to the newly created Standard Sales Order.
Close Document	Checked	Closes the original proposal automatically after conversion.
Run as Job	Unchecked	Processes the conversion immediately in the current session.

Process Flow

• Navigate to Quote Convert window
• In the Quote Convert dialog, select the Order field — choose the current proposal (20001_06/19/2026).
• Set Document Type to Standard Order.
• Set Document Date to the current date.
• Check Close Document to close the original proposal upon successful conversion.
• Leave Run as Job unchecked and click OK to start the process.

System Behavior

• iDempiere creates a new Standard Sales Order with a new Document Number.
• All header fields (Customer, Warehouse, Price List, Payment Terms) are copied from the proposal.
• All order lines (Products, Quantities, Prices, Taxes) are copied without re-entry.
• Original proposal status is set to Closed if Close Document was checked.
• The new Standard Order is created in Draft status — no inventory reserved yet.

Outcome

• Standard Sales Order is created without manual re-entry of product and customer details.
• Original proposal is archived as Closed, maintaining audit history.
• Sales team can now proceed to inventory fulfilment and customer billing.

Completing the Standard Order to Activate Inventory Reservation

Overview

After conversion, the Standard Order must be completed to reserve stock and allow shipment generation from the warehouse.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Document Status	Drafted	Indicates the order is not yet active or executable.
Document Action	Complete	Triggers validation, tax calculation, and inventory reservation.
Total Lines	1,400.00 INR	Sum of all line amounts verified before completion.
Grand Total	1,652.00 INR	Final order value inclusive of taxes confirmed before completion.
Pay Schedule valid	Checked (auto)	Confirms the payment schedule was validated successfully.

Process Flow

• Open the newly created Standard Sales Order (generated from Quote Convert).
• Review the header: confirm Business Partner, Warehouse, Price List, and Sales Rep.
• Navigate to Order Lines tab and verify Products, Quantities, Prices, and Tax.
• Return to the Status section and confirm Total Lines and Grand Total are correct.
• Click Document Action and select Complete.
• Confirm the action in the dialog.

System Behavior

• iDempiere validates all order fields: Business Partner, Products, Warehouse, and Tax.
• Payment schedule is calculated and Pay Schedule valid is checked.
• Inventory is reserved for ordered quantities at the selected Warehouse.
• Document Status changes from Drafted to Completed.
• Order becomes available for shipment generation and invoicing.

Outcome

• Inventory is secured for the customer order — preventing overselling.
• Warehouse team can proceed to create and confirm the shipment.
• Finance team can track the order as pending delivery and invoicing.

Maintaining Proposal History Without Closing the Original

Overview

Used when the sales team wants to keep the proposal active for reference while creating the order, by leaving Close Document unchecked.

Key Setup / Inputs

Field in iDempiere	Sample Value	Purpose
Order (in Quote Convert)	20001_06/19/2026	Source proposal to be converted while keeping it open.
Document Type (in Quote Convert)	Standard Order	Target order type for fulfilment.
Document Date	06/25/2026	Date for the new Standard Order.
Close Document	Unchecked	Keeps the original proposal in its current status after conversion.
Run as Job	Unchecked	Ensures immediate processing.

Process Flow

• Open the completed Proposal in the Sales Order window.
• Click the Process icon and select Quote Convert.
• Select the Order and set Document Type to Standard Order.
• Leave Close Document unchecked.
• Enter the Document Date and click OK.

System Behavior

• A new Standard Sales Order is created with all details copied from the proposal.
• The original proposal remains in Completed status — it is not closed.
• The new order stores a reference link to the original proposal.
• Both the proposal and the new order exist as separate active records.

Outcome

• Sales team retains the original proposal as an active record for future reference or additional orders.
• Multiple Standard Orders can be created from the same proposal without losing traceability.
• Proposal history is preserved for reporting and customer communication.