{"id":19398,"date":"2026-06-26T04:40:03","date_gmt":"2026-06-26T04:40:03","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=19398"},"modified":"2026-07-14T06:16:15","modified_gmt":"2026-07-14T06:16:15","slug":"how-to-configure-proposal-order-flow-in-idempiere","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-configure-proposal-order-flow-in-idempiere\/","title":{"rendered":"How to Configure Proposal Order Flow in iDempiere"},"content":{"rendered":"\n

The Sales Order window in iDempiere supports a Proposal (Non-Binding Offer) document type that allows sales teams to create and send formal quotations to customers before committing to stock or generating invoices.<\/p>\n\n\n\n

The proposals are used during the pre-sales phase when pricing, product selection, or quantities are still being confirmed with the customer. The proposal carries no financial or inventory impact until the customer approves it.<\/p>\n\n\n\n

Once a customer approves a proposal, the Quote Convert process transforms it into a Standard Sales Order, which then drives shipment, invoicing, and payment collection. This ensures a clean and auditable order-to-cash cycle.<\/p>\n\n\n\n

Process Flow<\/strong><\/h2>\n\n\n\n
\"\"<\/figure>\n\n\n\n

Business Rules<\/strong><\/h2>\n\n\n\n
    \n
  • A Proposal (Non-Binding Offer) does not reserve inventory or create accounting entries.<\/li>\n\n\n\n
  • Only proposals in ‘In Progress’ status can be converted to a Standard Order.<\/li>\n\n\n\n
  • The Quote Convert process copies all header fields, order lines, prices, and taxes to the new order.<\/li>\n\n\n\n
  • If ‘Close Document’ is selected during conversion, the original proposal is automatically closed.<\/li>\n\n\n\n
  • A closed proposal cannot be re-opened or reused for another conversion.<\/li>\n\n\n\n
  • Converted Standard Orders are created in Draft status and must be reviewed and completed manually.<\/li>\n\n\n\n
  • No shipment or invoice can be generated directly from a Proposal document type.<\/li>\n<\/ul>\n\n\n\n

    Prerequisites<\/strong><\/h2>\n\n\n\n
      \n
    • Business Partner (Customer) configured with billing and delivery address.<\/li>\n\n\n\n
    • Organization and Tenant configured in iDempiere.<\/li>\n\n\n\n
    • Warehouse configured for delivery.<\/li>\n\n\n\n
    • Price List (Standard Sales Price List) configured with product prices.<\/li>\n\n\n\n
    • Document Type ‘Non-Binding Offer’ (Proposal) configured.<\/li>\n\n\n\n
    • Document Type ‘Standard Order’ configured for conversion target.<\/li>\n\n\n\n
    • Products and UOM configured.<\/li>\n\n\n\n
    • Tax Category (CGST\/SGST) configured for applicable products.<\/li>\n\n\n\n
    • Sales Representative configured as a Business Partner user.<\/li>\n<\/ul>\n\n\n\n

      Configuration Steps<\/strong><\/h2>\n\n\n\n

      Step 1: Create a New Sales Order as Proposal<\/strong><\/h3>\n\n\n\n

      The first step is to open the Sales Order window and create a new record. Selecting the correct Target Document Type as ‘Non-Binding Offer’ is critical \u2014 this controls that no stock reservation or financial postings occur.<\/p>\n\n\n\n

        \n
      1. Click the New Record (+) icon to create a new order.<\/li>\n\n\n\n
      2. Set the Target Document Type to Non-Binding Offer.<\/li>\n\n\n\n
      3. Select the Business Partner .<\/li>\n\n\n\n
      4. Set Partner Location and User\/Contact.<\/li>\n\n\n\n
      5. Select the Warehouse and Delivery Via.<\/li>\n\n\n\n
      6. Select the Price List (e.g., Standard Sales Price List) and Payment Rule (e.g., On Credit).<\/li>\n\n\n\n
      7. Save the header record.<\/li>\n<\/ol>\n\n\n\n
        Field<\/strong><\/th>Sample Value<\/strong><\/th>Description<\/strong><\/th><\/tr><\/thead>
        Tenant<\/td>POTS<\/td>Identifies the company or tenant instance in iDempiere.<\/td><\/tr>
        Organization<\/td>CDC<\/td>The operating branch or store for this transaction.<\/td><\/tr>
        Document No<\/td>20001<\/td>Auto-generated proposal number assigned by iDempiere.<\/td><\/tr>
        Target Document Type<\/td>Non-Binding Offer<\/td>Defines this order as a Proposal with no financial impact.<\/td><\/tr>
        Date Ordered<\/td>06\/19\/2026<\/td>The date the proposal is raised.<\/td><\/tr>
        Business Partner<\/td>ALPHA RETAIL SOLUTIONS<\/td>The customer for whom the proposal is being created.<\/td><\/tr>
        Partner Location<\/td>Chennai<\/td>Delivery and billing location of the customer.<\/td><\/tr>
        User\/Contact<\/td>Karthik<\/td>The contact person at the customer organization.<\/td><\/tr>
        Warehouse<\/td>CDC Godown<\/td>The warehouse from which delivery will be made post-approval.<\/td><\/tr>
        Delivery Via<\/td>Delivery<\/td>Mode of delivery to the customer.<\/td><\/tr>
        Price List<\/td>Standard Sales Price List<\/td>Controls pricing applied to order lines.<\/td><\/tr>
        Currency<\/td>INR<\/td>Transaction currency.<\/td><\/tr>
        Sales Representative<\/td>Deepak Anand<\/td>The sales rep responsible for this proposal.<\/td><\/tr>
        Payment Rule<\/td>On Credit<\/td>Default payment method applied after conversion to order.<\/td><\/tr>
        Payment Term<\/td>Immediate<\/td>Payment due terms for invoicing after conversion.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
        \"\"<\/figure>\n\n\n\n
        \"\"<\/figure>\n\n\n\n

        Step 2: Add Order Lines with Products and Pricing<\/strong><\/h3>\n\n\n\n

        Order lines capture the products, quantities, prices, and applicable taxes that will be included in the proposal sent to the customer.<\/p>\n\n\n\n

          \n
        1. Click on the Order Line tab.<\/li>\n\n\n\n
        2. Create a new line.<\/li>\n\n\n\n
        3. Select the Product (e.g., AASH-ATTA-5KG \u2013 Aashirvaad Atta 5kg).<\/li>\n\n\n\n
        4. Enter the Quantity (e.g., 5).<\/li>\n\n\n\n
        5. Verify the Price auto-populated from the Price List (e.g., 280.00).<\/li>\n\n\n\n
        6. Confirm the UOM (e.g., Each).<\/li>\n\n\n\n
        7. Select the applicable Tax (e.g., CGST\/SGST 18%).<\/li>\n\n\n\n
        8. Verify Line Amount (e.g., 1,400.00) and Grand Total (e.g., 1,652.00 with tax).<\/li>\n\n\n\n
        9. Save the line.<\/li>\n<\/ol>\n\n\n\n
          Field<\/strong><\/th>Sample Value<\/strong><\/th>Description<\/strong><\/th><\/tr><\/thead>
          Product<\/td>AASH-ATTA-5KG \u2013 Aashirvaad Atta 5kg<\/td>The product being proposed to the customer.<\/td><\/tr>
          Quantity<\/td>5<\/td>Number of units requested in the proposal.<\/td><\/tr>
          UOM<\/td>Each<\/td>Unit of measure for the product.<\/td><\/tr>
          Price<\/td>280.00<\/td>Actual selling price after any discount.<\/td><\/tr>
          Unit Price<\/td>280.00<\/td>Price per unit billed to the customer.<\/td><\/tr>
          List Price<\/td>285.00<\/td>Standard catalogue price before discount.<\/td><\/tr>
          Discount %<\/td>1.75<\/td>Percentage discount applied on the list price.<\/td><\/tr>
          Tax<\/td>CGST\/SGST 18%<\/td>Applicable tax category for this product line.<\/td><\/tr>
          Line Amount<\/td>1,400.00<\/td>Total line value before tax (Qty x Price).<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
          \"\"<\/figure>\n\n\n\n

          Step 3: Prepare the Proposal<\/strong><\/h3>\n\n\n\n

          Once all order lines are added and reviewed, the proposal must be Prepared so it can be shared with the customer and later converted to a Standard Order.<\/p>\n\n\n\n

            \n
          1. Review the Status section \u2014 verify Total Lines and Grand Total are correct.<\/li>\n\n\n\n
          2. Confirm Document Status shows ‘Drafted’.<\/li>\n\n\n\n
          3. Click the Document Action button.<\/li>\n\n\n\n
          4. Select preppare from the action dropdown.<\/li>\n\n\n\n
          5. Confirm the action. Document Status changes to ‘inProgress’.<\/li>\n<\/ol>\n\n\n\n
            Field<\/strong><\/th>Sample Value<\/strong><\/th>Description<\/strong><\/th><\/tr><\/thead>
            Total Lines<\/td>1,400.00<\/td>Sum of all order line amounts excluding tax.<\/td><\/tr>
            Grand Total<\/td>1,652.00<\/td>Total value including CGST\/SGST 18% tax.<\/td><\/tr>
            Document Status<\/td>Completed<\/td>Status after completing the proposal document.<\/td><\/tr>
            Document Type<\/td>Non-Binding Offer<\/td>Confirms this is a Proposal type with no financial impact.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

            Step 4: Run Quote Convert Process to Create Standard Sales Order<\/strong><\/h3>\n\n\n\n

            After the customer approves the proposal, the Quote Convert process converts the proposal into a Standard Sales Order. This is the key step that moves the transaction from pre-sales to execution.<\/p>\n\n\n\n

              \n
            1. In the Quote Convert window, select the Order (the current proposal, e.g., 20001_06\/19\/2026).<\/li>\n\n\n\n
            2. Set the Document Type to Standard Order.<\/li>\n\n\n\n
            3. Enter the Document Date (current date).<\/li>\n\n\n\n
            4. Check ‘Close Document’ if you want the original proposal closed after conversion.<\/li>\n\n\n\n
            5. Leave ‘Run as Job’ unchecked for immediate processing.<\/li>\n\n\n\n
            6. Click OK \/ Start to execute the conversion.<\/li>\n<\/ol>\n\n\n\n
              Field<\/strong><\/th>Sample Value<\/strong><\/th>Description<\/strong><\/th><\/tr><\/thead>
              Order<\/td>20001_06\/19\/2026<\/td>The proposal being converted to a sales order.<\/td><\/tr>
              Document Type<\/td>Standard Order<\/td>Target document type for the converted order.<\/td><\/tr>
              Document Date<\/td>06\/25\/2026<\/td>Date assigned to the newly created Standard Order.<\/td><\/tr>
              Close Document<\/td>Checked<\/td>Automatically closes the original proposal after conversion.<\/td><\/tr>
              Run as Job<\/td>Unchecked<\/td>Processes immediately; check for background processing.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
              \"\"<\/figure>\n\n\n\n
              Note: <\/strong>The document status of the proposal must be only ‘In Process’ before the Quote Convert process can be executed. Drafted proposals cannot be converted.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

              Step 5: Complete the Standard Sales Order<\/strong><\/h3>\n\n\n\n

              The newly created Standard Order starts in Draft status. Review all details before completing it to trigger inventory reservation and make the order available for shipment and invoicing.<\/p>\n\n\n\n

                \n
              1. Open the newly created Standard Sales Order (a new Document No will be assigned).<\/li>\n\n\n\n
              2. Verify all header information: Customer, Warehouse, Price List.<\/li>\n\n\n\n
              3. Verify order lines: Products, Quantities, Prices, and Taxes.<\/li>\n\n\n\n
              4. Click Document Action and select Complete.<\/li>\n\n\n\n
              5. Confirm. Status changes to ‘Completed’ and inventory is reserved.<\/li>\n<\/ol>\n\n\n\n
                \"\"<\/figure>\n\n\n\n
                \"\"<\/figure>\n\n\n\n
                \"\"<\/figure>\n\n\n\n

                Common Issues and Resolutions<\/strong><\/h2>\n\n\n\n
                Issue<\/strong><\/th>Cause<\/strong><\/th>Resolution<\/strong><\/th><\/tr><\/thead>
                Original proposal not closing after conversion<\/td>‘Close Document’ checkbox was unchecked<\/td>Re-open proposal manually and set Document Action to ‘Close’.<\/td><\/tr>
                Tax not applied on order lines<\/td>Tax category not assigned to product<\/td>Assign the correct Tax Category (CGST\/SGST) to the product in the Product window.<\/td><\/tr>
                Price not populating on order line<\/td>Product not added to the selected Price List<\/td>Add the product and price to the Standard Sales Price List.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                Next Steps<\/strong><\/h2>\n\n\n\n
                  \n
                • Complete the Standard Sales Order to reserve inventory.<\/li>\n\n\n\n
                • Generate Shipment from the completed Sales Order.<\/li>\n\n\n\n
                • Complete the Shipment to update stock levels.<\/li>\n\n\n\n
                • Generate Customer Invoice from the Shipment.<\/li>\n\n\n\n
                • Complete the Invoice to post Accounts Receivable entries.<\/li>\n\n\n\n
                • Receive Customer Payment and allocate it against the Invoice.<\/li>\n<\/ul>\n\n\n\n
                  Note: <\/strong>Once the proposal is converted and the original is closed, the full order-to-cash cycle continues from the Standard Sales Order through shipment, invoicing, and payment.<\/td><\/tr><\/tbody><\/table><\/figure>\n","protected":false},"excerpt":{"rendered":"

                  The Sales Order window in iDempiere supports a Proposal (Non-Binding Offer) document type that allows sales teams to create and […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[67,76],"tags":[],"class_list":["post-19398","post","type-post","status-publish","format-standard","hentry","category-retail","category-sales"],"acf":[],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19398","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=19398"}],"version-history":[{"count":6,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19398\/revisions"}],"predecessor-version":[{"id":20590,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19398\/revisions\/20590"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=19398"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=19398"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=19398"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}