{"id":19414,"date":"2026-06-26T04:52:26","date_gmt":"2026-06-26T04:52:26","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=19414"},"modified":"2026-07-07T07:36:47","modified_gmt":"2026-07-07T07:36:47","slug":"sales-order-proposal-flow-business-scenarios","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/sales-order-proposal-flow-business-scenarios\/","title":{"rendered":"Sales Order Proposal Flow \u2013 Business Scenarios"},"content":{"rendered":"\n

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 \u2014 all within iDempiere.<\/p>\n\n\n\n

Sending a Formal Price Quotation to a Customer<\/h2>\n\n\n\n

Overview<\/h3>\n\n\n\n

Used when a customer requests pricing before placing a firm order. Raised before inventory commitment or billing.<\/p>\n\n\n\n

Key Setup \/ Inputs<\/h3>\n\n\n\n
Field in iDempiere<\/strong><\/th>Sample Value<\/strong><\/th>Purpose<\/strong><\/th><\/tr><\/thead>
Target Document Type<\/td>Non-Binding Offer<\/td>Marks the order as a proposal with no inventory or financial impact.<\/td><\/tr>
Business Partner<\/td>ALPHA RETAIL SOLUTIONS<\/td>Identifies the customer receiving the quotation.<\/td><\/tr>
Partner Location<\/td>Chennai<\/td>Delivery and billing address used on the proposal.<\/td><\/tr>
Warehouse<\/td>CDC Godown<\/td>Delivery source warehouse referenced in the quotation.<\/td><\/tr>
Price List<\/td>Standard Sales Price List<\/td>Controls the unit prices populated on order lines.<\/td><\/tr>
Payment Rule<\/td>On Credit<\/td>Default payment method proposed to the customer.<\/td><\/tr>
Payment Term<\/td>Immediate<\/td>Proposed payment timeline included in the quotation.<\/td><\/tr>
Product<\/td>AASH-ATTA-5KG \u2013 Aashirvaad Atta 5kg<\/td>Product included in the proposal with quantity and pricing.<\/td><\/tr>
Quantity<\/td>5<\/td>Units being proposed for this product.<\/td><\/tr>
Price \/ Unit Price<\/td>280.00 INR<\/td>Selling price per unit proposed to the customer.<\/td><\/tr>
List Price<\/td>285.00 INR<\/td>Catalogue price before discount, shown for reference.<\/td><\/tr>
Discount %<\/td>1.75<\/td>Discount offered on the list price to arrive at the selling price.<\/td><\/tr>
Tax<\/td>CGST\/SGST 18%<\/td>Applicable tax rate on the proposed product.<\/td><\/tr>
Line Amount<\/td>1,400.00 INR<\/td>Total line value before tax (5 Qty x 280.00).<\/td><\/tr>
Grand Total<\/td>1,652.00 INR<\/td>Total proposal value inclusive of CGST\/SGST tax.<\/td><\/tr>
Sales Representative<\/td>Deepak Anand<\/td>Rep responsible for this customer quotation.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Process Flow<\/h3>\n\n\n\n
    \n
  • Open the Sales Order window and create a new record.<\/li>\n\n\n\n
  • Set Target Document Type to Non-Binding Offer.<\/li>\n\n\n\n
  • Select Business Partner and Partner Location.<\/li>\n\n\n\n
  • Set Warehouse and Delivery Via to Delivery.<\/li>\n\n\n\n
  • Select Price List as Standard Sales Price List and Payment Rule as On Credit.<\/li>\n\n\n\n
  • Navigate to the Order Line tab and add a product with Quantity 5.<\/li>\n\n\n\n
  • Verify Price auto-populates as 280.00 and List Price as 285.00 with Discount % 1.75.<\/li>\n\n\n\n
  • Set Tax to CGST\/SGST 18% and confirm Line Amount as 1,400.00 and Grand Total as 1,652.00.<\/li>\n\n\n\n
  • Return to the header, click Document Action, and select Complete.<\/li>\n<\/ul>\n\n\n\n

    System Behavior<\/h3>\n\n\n\n
      \n
    • iDempiere assigns a unique Document Number (e.g., 20001) to the proposal.<\/li>\n\n\n\n
    • Document Status changes to Completed.<\/li>\n\n\n\n
    • No inventory reservation is created.<\/li>\n\n\n\n
    • No accounting entries are posted.<\/li>\n\n\n\n
    • No shipment or invoice is generated.<\/li>\n\n\n\n
    • The proposal is available for customer sharing and future conversion.<\/li>\n<\/ul>\n\n\n\n

      Outcome<\/h3>\n\n\n\n
        \n
      • A formal, numbered proposal is created and shared with the customer.<\/li>\n\n\n\n
      • Sales team has a documented record of pricing offered to the customer.<\/li>\n\n\n\n
      • No stock or financial impact until the customer approves the proposal.<\/li>\n<\/ul>\n\n\n\n

        Converting an Approved Proposal into a Standard Sales Order<\/h2>\n\n\n\n

        Overview<\/h3>\n\n\n\n

        Used after the customer approves the proposal. The Quote Convert process creates the executable Standard Order without re-entering data.<\/p>\n\n\n\n

        Key Setup \/ Inputs<\/h3>\n\n\n\n
        Field in iDempiere<\/strong><\/th>Sample Value<\/strong><\/th>Purpose<\/strong><\/th><\/tr><\/thead>
        Order (in Quote Convert)<\/td>20001_06\/19\/2026<\/td>The source proposal being converted to a Standard Order.<\/td><\/tr>
        Document Type (in Quote Convert)<\/td>Standard Order<\/td>The target document type that drives shipment and invoicing.<\/td><\/tr>
        Document Date<\/td>06\/25\/2026<\/td>Date assigned to the newly created Standard Sales Order.<\/td><\/tr>
        Close Document<\/td>Checked<\/td>Closes the original proposal automatically after conversion.<\/td><\/tr>
        Run as Job<\/td>Unchecked<\/td>Processes the conversion immediately in the current session.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

        Process Flow<\/h3>\n\n\n\n
          \n
        • Navigate to Quote Convert window<\/li>\n\n\n\n
        • In the Quote Convert dialog, select the Order field \u2014 choose the current proposal (20001_06\/19\/2026).<\/li>\n\n\n\n
        • Set Document Type to Standard Order.<\/li>\n\n\n\n
        • Set Document Date to the current date.<\/li>\n\n\n\n
        • Check Close Document to close the original proposal upon successful conversion.<\/li>\n\n\n\n
        • Leave Run as Job unchecked and click OK to start the process.<\/li>\n<\/ul>\n\n\n\n

          System Behavior<\/h3>\n\n\n\n
            \n
          • iDempiere creates a new Standard Sales Order with a new Document Number.<\/li>\n\n\n\n
          • All header fields (Customer, Warehouse, Price List, Payment Terms) are copied from the proposal.<\/li>\n\n\n\n
          • All order lines (Products, Quantities, Prices, Taxes) are copied without re-entry.<\/li>\n\n\n\n
          • Original proposal status is set to Closed if Close Document was checked.<\/li>\n\n\n\n
          • The new Standard Order is created in Draft status \u2014 no inventory reserved yet.<\/li>\n<\/ul>\n\n\n\n

            Outcome<\/h3>\n\n\n\n
              \n
            • Standard Sales Order is created without manual re-entry of product and customer details.<\/li>\n\n\n\n
            • Original proposal is archived as Closed, maintaining audit history.<\/li>\n\n\n\n
            • Sales team can now proceed to inventory fulfilment and customer billing.<\/li>\n<\/ul>\n\n\n\n

              Completing the Standard Order to Activate Inventory Reservation<\/h2>\n\n\n\n

              Overview<\/h3>\n\n\n\n

              After conversion, the Standard Order must be completed to reserve stock and allow shipment generation from the warehouse.<\/p>\n\n\n\n

              Key Setup \/ Inputs<\/h3>\n\n\n\n
              Field in iDempiere<\/strong><\/th>Sample Value<\/strong><\/th>Purpose<\/strong><\/th><\/tr><\/thead>
              Document Status<\/td>Drafted<\/td>Indicates the order is not yet active or executable.<\/td><\/tr>
              Document Action<\/td>Complete<\/td>Triggers validation, tax calculation, and inventory reservation.<\/td><\/tr>
              Total Lines<\/td>1,400.00 INR<\/td>Sum of all line amounts verified before completion.<\/td><\/tr>
              Grand Total<\/td>1,652.00 INR<\/td>Final order value inclusive of taxes confirmed before completion.<\/td><\/tr>
              Pay Schedule valid<\/td>Checked (auto)<\/td>Confirms the payment schedule was validated successfully.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

              Process Flow<\/h3>\n\n\n\n
                \n
              • Open the newly created Standard Sales Order (generated from Quote Convert).<\/li>\n\n\n\n
              • Review the header: confirm Business Partner, Warehouse, Price List, and Sales Rep.<\/li>\n\n\n\n
              • Navigate to Order Lines tab and verify Products, Quantities, Prices, and Tax.<\/li>\n\n\n\n
              • Return to the Status section and confirm Total Lines and Grand Total are correct.<\/li>\n\n\n\n
              • Click Document Action and select Complete.<\/li>\n\n\n\n
              • Confirm the action in the dialog.<\/li>\n<\/ul>\n\n\n\n

                System Behavior<\/h3>\n\n\n\n
                  \n
                • iDempiere validates all order fields: Business Partner, Products, Warehouse, and Tax.<\/li>\n\n\n\n
                • Payment schedule is calculated and Pay Schedule valid is checked.<\/li>\n\n\n\n
                • Inventory is reserved for ordered quantities at the selected Warehouse.<\/li>\n\n\n\n
                • Document Status changes from Drafted to Completed.<\/li>\n\n\n\n
                • Order becomes available for shipment generation and invoicing.<\/li>\n<\/ul>\n\n\n\n

                  Outcome<\/h3>\n\n\n\n
                    \n
                  • Inventory is secured for the customer order \u2014 preventing overselling.<\/li>\n\n\n\n
                  • Warehouse team can proceed to create and confirm the shipment.<\/li>\n\n\n\n
                  • Finance team can track the order as pending delivery and invoicing.<\/li>\n<\/ul>\n\n\n\n

                    Maintaining Proposal History Without Closing the Original<\/h2>\n\n\n\n

                    Overview<\/h3>\n\n\n\n

                    Used when the sales team wants to keep the proposal active for reference while creating the order, by leaving Close Document unchecked.<\/p>\n\n\n\n

                    Key Setup \/ Inputs<\/h3>\n\n\n\n
                    Field in iDempiere<\/strong><\/th>Sample Value<\/strong><\/th>Purpose<\/strong><\/th><\/tr><\/thead>
                    Order (in Quote Convert)<\/td>20001_06\/19\/2026<\/td>Source proposal to be converted while keeping it open.<\/td><\/tr>
                    Document Type (in Quote Convert)<\/td>Standard Order<\/td>Target order type for fulfilment.<\/td><\/tr>
                    Document Date<\/td>06\/25\/2026<\/td>Date for the new Standard Order.<\/td><\/tr>
                    Close Document<\/td>Unchecked<\/td>Keeps the original proposal in its current status after conversion.<\/td><\/tr>
                    Run as Job<\/td>Unchecked<\/td>Ensures immediate processing.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                    Process Flow<\/h3>\n\n\n\n
                      \n
                    • Open the completed Proposal in the Sales Order window.<\/li>\n\n\n\n
                    • Click the Process icon and select Quote Convert.<\/li>\n\n\n\n
                    • Select the Order and set Document Type to Standard Order.<\/li>\n\n\n\n
                    • Leave Close Document unchecked.<\/li>\n\n\n\n
                    • Enter the Document Date and click OK.<\/li>\n<\/ul>\n\n\n\n

                      System Behavior<\/h3>\n\n\n\n
                        \n
                      • A new Standard Sales Order is created with all details copied from the proposal.<\/li>\n\n\n\n
                      • The original proposal remains in Completed status \u2014 it is not closed.<\/li>\n\n\n\n
                      • The new order stores a reference link to the original proposal.<\/li>\n\n\n\n
                      • Both the proposal and the new order exist as separate active records.<\/li>\n<\/ul>\n\n\n\n

                        Outcome<\/h3>\n\n\n\n
                          \n
                        • Sales team retains the original proposal as an active record for future reference or additional orders.<\/li>\n\n\n\n
                        • Multiple Standard Orders can be created from the same proposal without losing traceability.<\/li>\n\n\n\n
                        • Proposal history is preserved for reporting and customer communication.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

                          The Sales Order window in iDempiere supports a Proposal (Non-Binding Offer) document type, used by sales teams to send formal […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[67,76],"tags":[],"class_list":["post-19414","post","type-post","status-publish","format-standard","hentry","category-retail","category-sales"],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19414","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=19414"}],"version-history":[{"count":2,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19414\/revisions"}],"predecessor-version":[{"id":19418,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19414\/revisions\/19418"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=19414"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=19414"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=19414"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}