{"id":19479,"date":"2026-07-14T06:22:48","date_gmt":"2026-07-14T06:22:48","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=19479"},"modified":"2026-08-21T05:27:34","modified_gmt":"2026-08-21T05:27:34","slug":"how-to-configure-quotation-orders-in-idempiere","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-configure-quotation-orders-in-idempiere\/","title":{"rendered":"How to Configure Quotation Orders in iDempiere"},"content":{"rendered":"\n

The Sales Order window in iDempiere supports multiple document types for the sales cycle. The Quotation order type \u2014 represented as a Binding Offer is used when a retailer presents firm commercial terms to a customer before a confirmed sale.<\/p>\n\n\n\n

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 \u2014 making the quotation a critical checkpoint in the retail order lifecycle.<\/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
  • Quotation (Binding Offer) presents firm commercial terms and is binding on the seller.<\/li>\n\n\n\n
  • Completing a Quotation reserves stock as an inventory commitment \u2014 fulfillment does not begin.<\/li>\n\n\n\n
  • A Quotation in “In Progress” status is visible in Quote Convert for promotion to Standard Order.<\/li>\n\n\n\n
  • Each order line must have a valid product, quantity, price, and applicable tax code assigned.<\/li>\n\n\n\n
  • Discount % is auto-calculated from List Price vs. Unit Price and can be overridden manually.<\/li>\n\n\n\n
  • Payment Rule and Payment Term on the header apply to the resulting invoice after conversion.<\/li>\n\n\n\n
  • Reserved Quantity on the order line is populated only after the Quotation is completed.<\/li>\n<\/ul>\n\n\n\n

    Prerequisites<\/strong><\/h2>\n\n\n\n
      \n
    • Business Partner (customer) configured with valid Partner Location.<\/li>\n\n\n\n
    • Organization and Warehouse configured<\/li>\n\n\n\n
    • Document Type “Binding Offer” set up in Document Type window.<\/li>\n\n\n\n
    • Price List with Standard Sales Price List created.<\/li>\n\n\n\n
    • Products with UOM, pricing, and tax category configured.<\/li>\n\n\n\n
    • Tax rate configured.<\/li>\n\n\n\n
    • Payment Terms defined (e.g., Net 30 Days).<\/li>\n\n\n\n
    • Sales Representative configured as a system user.<\/li>\n<\/ul>\n\n\n\n

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

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

      A new Sales Order record must be created and the correct document type selected to initiate a quotation.<\/p>\n\n\n\n

        \n
      1. Open the Sales Order window.<\/li>\n\n\n\n
      2. Click the New Record icon (+).<\/li>\n\n\n\n
      3. Verify Tenant is set to your organisation<\/li>\n\n\n\n
      4. Set Organization to the relevant retail store.<\/li>\n\n\n\n
      5. In the Target Document Type field, select “Binding offer” from the dropdown.<\/li>\n\n\n\n
      6. Date Ordered defaults to today \u2014 adjust if required.<\/li>\n<\/ol>\n\n\n\n
        Field<\/strong><\/th>Sample Value<\/strong><\/th>Description<\/strong><\/th><\/tr><\/thead>
        Tenant<\/td>POTS<\/td>Legal entity owning this transaction.<\/td><\/tr>
        Organization<\/td>Chennai Store<\/td>Retail store raising the quotation.<\/td><\/tr>
        Document No<\/td>10000<\/td>Auto-generated order number.<\/td><\/tr>
        Target Document Type<\/td>Binding offer<\/td>Sets the order as a Quotation (OB).<\/td><\/tr>
        Date Ordered<\/td>06\/26\/2026<\/td>Date the quotation is raised.<\/td><\/tr>
        Order Reference<\/td>(optional)<\/td>Customer PO reference or internal reference.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
        \"\"<\/figure>\n\n\n\n

        Step 2: Enter Business Partner and Delivery Details<\/strong><\/h3>\n\n\n\n

        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.<\/p>\n\n\n\n

          \n
        1. In Business Partner, search and select the customer.<\/li>\n\n\n\n
        2. Partner Location auto-fills from the customer master confirm or change.<\/li>\n\n\n\n
        3. Set Invoice Partner and Invoice Location if billing differs from delivery.<\/li>\n\n\n\n
        4. Set User\/Contact for communication tracking.<\/li>\n\n\n\n
        5. In the Delivery section, select Warehouse.<\/li>\n\n\n\n
        6. Set Delivery Via to “Delivery”.<\/li>\n<\/ol>\n\n\n\n
          Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
          Business Partner<\/td>MARVEL ENTERPRISES<\/td>Customer receiving the quotation.<\/td><\/tr>
          Partner Location<\/td>Bengaluru Office<\/td>Delivery address of the customer.<\/td><\/tr>
          Invoice Partner<\/td>MARVEL ENTERPRISES<\/td>Party to be invoiced (can differ).<\/td><\/tr>
          Invoice Location<\/td>Bengaluru Office<\/td>Billing address for the invoice.<\/td><\/tr>
          User\/Contact<\/td>Vinay Kumar<\/td>Contact person at the customer.<\/td><\/tr>
          Warehouse<\/td>CHN Godown<\/td>Source warehouse for this order.<\/td><\/tr>
          Delivery Via<\/td>Delivery<\/td>Mode of delivery to the customer.<\/td><\/tr>
          Drop Shipment<\/td>Unchecked<\/td>Tick if goods ship directly from supplier.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

          Step 3: Configure Invoicing and Payment Terms<\/strong><\/h3>\n\n\n\n

          Pricing, payment rule, and payment terms defined here flow into the invoice generated after the quotation is converted to a Standard Order.<\/p>\n\n\n\n

            \n
          1. In the Invoicing section, select Price List.<\/li>\n\n\n\n
          2. Confirm Currency is set correctly.<\/li>\n\n\n\n
          3. Assign Sales Representative.<\/li>\n\n\n\n
          4. Set Payment Rule to “On Credit” for credit customers.<\/li>\n\n\n\n
          5. Set Payment Term to agreed terms.<\/li>\n\n\n\n
          6. Enter a Promotion Code if applicable.<\/li>\n<\/ol>\n\n\n\n
            Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
            Price List<\/td>Standard Sales Price List<\/td>Governs product pricing on order lines.<\/td><\/tr>
            Currency<\/td>INR<\/td>Transaction currency for the quotation.<\/td><\/tr>
            Sales Representative<\/td>Ajay Narayan<\/td>Salesperson responsible for this order.<\/td><\/tr>
            Payment Rule<\/td>On Credit<\/td>How the invoice will be settled.<\/td><\/tr>
            Payment Term<\/td>Net 30 Days<\/td>Invoice due date calculation rule.<\/td><\/tr>
            Promotion Code<\/td>(blank)<\/td>Discount promotion code if applicable.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
            \"\"<\/figure>\n\n\n\n

            Step 4: Add Order Lines<\/strong><\/h3>\n\n\n\n

            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.<\/p>\n\n\n\n

              \n
            1. Navigate to the Order Line tab.<\/li>\n\n\n\n
            2. Click the New Record icon (+).<\/li>\n\n\n\n
            3. Set Line No (auto-filled, e.g., 10).<\/li>\n\n\n\n
            4. Select the Product.<\/li>\n\n\n\n
            5. Enter Quantity UOM auto-fills from the product.<\/li>\n\n\n\n
            6. Verify Price auto-fills from the price list.<\/li>\n\n\n\n
            7. List Price shows the standard price (e.g., 285.00); Discount % is auto-calculated (e.g., 1.75%).<\/li>\n\n\n\n
            8. Select Tax from the dropdown.<\/li>\n\n\n\n
            9. Line Amount auto-calculates (e.g., 280.00).<\/li>\n\n\n\n
            10. Repeat for additional products.<\/li>\n<\/ol>\n\n\n\n
              Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
              Line No<\/td>10<\/td>Auto-incremented line sequence number.<\/td><\/tr>
              Product<\/td>AASH-ATTA-5KG \u2013 Aashirvaad Atta 5kg<\/td>Product being quoted.<\/td><\/tr>
              Quantity<\/td>1<\/td>Quantity the customer is being quoted for.<\/td><\/tr>
              UOM<\/td>Each<\/td>Unit of measure from product master.<\/td><\/tr>
              Price<\/td>280.00<\/td>Selling price from the selected price list.<\/td><\/tr>
              Unit Price<\/td>280.00<\/td>Final unit price after any manual override.<\/td><\/tr>
              List Price<\/td>285.00<\/td>Standard list price before discount.<\/td><\/tr>
              Discount %<\/td>1.75<\/td>Auto-calculated from list vs. unit price.<\/td><\/tr>
              Tax<\/td>CGST\/SGST 18%<\/td>Applicable tax rate for this product.<\/td><\/tr>
              Line Amount<\/td>280.00<\/td>Net amount before tax (Qty \u00d7 Unit Price).<\/td><\/tr>
              Reserved Quantity<\/td>0<\/td>Populated after the quotation is completed.<\/td><\/tr>
              Delivered Quantity<\/td>0<\/td>Updates when shipment is created (post-SO).<\/td><\/tr>
              Warehouse<\/td>CHN Godown<\/td>Warehouse for this specific line.<\/td><\/tr>
              Partner Location<\/td>Bengaluru Office<\/td>Delivery location for this line.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
              \"\"<\/figure>\n\n\n\n
              \"\"<\/figure>\n\n\n\n
              \"\"<\/figure>\n\n\n\n

              Step 5: Prepare and Complete the Quotation<\/strong><\/h3>\n\n\n\n

              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.<\/p>\n\n\n\n

                \n
              1. Return to the Order (header) tab.<\/li>\n\n\n\n
              2. Verify Total Lines and Grand Total in the Status section.<\/li>\n\n\n\n
              3. Click the Document Action button.<\/li>\n\n\n\n
              4. Select “Prepare” \u2014 Document Status changes to “In Progress”.<\/li>\n\n\n\n
              5. If the customer has verbally confirmed but formal paperwork is pending, select “Complete” \u2014 stock is reserved and the document status changes to “Completed”.<\/li>\n\n\n\n
              6. To progress through the normal sales funnel, keep the document “In Progress” and use Quote Convert to generate a Standard Order.<\/li>\n<\/ol>\n\n\n\n
                Note: <\/strong>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.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                Step 6: Convert Quotation to Standard Order (Quote Convert)<\/strong><\/h3>\n\n\n\n

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

                  \n
                1. Ensure the Quotation is in “In Progress” status.<\/li>\n\n\n\n
                2. Navigate to Sales Management \u2192 Quote Convert (or use the process from within the order).<\/li>\n\n\n\n
                3. Select the quotation from the list.<\/li>\n\n\n\n
                4. Confirm the Standard Order details and submit.<\/li>\n\n\n\n
                5. iDempiere creates a new Standard Order (SO) linked to the original quotation.<\/li>\n\n\n\n
                6. Complete the Standard Order to reserve stock, trigger auto-shipment, and generate the invoice.<\/li>\n<\/ol>\n\n\n\n

                  Common Issues and Resolutions<\/strong><\/h2>\n\n\n\n
                  Issue<\/strong><\/td>Cause<\/strong><\/td>Resolution<\/strong><\/td><\/tr><\/thead>
                  Quotation does not appear in Quote Convert<\/td>Document status is “Completed” not “In Progress”<\/td>Keep the quotation In Progress until customer formally approves. Only In Progress quotations appear in Quote Convert.<\/td><\/tr>
                  Stock is not reserved after saving the quotation<\/td>Stock reservation only occurs on Complete, not on save or Prepare<\/td>Complete the quotation to reserve stock, or convert to Standard Order for full fulfilment.<\/td><\/tr>
                  Tax field is blank on order line<\/td>Tax category not assigned to the product<\/td>Configure the tax category on the product master and ensure the tax rate (CGST\/SGST) is active.<\/td><\/tr>
                  Discount % shows 0 even though prices differ<\/td>Unit Price matches List Price or List Price is not set on the price list<\/td>Update the List Price on the price list version to reflect the standard price.<\/td><\/tr>
                  Quotation cannot be edited after Complete<\/td>Completed documents are locked in iDempiere<\/td>Void or reverse the quotation and create a new one with corrected details.<\/td><\/tr>
                  Wrong warehouse on order line<\/td>Order line inherits the header warehouse but can be overridden<\/td>Update the Warehouse field on individual order lines if items ship from different locations.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                  Next Steps<\/strong><\/h2>\n\n\n\n
                    \n
                  • Quote Convert \u2014 Promote an approved In Progress Quotation to a Standard Order.<\/li>\n\n\n\n
                  • Standard Order\u2014 Complete the converted order to trigger stock reservation and fulfilment.<\/li>\n\n\n\n
                  • Generate Shipments \u2014 Create outbound shipment documents for the confirmed Standard Order.<\/li>\n\n\n\n
                  • Sales Invoice \u2014 Generate and post the customer invoice after shipment.<\/li>\n\n\n\n
                  • Payment Allocation \u2014 Allocate customer payment receipts against the posted invoice.<\/li>\n\n\n\n
                  • Proposal (ON) setup \u2014 Configure non-binding exploratory order type for pre-quotation stage.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

                    The Sales Order window in iDempiere supports multiple document types for the sales cycle. The Quotation order type \u2014 represented […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[10,78],"tags":[],"class_list":["post-19479","post","type-post","status-publish","format-standard","hentry","category-idempiere-product","category-idempiere-sales"],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19479","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=19479"}],"version-history":[{"count":10,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19479\/revisions"}],"predecessor-version":[{"id":28219,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19479\/revisions\/28219"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=19479"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=19479"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=19479"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}