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Quotations

A quotation is a formal price proposal — a proforma invoice — sent to a lead. You create it from the Quotations tab of a lead, price it from live stock, revise it as versions while you negotiate, then convert the accepted quote into a Sales Order in one click.

A quotation

Worked example (continued): the Meridian Supplies lead is Qualified and wants 8 MT (8,000 kg) of LDPE Film. We'll quote it at the ₹128/kg list rate (v1), then — after the negotiation call — revise to ₹120/kg (v2), send the PDF, and convert to an order once Meridian accepts.

Create a quotation​

Open the Meridian lead, go to the Quotations tab, and click + New Quotation.

How to fill it — the header​

  1. Quote number — assigned automatically from the series; leave it.
  2. Customer / Lead — pre-filled as Meridian Supplies from the lead; the billing contact carries across too.
  3. Quote date — today.
  4. Valid until — set an expiry so the price isn't open forever, e.g. +15 days. After this date the offer lapses — useful leverage in a rate negotiation.
  5. Currency — defaults to your base currency (₹ INR); change only for an export/foreign-currency deal.

How to fill it — the line items​

Line items work exactly like a Sales Order: each line pulls from your live catalogue and stock, so you're quoting real, available product.

FieldMeridian's lineNotes
ProductLDPE FilmPicks up HSN, UOM and current stock
Quantity8,000In Kg (8 MT)
Rate128.00Per kg — your list rate for v1
Discount—Per-line % or amount, if you offer one
TaxGST 18%Applied per line

With one line at 8,000 kg × ₹128, the quote totals:

Subtotal (8,000 × ₹128)  ....................  ₹10,24,000
GST @ 18%  ..................................   ₹1,84,320
                                              ------------
Grand total (v1)  ..........................  ₹12,08,320
  1. Save as a draft. The quote appears on the lead's Quotations tab as v1 (Draft).

:::tip Quote from what you can actually ship Because line items read live stock, the rep can see whether 8 MT of LDPE Film is on hand or needs a production/purchase run before promising a delivery date. Free-text lines are allowed for anything not yet in the catalogue. :::

Version a quotation​

Negotiations change the numbers, and you want a clean paper trail — not an overwritten price. On the follow-up call Meridian asks for ₹115/kg; the rep is authorised to offer ₹120/kg (that exchange is captured as an activity — see Activities & Calendar).

To revise:

  1. Open the quotation and click Save as new version.
  2. Raya freezes v1 read-only and opens v2 with your changes carried over.
  3. Change the LDPE Film rate to ₹120.00 and save.
VersionRateSubtotalGST 18%Grand totalStatus
v1₹128/kg₹10,24,000₹1,84,320₹12,08,320Superseded (read-only)
v2₹120/kg₹9,60,000₹1,72,800₹11,32,800Active

:::note One active version, full history The customer always sees the latest active version on the PDF, while every earlier version stays preserved and read-only. You get the audit trail without the confusion of two live prices floating around. :::

Send it​

Click Send Quotation. Raya then:

  • generates the proforma PDF (v2, at ₹120/kg) on your branded template;
  • emails it to the lead's address (Priya at Meridian);
  • moves the lead to Proposition (if it isn't there already).

:::tip Share beyond email You can also download the proforma PDF and share it over WhatsApp or a copied link — handy when the buyer prefers to receive documents on WhatsApp. Sharing this way keeps the same v2 PDF everyone else sees. :::

Convert to a Sales Order​

Meridian accepts the ₹120/kg quote. On the quotation, click Convert to Sales Order:

  1. A wizard pre-fills a Sales Order from the active version — customer, items, quantities and rates all carry across (8,000 kg LDPE Film @ ₹120, GST 18%).
  2. Adjust if needed — for example, ship a partial 4 MT first and keep the balance for a later release, or tweak the delivery date.
  3. If Meridian isn't yet a customer account, the conversion wizard creates or links the customer so billing and ledgers are ready.
  4. Click Create Order. A new Sales Order is created in Pending, and the lead moves to Won.
Quotation v2 (Accepted)  ──►  Sales Order (Pending)  ──►  lead = Won
   8 MT LDPE @ ₹120/kg          same items & rates         no re-keying

From here the deal leaves CRM and continues in Sales and Operations — invoicing, dispatch and payment. See the Lead-to-Cash workflow for the full picture.

Quotation status at a glance​

StatusMeaning
DraftBeing prepared; not yet sent
SentEmailed/shared with the lead; lead is at Proposition
AcceptedCustomer agreed — ready to convert
RejectedDeclined; revise as a new version or mark the lead Lost

:::note Rejected isn't dead A rejected or lapsed quote can be revised as a new version and re-sent. Versioning is exactly what lets you reopen a stalled deal without losing the earlier numbers. :::