Monitoring and changing quotation statuses

Use either of the following tools to monitor and change quotation statuses:

Tool	Description
Quotations list with predefined statuses	A list of quotations with statuses predefined and set automatically. For details, see Quotations list with predefined statuses.
Quotation Kanban board	The Kanban board with lanes representing custom statuses of quotations. You can add custom statuses according to your needs, monitor the statuses, and change them manually. For details, see Quotation Kanban board.
Quotations list with custom statuses	A list of quotations with predefined and custom statuses. You can add custom statuses according to your needs, monitor the statuses, and change them manually. For details, see Quotations list with custom statuses.

Quotations list with predefined statuses

This section is applicable if the Use kanban for Quotations checkbox is cleared in Settings > Sales.

To monitor quotation statuses:

Go to Sales.
Under Sales, click Quotations.
In the Quotations list, check a quotation status in the Status column.

In the Quotations list with predefined statuses, status is set for a quotation automatically depending on the quotation processing step. The following table shows statuses, their description, and the quotation processing steps when they are set:

#	Status	Description	Quotation processing step
1	Draft	Indicates that a quotation is not posted. It is not ready for customers yet.	Create and save a quotation for further reviewing and editing.
2	Sent	Indicates that a quotation is posted, valid, and can be sent to customers.	Post a quotation.
3	Expired	Indicates that a quotation validity date is past and there's nor sales order neither sales invoice based on the quotation.	A quotation validity date is expired.
4	Completed	Indicates that a quotation turned to a sale. There's a posted sales order, work order, or sales invoice based on the quotation.	Generate and post a sales order or work order, or sales invoice based on a quotation.

Quotation Kanban board

This section is applicable if the Use kanban for Quotations checkbox is selected in Settings > Sales.

To be able to monitor and change quotation statuses on the Kanban board, set up the Kanban board and add quotation statuses. For example, you can add statuses matching quotation processing steps in your company. For details, see Setting up quotations.

To monitor quotation statuses:

Go to Sales.
Under Sales, click Quotations.
In the top right corner of the displayed window, click .

The Kanban board is displayed. It is divided into vertical lanes. Each lane represents the quotation status. In the lanes, quotations are shown as cards. If colors are set for statuses, quotation cards are colored. This can help you quickly differentiate between quotation statuses.

You can also double-click a quotation card. This opens the quotation details. You can check the quotation status in the Status field.

To change a quotation status, do either of the following:

Drag the quotation card to another lane.
Double-click a quotation card. Then, in the Status field, select the quotation status and save the changes.

A quotation might turn to a sale. Then you can change the status of the quotation by converting it to a sales order, work order, or sales invoice. To do this, drag the quotation card to one of the following sections below the lanes: Convert to sales order, Convert to Work order, or Convert to sales invoice. This will generate an order or invoice based on the quotation. After you post the order or invoice, the quotation status is automatically set to Converted and the quotation is removed from the Kanban board.

If a quotation processing is completed or stopped, you can change the quotation status to Closed. To do this drag the quotation card to the Close section below the lanes. The closed quotation is removed from the Kanban board.

To move a quotation back to the Kanban board, switch to the Quotations list and change the quotation status. To do this, in the top right corner of the Kanban board, click

. Then double-click a quotation line, set the Status field to status other than Closed or Converted, and save the changes.

Quotations list with custom statuses

This section is applicable if the Use kanban for Quotations checkbox is selected in Settings > Sales.

To be able to set and monitor quotation custom statuses, set up the Kanban board and add quotation statuses. For example, you can add statuses matching quotation processing steps in your company. For details, see Setting up quotations.

To monitor quotation statuses:

Go to Sales.
Under Sales, click Quotations.
In the top right corner of the displayed window, click .
In the Quotations list, check a quotation status in the Status column. It shows a custom or predefined status.

The following table shows the predefined statuses, their description, and the quotation processing steps when they are set:

#	Predefined status	Description	Quotation processing step
1	Converted	Indicates that a quotation turned to a sale. There's a posted sales order, work order, or sales invoice based on the quotation.	Generate and post a sales order or work order, or sales invoice based on a quotation.
2	Closed	Indicates the quotation processing is completed or stopped.	Change a quotation status to Closed.

To change a quotation status, in the Quotations list, double-click a quotation line. Then, in the Status field, select the quotation status and save the changes.

A quotation might turn to a sale. Then you can change the quotation status by generating a sales order, work order, or sales invoice based on the quotation. To do this, in the Quotations list, select a quotation line. Then click Generate and select order or invoice. This will generate an order or invoice based on the quotation. After you post the order or invoice, the quotation status is automatically set to Converted.

If a quotation processing is completed or stopped, you can change the quotation status to Closed. To do this, in the Quotations list, double-click a quotation line, set the Status field to Closed, and save the changes.

<< Prev Next >>