Confirm Quotes and Orders

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Quote(s) and Order(s) may also be confirmed on the context menu of the Document entry (list screen). Right-click and select - Documents → Confirm quotes and orders.

Once the debtor (customer / client) accepts the Quote, it can then be confirmed and converted to an Invoice. Once a quote is confirmed and converted to an invoice, you may need to edit the Invoice, before you update (post) the invoice to the ledger.

If you did not edit the Invoice (converted Quote), you will then need to process a Credit note to correct the Invoice updated (posted) with the incorrect amounts and / or quantities.

The debtor (customer / client) may, when accepting the Quote, not accept all the items on the Quote, or may add some more items on the Quote. In this case, you may edit the Quote (Action → Documents), before you confirm the Quote and convert it to an Invoice.

If you have already confirmed a Quote and converted it to an Invoice, and there are still any discrepancies in the Quote, for example the correct quantities of goods accepted, you may edit the Invoice (Action → Documents), before you update (post) the Invoice to the ledger.

If you did not edit the Invoice (converted Quote), you will then need to process a Credit note to correct the Invoice updated (posted) with the incorrect amounts and quantities.

To confirm and convert a Quote to an Invoice:

1.On the Action ribbon, select Input → Confirm (Shift + F3).

2.Select Quotes in the Document type field, if not already selected. The screen will change to reflect Quotes, Invoices and Debtors, and the list of all your Quotes will be displayed.

By default, only the open and unconfirmed quotes will be listed. To list the confirmed (quotes already confirmed and converted to invoices) select (tick) the Show posted field.

3.Select the applicable Quote for the Debtor, and click on the Add Sel. (Add Selected) button. The Quote for the selected Debtor will be transferred to the Quote to Convert to Invoice section of the screen.

4.Enter or select the Date on which the Quote was accepted, if necessary.

By default, the system date is displayed. You may select (tick) the Use Document date option. The quotes will be converted to  invoices) using the original document date.

5.Click on the Convert button. An confirmation message "Do you wish to delete all Quotes?" will be displayed.

6.Click on the Yes button to convert the Quote to an Invoice and to delete the Quote.

If you click on the No button, you may delete the Quote manually in Action → Edit → Delete → Documents.

7.The Quote will be removed from the Quote to Convert to Invoice list, and will be ready to be edited in the Invoices list.

8.Click on the Cancel button, or press the Esc key on your keyboard, to close or exit this screen.

You may also search for a specific Quote by entering the Quote number, and clicking on the Search button.

You may also select a range of Debtor accounts or search for a specific Debtor by clicking on the Select Debtor button. The screen will change to list all the available Quotes for the selected Debtor accounts.

Select the Debtor account and click on the OK button. The screen will change to the normal screen and only the available Quotes for the Debtor will be displayed.

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