Help centreSupplier operationsUpdated
Quote an order, revise it, and convert it
Build a quotation from an incoming order, keep every version with its reason, record an approval taken by phone, and reserve the stock.
By the end of this the shop has a priced quotation, you have their answer line by line, and the stock behind the approved lines is held against that order.
Every version of a quote is kept. Nothing you send is overwritten by what you send next.
- 01ComposeThe order opens in your till, with its lines already loaded.
- 02SendIt becomes version one, and the order moves to awaiting their approval.
- 03They answerApprove, reject, or ask for a revision — per line, not per quote.
- 04ReviseA new version, with the reason you had to change it recorded.
- 05ConvertConverting the approved quote is what reserves the stock.
Converting is the step that commits inventory. Until then an approved quotation is an agreement, and the stock is still yours to sell to somebody else.
Compose the quotation
From the order, choose to prepare a quotation. It opens in your own till with the order's lines already in the basket, so you price it exactly the way you price anything else — discounts, tax and all.
That is why the quotation looks like a sale: it is being built by the same till, which is what keeps the eventual invoice consistent with the quote.
Send it
Sending records it as a version and moves the order to awaiting the shop's approval. They see the priced lines, the quantities you can actually supply, and anything you have offered as an alternative.
Read their answer line by line
The shop answers per line rather than per quote. They can approve some lines and cancel others, so a quote is rarely a straight yes or no — check which lines came back approved before you pick anything.
Record an approval taken off the platform
If they approved it by phone, by email or across the counter, record that instead of approving it yourself. You give the method, who approved it, when, and a note — and the record says the approval was entered by the supplier on the shop's behalf.
Use this only when the approval genuinely happened. It is audited, and it is labelled as recorded by you rather than given by them.
Revise, if it has to change
A price moves, or a line you quoted is no longer there. Revising creates a new version, and because the shop has already seen the last one, the reason is required rather than optional. Both versions stay on the order.
Convert it
Converting the approved quotation turns it into a sale and reserves the stock behind the approved lines, so the same screens cannot be sold over the counter while this order is waiting to go out.
Questions that come up
- Can I change a quote without the shop knowing?
- Not once they have seen it. A revision to a quotation the shop can already read requires a reason, and the previous version stays in the history beside it.
- How long does a quotation stay open?
- For the validity period set in your order defaults, after which a sent quotation lapses on its own. Supplier Account → Order Defaults is where that period lives, and it is worth checking rather than assuming.
- Does reserving stock take it out of my inventory?
- No. Reserving holds it against the order so it cannot be committed twice. Inventory only changes when you confirm the dispatch.