Quotations and sales orders
You will be able to: Explain that quotations and sales orders post nothing, and why they are still useful; Create a quotation, revise it and convert it into a sales order; Follow an order's Flow from Open to Partial to Completed.
- Read not done yet
- Self-check: not taken not done yet
- Lesson complete not done yet
The first steps of a sale are promises, not accounting events. A quotation is a priced offer. A sales order records what the customer has actually ordered and when you promised delivery. Neither moves stock, neither touches the ledger, and neither creates VAT, so you can create and change them freely.
Quotation
Open Sales, then Quotation, and press + New Quotation. Press F3 to pick the customer, press F4 to search an item by code, name or barcode, then check each line's Qty and Rate. Fill in Valid Until and press Submit. Submitting gives the quotation its number and makes it ready to print and convert. The printout is headed QUOTATION and says it is not a tax invoice.
- Valid Until is a note for you. Zeyto does not block converting after that date.
- Quote Status (Open, Sent, Won, Lost), Follow-up Date and Win Probability % are your own tracking. Zeyto stores them but does not send reminders.
- Revise (under More) is for sending a changed offer. A new draft opens with the same lines. After you submit it, the customer sees the same quote number with R1, then R2. The earlier version turns read-only and cannot be converted.
Converting
When the customer accepts, open the submitted quotation and press Convert (or press Convert on its row in the list). Choose Sales Order, Delivery Note, Proforma Invoice or Sales Invoice. Untick lines you do not want or lower the Quantity to carry for a part order, then press the Create button. The new document opens filled in; check it and press Submit. Convert is grey on a draft.
Sales order
A sales order records the customer's own order number (LPO No) and the Expected Delivery date. You can make it from a quotation, by setting Create Against to Quotation, choosing it in Source Doc and pressing Pull Lines, or you can type it in. When you submit, Zeyto checks the customer's credit limit and overdue invoices.
- Reserve Stock is only a tick saved with the order. It does not hold stock back; other sales can still use it.
- Advance Required is also only a reminder tick. Zeyto does not collect or check any payment because of it.
- Zeyto tracks the open quantity on each line, so nothing is delivered or invoiced twice.
Following the order: the Flow column
| Flow | Meaning |
|---|---|
| empty | Nothing delivered or invoiced yet |
| Partial | Something is delivered or invoiced |
| Completed | Every line is both delivered and invoiced |
| Open again | The documents made from the order were cancelled |
On the quotation, Flow turns Won once a document made from it is submitted. Open any saved document and read the Document trail tab to see what it was made from and what came out of it.
Try it in the demo
- Open https://demo.zeyto.app/demo-app/ and sign in (user admin, password demoAdmin123). This is a public demo with sample data, so nothing you do there affects a real business.
- Open Sales, then Quotation. Open any submitted quotation and look at its Flow and Valid Until.
- Press Convert on its row and see the choices (Sales Order, Delivery Note, Proforma Invoice, Sales Invoice). Close the window without creating.
- Open Sales, then Sales Order and check the Flow and Expected columns.
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
- Quotations and sales orders post nothing: no stock, no ledger, no VAT.
- Convert carries lines forward and lets you take part quantities; Revise keeps the quote number with R1, R2.
- Flow tells you how far an order has got: Partial, then Completed.
Check yourself
5 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.