Sales Module – Quotations
The Quotations feature in BizCore allows you to create and manage formal sales offers for your customers. A quotation provides itemized details of products or services, pricing, discounts, taxes, and validity dates. It serves as a key step in the sales process, bridging the gap between opportunities and confirmed sales orders.
With BizCore, quotations are easy to create, automatically calculated, and customizable to match customer requirements.
This article explains how to create, configure, and manage quotations within the Sales Module, including item entry, discounts, adjustments, and best practices.
Accessing the Quotation Section
To create or manage quotations:
1. From the Main Dashboard, click Sales in the sidebar menu.
2. Select Quotations.
3. You will see a list of existing quotations, including details such as quotation number, customer account, status, and expiry date.
4. To create a new record, click + New Quotation.
Creating a New Quotation
Follow these steps to create a new quotation:
1. In the Quotations section, click + New Quotation.
2. Fill in all relevant quotation details.
Quotation Details
Each field allows you to define key information for the quotation:
| Field | Description |
|---|---|
| Account (Required) | Select the customer account to which this quotation is addressed. |
| Bill To | Enter the billing address details for the customer. |
| Ship To | Enter the shipping address details (if different from billing). |
| Quotation Number (Required) | The system auto-generates a unique quotation number, but you can edit if needed (based on settings). |
| Quotation Date (Required) | Select the date the quotation is issued. |
| Expiry Date | Define the validity period of the quotation (e.g., 30 days). |
| Sales Stage | Indicate the current stage of the quotation (Draft, Sent, Accepted, Rejected). |
| Currency (Required) | Select the transaction currency (e.g., MYR, USD). |
| Status | Set the quotation status (Draft, Pending, Approved, Declined). |
| Reference # | Add an optional internal or external reference number for tracking. |
| Sales Agent | Assign the staff member responsible for handling this quotation. |
| Discount Type | Choose how discounts will be applied: No Discount, Before Tax, or After Tax. |
| Admin Note | Add any internal notes for administrators or sales teams (not visible to customers). |
Adding Items to the Quotation
After entering the general details, you can add products or services to the quotation.
| Field | Description |
|---|---|
| Item | Select or enter the product/service name. |
| Description | Provide a detailed explanation of the item. |
| Qty | Specify the quantity requested by the customer. |
| Rate | Enter the unit price. |
| Discount | Apply item-level discounts (if applicable). |
| Tax | Choose the appropriate tax rate. |
The system automatically calculates the Sub-Total for all items.
Applying Discounts and Adjustments
Once all items are entered:
– Apply an Overall Discount (percentage or fixed amount).
– Add any Adjustments (e.g., shipping charges, extra services, or manual price corrections).
The system will automatically calculate and display the Grand Total.
Managing Quotation Details After Creation
Once a quotation is created, it can be managed further through updates and collaboration.
| Action | Description |
|---|---|
| Update Status | Track progress by updating status (Draft → Sent → Accepted/Rejected). |
| Edit Quotation | Modify customer details, items, or pricing if revisions are required. |
| Add Comments | Collaborate with your sales team directly within the quotation record. |
| Attach Files | Upload contracts, specifications, or supporting documents. |
| Convert Quotation | Easily convert an accepted quotation into a sales order or invoice. |
Saving the Quotation
Once all required details are filled in:
1. Review the quotation for accuracy (items, totals, discounts, and customer details).
2. Click Save.
The quotation will now appear in the Quotation List, where it can be tracked, updated, or converted into other sales documents.