In this module you can review and manage Incoming customer quote documents. The incoming customer quote is a document type found under the Sales menu: you use it to record a quote request received from a customer, linked to a partner, with a deadline and a subject, and with the requested items (name, item number and quantity). From a closed document you can start a quote sent to the customer, a quote sent to a supplier or a worksheet with the Document management menu. The list gives you one place to reach all documents entered so far, search among them, and start the most important operations directly (creating a new document, even from the customer PDF, closing, deleting, copying, downloading, sending an email, preparing a quote).
The possible statuses of Incoming customer quote documents are: Draft, Closed, Cancellation, Cancelled — the meaning and restrictions of each status are explained in the Frequently asked questions section.
Note: the screenshots in this guide were taken in the Hungarian demo interface. The functions and the layout are the same in your language, only the labels differ.
Click Main menu / Sales / Incoming customer quote / List to see all incoming customer quotes created so far. Above the table, on the Actions tab, you will find the buttons you can use with the selected document. You can also create a new document with Main menu / Sales / Incoming customer quote / New or with the New button of the list.
At the right end of the tab row, the Analytics link leads to the statistics page of incoming customer quotes, and the clipboard icon copies the content of the table to the clipboard, for example to paste it into a spreadsheet.
The New based on PDF option opens the New document based on PDF window. Here you can upload the PDF file sent by the customer (only PDF files can be dropped into the upload field), and the system automatically recognises the header data and the items using artificial intelligence. The Upload button starts the processing, the Close button leaves the window; you only need to check and save the recognised data.
Click the Search tab above the table to see the filtering options. The immediately visible fields are Partner company name, Document number, Currency and Status (you can select more than one status). The “Expand” button opens further filters: Document date and Performance date from–to, Colleague, Item number, Project, Job number and Department number. Use the Search button to filter by the conditions you set. Next to it, the floppy disk icon saves the current search (the list then loads according to the saved state), and the X icon deletes the saved search, so the full list is loaded again.
On the View and layout tab you can set how the list is displayed for you:
These settings are saved personally, linked to your user, so they are kept the next time you sign in.
In the panel below the list you can quickly view the details of a selected document without opening it. The panel has two tabs:
The panel can be pinned with the icon in its top right corner (set to a fixed size), and its height can be changed by dragging the divider line at the top of the panel.
On the Additional functions tab you find extra options related to the selected document that help your daily work:
If you right-click a document row, the most common quick actions (new, open, close, delete, cloning) are available from a context menu, just like on the Actions tab.
If the customer sent the quote request as a PDF, do not retype it: choose New based on PDF from the arrow next to the New button, upload the file, and then just check the recognised data. If you have to reply to a closed quote request, select the document and use Document management > Quote sent to customer: the system opens the new quote sheet prefilled with the data of the request.
The columns of the default table and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The unique identifier of the incoming customer quote (e.g. VAJKER000002/2026), assigned by the system on the first save. | |
| Subject | A short name of the quote request, which you can fill in freely on the sheet. | |
| Document date | The date the document was created. | |
| Deadline | A date that must be entered on the sheet: the date by which the quote request has to be answered. | |
| Partner company name | The name of the requesting partner (a required field on the sheet). | |
| Partner contact person | The name of the contact person on the partner side. | |
| Colleague | The name of the colleague who entered the document. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled). |
The columns shown can be customised under View and layout > Columns — the list above shows the default view. The list of incoming customer quotes has no price or total columns.
The columns of the Items tab of the preview window and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product or service on the item. | |
| Item number | The item number of the product, which also identifies it in the master data. | |
| Gross weight | The gross weight of the item, based on the data stored in the product master data. | |
| Quantity | The quantity requested by the customer. | |
| Net unit price | The net price of one unit of the product on the document, if it has been entered. |
The columns of the Related documents tab of the preview window:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The identifier of the related document. | |
| Document date | The date the related document was created. | |
| Document type | The kind of the related document (for example a quote sent to a customer). | |
| Issuing employee | The colleague who issued the related document. |
You can close only Draft documents, and delete only Draft or Closed ones — Cancellation and Cancelled documents can neither be closed nor deleted. Closing makes the document final and it can no longer be modified. If closing stops with an error message, read the message and check the required fields of the document (for example the deadline and the partner), then try again.
These operations are available only for documents in Closed status or later. For a draft you can use Download > PDF preview and XLSX items — if you need the final copy, close the document first (even with the Close and download option). Also make sure the row is selected in the table, because without a selection the buttons are not active.
The deleted document does not disappear for good: it gets the Cancelled status and you can still find it in the list if you filter by this status with the Status filter on the Search tab. Deleting cannot be undone, the document cannot be restored, and a cancelled document can no longer be closed or deleted again. If you want to enter it again with the same data, use the Delete and copy option, which also creates a copy.
Click the arrow next to the New button and choose New based on PDF. In the window that opens, drag the customer PDF file into the upload field and click Upload. The system automatically recognises the header data and the items, and you check and save the data on the document that opens. Recognition is automatic, so always review the partner, the deadline and the items before saving.
Document management starts another document from the selected, closed quote request. Quote sent to customer prepares the reply to the request, Quote sent to supplier forwards the items of the request as a quote request towards the supplier, and Worksheets opens a worksheet. The system opens the new document prefilled with the data of the request, and it is only created if you save it.
Filter the list to the documents you need on the Search tab, then use Download > XLSX list to export the whole list you currently see into a spreadsheet, even without a selection. If you also need the items, use the XLSX item list option.
Select the document and open the Related documents tab in the preview window, or open the document sheet and its Related documents tab. You can also review the quotes sent to customers in the Quote sent to customer list guide.
Select the closed document and click the Send email button, or on the Additional functions tab click New email and choose External mail client or Internal mail client. You can view the emails previously sent for the document with the Sent items button. The buttons are active only for a selected document.
The Incoming customer quote module appears under Main menu / Sales only if it is assigned to your user. If you do not see it, ask your system administrator to check the module assignment in your user settings.
Don't want to spend hours searching for a solution? Choose the most efficient way: book a personalized, 45-minute online training session dedicated entirely to you. Whether it's a walkthrough of the basics or a detailed setup of a specific module, our expert colleague will guide you through the whole process, step by step.
Don't waste your time - ask for help!
Our goal is to get you using our system as quickly and efficiently as possible. Whether you're completely new to us or stuck on a specific setting, don't hesitate to ask for help!
Create your account now,
pay later!
