In this module you can review and manage Quote sent to customer documents. A quote sent to customer is a document type under the Sales menu: you record the quotation given to the customer, linked to a partner, with a validity date and the quantity and price of the offered items. From a closed quote you can start a customer order, an invoice, a delivery note or a worksheet using the Document management menu. The list gives you one place to reach all quotes created so far, search among them and start the most important operations directly (new quote, closing, deleting, cloning, marking as used, downloading, sending an email, creating an order or an invoice).
The possible statuses of Quote sent to customer documents are: Draft, Closed, Cancellation, Cancelled, Used — the meaning and restrictions of each status are explained in the FAQ 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 / Quote sent to customer / List to see all quotes sent to customers 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 quote with Main menu / Sales / Quote sent to customer / 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 quotes sent to customers, and with the clipboard icon you can copy the content of the table to the clipboard, for example to paste it into a spreadsheet.
In the drop-down menu of the Document management button you can start a new document from a selected, closed quote with a single click.
Click the Search tab above the table to display the filter options. The fields visible immediately are Partner company name, Document number, Currency and Status (you can select several statuses: Draft, Closed, Cancellation, Cancelled, Used). With the “Expand” button further filters open: Document date and Performance date from–to, Employee, Item number, Project, Job number and Department number. Use the Search button to filter by the set conditions. Next to it, the floppy disk icon saves the current search (the list will then load 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 per user, so they are preserved the next time you log in.
In the panel below the list you can quickly view the details of a selected document without opening it. The panel contains several tabs:
With the icon in the top right corner the panel can be pinned (set to a fixed size), and its size 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:
Right-clicking a document row opens a context menu with the most common quick operations (new, open, close, delete, clone), as on the Actions tab.
If the customer accepted the quote, do not enter the data again: select the closed quote and use Document management > Customer orders, and the system opens the new order sheet prefilled with the items and partner of the quote. If a quote no longer needs handling, mark it with the Used button, so it can be clearly filtered by status later.
Columns of the default table and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The unique identifier of the quote sent to customer (e.g. VAJKUL000032/2026), assigned by the system at the first save. | |
| Document date | The date the document was created. | |
| Performance date | The validity deadline of the quote; on the sheet the same field is called Validity and must be filled in. | |
| Partner company name | The name of the partner receiving the quote (a required field on the sheet). | |
| Partner contact person | The name of the contact person on the partner side. | |
| Net value | The total net value of the quote items; the sum of the rows visible on the page is also shown at the bottom of the list. | |
| VAT rate | The VAT amount of the quote based on the VAT rates of the items (the list shows this column with the VAT rate header). | |
| Gross value | The total gross value of the quote items. | |
| Currency | The currency of the document (a required field on the sheet). | |
| Exchange rate | The exchange rate of the currency, if it differs from the default currency. | |
| Employee | The name of the colleague who created the document. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled, Used). |
The set of displayed columns can be customized in View and layout > Columns — the list above shows the default view.
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 recorded in the product master data. | |
| Quantity | The quantity in the quote. | |
| Net unit price | The net price of one unit of the product on the quote. | |
| Action | The icon of the quick action of the row; items are edited on the quote sheet. |
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 creation date of the related document. | |
| Document type | The kind of the related document (for example Customer order). | |
| Issuing employee | The colleague who issued the related document. |
Only quotes in Draft status can be closed, and only quotes in Draft or Closed status can be deleted — Cancellation, Cancelled and Used quotes can be neither 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 validity, the partner and the billing address), then try again.
These operations are available only for documents in closed (or further progressed) status. For a document in Draft status 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.
A deleted document does not disappear for good: it gets the Cancelled status, and in this state it can still be found 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 re-enter it with the same data, use the Delete and copy option, which also creates a copy besides deleting.
With the Used status you can show that there is nothing more to do with the closed quote. Select the quote in Closed status (you can select several rows) and click the Used button; the list is then refreshed and the status of the row becomes Used. The button works only for quotes in closed status; for a draft or cancelled document the system shows an error message. You can list used quotes separately with the Status filter on the Search tab.
Document management starts another document based on the selected, closed quote: Customer orders opens an order from the quote accepted by the customer, Invoicing opens an invoice, Delivery note opens a delivery note and Worksheets opens a worksheet. The system opens the new document prefilled with the data of the quote, and it is created only if you save it. The Cloning option creates a new quote sent to customer from the data of the selected quote.
Filter the list to the documents you need on the Search tab, then with Download > XLSX list you can export the whole list currently shown into one spreadsheet, even without a selection. If you need the items too, use the XLSX item list option.
Select the document and open the Related documents tab in the preview window, or open the sheet of the quote and use the Related documents tab there. You can continue handling the created orders in the Customer orders list guide and the invoices in the Invoice list guide.
Select the closed document and click the Send email button, or on the Additional functions tab click New email and choose the External mail client or the Internal mail client option. 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 Quote sent to customer module appears under Main menu / Sales only if it is assigned to your user. If you do not see it, ask the system administrator to check the module assignment in your user settings.
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