How to create a quotation and convert it into a sales invoice

A quotation is a document requested by the client (buyer) to obtain details of a product or service. After the client approves the quotation, you can convert the quotation into a sales invoice. In this article, you will learn all the details related to this feature on the Riwaa platform.

#Step One: Enable the "Quotation" Option

1. Go to Sales & Customers > Sales Settings.

2. Click on "Sales."

3. Enable the "Quotation" option.

4. Click on "Save."

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#Step Two: Create the Quotation

1. Go to Sales & Customers > Points of Sale.

2. Open the sales box.

3. Add the products on the sales screen.

4. Click on the "Quotation" option located at the bottom left of the screen.

5. Add the following data (optional):

   • Expiry date.

   • Client's name.

   • Your terms and conditions.

6. Click on: Create Quotation.

   The quotation is created immediately, and a print window appears.

   • To print the quotation:

     Choose the printer name > Click on "Print."

   • To save the quotation as a file (PDF):

     Choose the destination "Save as PDF file," click on "Save."

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#Step Three: Convert the Quotation to an Invoice

1. Go to Sales & Customers > Points of Sale.

2. Open the sales box.

3. Click on "Quotation List."

4. Search for the quotation number or client's name.

5. Go to the filter column.

6. Click on the arrow icon ⟳ to convert the quotation to a sales invoice.

7. The products will be added to the sales screen.

8. Review the product details and quantities.

9. Click on "Pay."

10. Choose the payment method, and add the client's name.

11. Click on "Pay," and complete the printing steps.

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#Frequently Asked Questions

1. How can I view all previous quotations?

   From the sales screen, click on "Quotation List," all previous quotations will appear.

2. How can I know the expiry date of a quotation?

   Through the expiry date column within the quotation list, or through the details inside the quotation data.

3. Can I edit a quotation after it is issued?

   A quotation cannot be edited after it is issued; you can create a new quotation again.

4. Can I edit the product quantity before issuing the invoice?

   Yes, you can edit the quantity in the designated field before issuing the invoice.

5. Can I delete expired quotations?

   Quotations cannot be deleted; all quotations remain in the same list.

6. Can I print a quotation in English?

   We apologize for this, the only language available currently is Arabic.

7. How can I print the quotation again?

   1. From the sales screen, click on "Quotation List."

   2. Search for the quotation by its number or the client's name.

   3. Click on the quotation number.

   4. Choose "Print."

8. Can I adjust the size or dimensions of the quotation?

   The size or dimensions of the quotation cannot be adjusted. It is always printed in A4 size only.