Sales Quotations

A sales quotation is a formal pricing proposal sent to a prospective customer before they commit to a purchase. In Udyot, quotations are part of the CRM module and do not affect stock or accounting until they are converted to a sales order or invoice.

Creating a quotation

1. Go to CRM → Quotations → New.
2. Select the customer (or enter a prospect name if they are not yet a customer).
3. Enter the quotation date and validity date (until when the prices are valid).
4. Add line items with quantities, rates, and any discounts.
5. VAT is calculated automatically on applicable items.
6. Add terms and conditions in the narration field if needed.
7. Save and send to the customer.

Quotation numbering

Quotations are numbered sequentially (QT/0001, QT/0002…) separately from your accounting voucher numbers.

Converting a quotation

Once the customer agrees to the quotation:

• Click Convert to Sales Order — creates a Sales Order for tracking fulfilment.
• Click Convert to Sales Invoice — creates a posting Sales voucher directly and marks the quotation as converted.

The converted quotation is marked with the reference to the resulting voucher, so you can always trace back from the invoice to the original quote.

Quotation statuses

• Draft — created but not yet sent
• Sent — sent to the customer
• Accepted — customer has agreed
• Converted — turned into an order or invoice
• Lost — customer went elsewhere
• Expired — validity date passed without acceptance