How to Create a Sales Quotation, Step by Step

A quote on a separate sheet is lost as soon as the customer asks for a second version: the price gets typed again, the customer is looked up again, and nobody knows what was offered. Inside the program the quote is recorded under its own number, keeps the customer, the price it went out with and its validity, and carries a status showing whether it is still open or closed. It also sits in the same stock-out module as your sales invoices, so it becomes an invoice later without retyping.

This guide follows the whole process on the application, with one screenshot per screen and the meaning of every numbered red box, all the way to the print view. The example quotes 3 units of product MAN-EN01 (ERGONOMIC CHAIR USER MANUAL EN) to customer 100 — DISTRIBUIDORA HERMES SAS in cost center 01 - Bodega Central, for a total of 1,920,000.00: the same nine steps work for any product and any customer.

Before you start

The customer already on file: in «Customer» you type the code (100) or look it up with the magnifier button.
The product already created in the inventory: in «Product» you type its code (MAN-EN01).
The right cost center active (01 - Bodega Central), switched with «Change Cost Center».
The quantity to quote and who is quoting: «Units» and «Employee» end up printed on the document.

Step by step

Step 1 — The main window

KardexTauro V3 opens in this window. The modules are on the left and the active cost center is at the top («Change Cost Center» changes it). This quote is made in cost center 01 - Bodega Central.

In the image:

1) Button «Stock Out»: stock-out module (customer quotes, sales).
2) «Change Cost Center»: active cost center (01 - Bodega Central).

Texts on screen: «Stock Out», «Inventory», «Stock In», «Finance», «Change Cost Center»

Action: The side buttons open each module; these steps are done in «Stock Out».

Step 2 — The stock-out menu

Pressing «Stock Out» opens the menu of stock-out operations. «Quote Customers» is the customer-quote option; the others are different stock-out documents.

In the image:

1) Button «Quote Customers»: opens the customer quotes.
2) «Sales Invoices»: sales invoices (another document).

Texts on screen: «Quote Customers», «Sales Invoices», «Warehouse Consumption», «Internal Transfers», «Shrinkage»

Action: Press «Quote Customers» to open the customer quote list.

Step 3 — The customer quote list

«Document List» opens: every row is a quote with its reference, the customer, the STATUS (open or closed) and the total. The search box is on top and the buttons act on the selected row.

In the image:

1) Button «New Quote»: opens a blank quote.
2) «View Quote»: opens the selected quote.
3) «Search»: refreshes the list.

Texts on screen: «New Quote», «View Quote», «Delete», «Search»

Action: Press «New Quote» to create a new quote.

Step 4 — The document: the customer and the seller

The document «Customer Quote» opens. In the header, «Customer» is the customer (100 — DISTRIBUIDORA HERMES SAS) and «Employee» the employee who quotes it (Default Seller). «Document» is the document number.

In the image:

1) «Customer»: customer code (100).
2) Customer name (DISTRIBUIDORA HERMES SAS).
3) «Employee»: quoted by (Default Seller).

Texts on screen: «Customer», «Employee», «Document»

Action: Type the customer code in «Customer» (or look it up with the magnifier button).

Step 5 — The document: the product and the units

The body of the document holds the list of what is being quoted: «Product» is the product code and «Units» the quoted quantity. Next to them is the button that adds the line to the grid.

In the image:

1) «Product»: product code (MAN-EN01).
2) «Units»: quoted quantity (3).

Texts on screen: «Product», «Units»

Action: Type the product («MAN-EN01») and the units («3») and press the add button: the line appears in the grid.

Step 6 — The line added to the grid

The grid shows the line with the product, the units, the unit price, the tax and the total. «Total Cotización» summarises the value of the quote (1,920,000.00).

In the image:

1) Grid: the quoted line (MAN-EN01 | ERGONOMIC CHAIR USER MANUAL EN | 3.00 | 640,000.00 | 19.00 | 306,554.62 | 1,613,445.38 | 1,920,000.00).

Texts on screen: «SubTotal», «Descuento», «Total Cotización»

Action: Check the line and the total before saving the document.

Step 7 — Saving: the finish dialog

When you press «Save Document» the program asks to finish the quote: it asks «Do you want to finish now? Or would you prefer to leave the document open to finish later?» and offers «Finish Now» (saves and closes the quote so it can be printed) or «Finish Later» (leaves it open to keep editing). The quoted total is shown in «Quote Total»: 1,920,000.00.

In the image:

1) «Do you want to finish now? Or would you prefer to leave the document open to finish later?»
2) Option «Finish Now».
3) Button «OK»: applies the chosen option and saves.

Texts on screen: «OK», «Finish Now», «Finish Later», «Cancel», «Quote Total»

Action: Choose «Finish Now» and press «OK»: without «OK» the quote is not saved.

Step 8 — The saved quote, ready to print

The program reports «Document processed successfully»: the quote was registered as «01-CTZV-12» with the status CLOSED. The document is still open, now in read-only mode, and its save button is labelled «Imprimir Documento»: that is what you press to see it before printing.

In the image:

1) Button «Imprimir Documento»: opens the print view of the quote.

Texts on screen: «Imprimir Documento»

Action: Press «Imprimir Documento» to open the print view.

Step 9 — The print view

The «Report Viewer» opens with the quote exactly as it would be printed: header, customer, the quoted line and the totals. Its top bar offers «Print, Export PDF, Save Report».

Action: Check the quote and use those buttons if you want to print it, export it to PDF or save the report.

Result

The quote was recorded as 01-CTZV-12 with the status CLOSED and the total 1,920,000.00 stayed in «Quote Total», while the document remained open in read-only mode with its button labelled «Imprimir Documento». The result was verified by reading the program's database (kardex.db), not just the screen.

Best practices

Check the line in the grid before saving: product, units, unit price, tax and the total summed up by «Quote Total».
Choose «Finish Now» once the quote is ready for the customer: it saves and closes the document, and that is what enables printing; «Finish Later» leaves it open so you can keep editing.
Always review the quote in the print view before sending it, and use «Export PDF» to send it to the customer as a file, or «Save Report» if you need to keep it.
Confirm in the list that the quote was saved: every row shows the reference, the customer, the status and the total, and «Search» refreshes the list so the new one shows up.

Frequently asked questions

Why does the save button change to «Imprimir Documento»?

Because after saving, the document stays open but in read-only mode: «Save Document» becomes «Imprimir Documento», and that is the button that opens the print view.

What is the difference between «Finish Now» and «Finish Later»?

«Finish Now» saves and closes the quote so it can be printed; «Finish Later» leaves it open to finish afterwards. Either way you must press «OK», because without it the quote is not saved.

How do I know the quote was recorded?

The program reports «Document processed successfully» and the quote shows up in the list with its reference (01-CTZV-12) and the status CLOSED, unlike the ones still being edited.

This article is part of the Kardex Tauro V3 User Manual, which gathers every process in the system, explained step by step.

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#sales quotation #sales #user manual