CUSTOMER QUOTATIONS LIST Window

General Description

The window Customer Quotations List is the module where all the quotations and commercial offers sent to customers are managed. It works as a master-detail form that presents all the quotations in a consolidated way, allowing you to view both the headers (general information of each quotation) and the details (products quoted in each document).

This window is the control point from which all the business quotations are created, consulted, printed, converted, and managed. It is a fundamental tool for commercial follow-up, since it allows you to monitor the offers sent and convert them into effective sales when customers accept them.

What Is a Customer Quotation?

A Customer Quotation is a commercial document through which the company formally presents a customer with an offer of products, prices, quantities, and commercial conditions. Unlike a Sales Invoice, the quotation it does not generate a sales commitment, does not affect the inventory or generate accounts receivable. It is a proposal document that may or may not result in a sale.

Key features:

  • It does not deduct stock on hand from inventory.
  • It does not generate movements in the Kardex.
  • It can be in an open state (in design, editable) or closed (finalized).
  • It can only be printed when it is closed/finalized.
  • It can be converted directly into a Sales Invoice when the customer accepts the offer.
  • It serves as a tool for commercial follow-up and negotiation.

Window Structure

The window is organized into three clearly differentiated areas, following the master-detail pattern:

Top Area - Global Search Box

At the very top there is a real-time search text box. It allows you to type any data (document number, customer name, status, or any text contained in the quotations) and the system automatically filters, showing only the matching elements. When you clear the text in the search box, all the elements are shown again.

Upper Central Area - Master Grid (Headers)

Below the search box there is a grid with the headers of all the quotations. The main columns include:

  • Document: Consecutive quotation number.
  • Customer: Name of the customer to whom the quotation was sent.
  • Status: Current status of the document (open, closed, converted, etc.).
  • Total: Total value of the quotation.
  • Date: Document creation date.

When you click on a row, the quotation is selected and its details are shown in the lower area.

Lower Central Area - Detail Grid (Items)

In the lower part, the detail of the quotation selected in the upper list is shown. Here the quoted products appear with their code, name, quantity, unit value, VAT, subtotal, and total.

Bottom Area - Action Buttons

Three main buttons that control the operations on the quotations:

New Quotation: Creates a new quotation document from scratch.

View Quotation: Opens the selected quotation. The behavior depends on the status:

  • If the quotation is open (in design), it allows editing it.
  • If the quotation is closed (finalized), it opens only to be viewed or printed, with no possibility of editing.

Delete: Removes the quotation from the system. This button is automatically enabled and disabled depending on the status of the selected quotation. It is not possible to delete quotations that have already been finalized or converted into other documents, thus protecting the historical integrity of the operations.

Context Menu - Upper List (Headers)

When you right-click on any quotation in the upper list, a menu is displayed with the following options:

Export to Excel

Generates an Excel file with the quotations currently visible in the list. If filters are applied, only the quotations that meet those criteria are exported.

View Report

Shows a printable report with the quotations that appear in the list. If the list has filters applied, the report will reflect exactly those same criteria. This is a very powerful tool for generating specific reports of sent quotations.

Print

Generates the formal quotation document in standard format, ready to be sent to the customer. This is a generic print menu that presents the quotation as a commercial offer document.

Important about printing: The print button it is only visible when the quotation is closed/finalized. It is not possible to print quotations that are open or in the process of being edited, since the document must be finalized to be formally sent to the customer.

Filters

It allows you to apply advanced filtering criteria on the list of quotations:

  • By document
  • By customer
  • By value greater than (quotations above an amount)
  • By value less than (quotations below an amount)
  • By date greater than
  • By date less than

The filters are stackable, which means that several can be combined simultaneously. For example, you can request to show all the quotations greater than one million made between the first and the thirtieth of January.

Remove Filters

Restores the complete view by removing all applied filters, showing all the quotations in the system again.

Convert Document

Opens a window that allows you to transform the selected quotation into another type of document, keeping all the information. The conversion options are:

  • Sales Invoice: When the customer accepts the quotation and the sale is formalized.
  • Supplier quotation: To request prices from suppliers for the same products.
  • Customer quotation: To duplicate the current document.
  • Purchase order: For special cases where a PO must be generated.
  • Warehouse consumption: For special cases where the products will be used internally.

Edit Notes

It allows you to open a window to edit the general notes of the selected quotation.

Configure Columns

Allows showing or hiding columns in the upper list of headers. It also allows modifying the width of the columns. The system remembers this configuration when closing and reopening the window.

Context Menu - Lower List (Items)

When you right-click on the products in the lower detail grid, a menu is displayed with three options specific to that item:

View Notes

It allows you to view and edit the notes specific to that single item of the quotation. Item notes are independent from the general notes of the document.

View Serial Numbers

If the quoted product had the use of serial numbers configured, this option shows information about the serial numbers. However, in the context of quotations, the serial numbers are generally not yet defined, since they will be known at the moment the sale is concluded.

Configure Columns

Allows adding or removing columns from the lower grid, modifying the width and customizing the visualization. As in the upper list, this configuration is remembered when closing the window.

The Power of the Filter System

The filter menu at the top is an extremely powerful tool for commercial analysis. Everything shown in the upper list after applying filters becomes directly a report when the "View Report" option is used.

Examples of practical use:

Monthly quotation report:

Apply the date greater than filter (01/01/2026) and date less than filter (31/01/2026), then click on "View Report". The result is a complete report of all the quotations sent in January.

Analysis of high-value quotations:

Apply the value greater than filter (a significant amount) to identify the most important quotations and generate a report of the highest-value commercial opportunities.

Follow-up of specific customers:

Combine date and customer filters to obtain reports of all the quotations sent to a specific customer in a given period.

Quotations pending conversion:

Filter by status to identify quotations that have not yet been converted into sales and require commercial follow-up.

This functionality turns the window into a tool for generating ad-hoc commercial reports without the need for additional modules.

Differences with the Sales Invoices List Window

Although the structure is very similar, there are important differences between this window and the one for Sales Invoices:

Document type:

  • Quotations: Offer documents; they do not generate a sales commitment.
  • Invoices: Formal sales documents; they generate a commitment and a right to collect.

Inventory impact:

  • Quotations: They do not affect inventory.
  • Invoices: Deduct stock on hand when completed.

Print options:

  • Quotations: They only have the generic "Print" menu for the quotation document.
  • Invoices: They have three printing options: Sales Invoice, POS Invoice, and Delivery Note.

Document conversion:

  • Quotations: They are mainly converted into Sales Invoices when the customer accepts.
  • Invoices: They can be converted into other documents, but they are generally the final document.

Statuses:

  • Quotations: Open (in design) → Closed (finalized) → Converted (into an invoice or another document).
  • Invoices: Open → Closed (finalized and collected or pending collection).

Record Limit and Performance

The number of items that appear in this window is limited by default to the last two years, just like all the document list windows in Kardex Tauro. This configuration is implemented to guarantee:

  • Greater agility in navigation
  • Less data load in memory
  • Lower RAM consumption
  • Faster system responses

Limit configuration:

This parameter is fully modifiable from the Configuration window, where you can specify the number of years of records to display (two, three, five years, etc.).

Important consideration:

The more information loaded in the windows, the greater the consumption of system resources. For this reason, it is not advisable to have a lot of historical information visible in the windows by default. It is recommended to keep the limit in a reasonable range (2-3 years) and to query older periods using specific filters or reports when necessary.

Relationship with Other Windows

Create Customer Quotation Window:

It is the operating window where individual quotations are created and edited. From the list you access it through the "New Quotation" or "View Quotation" buttons.

Sales Invoices List Window:

When a quotation is converted into a Sales Invoice, the resulting document appears in this window. The original quotation is marked as "converted".

Supplier Quotations List Window:

If you need to quote suppliers for the same products that were quoted to customers, you can use the "Convert Document" option to transform the customer quotation into a supplier quotation.

Inventory Window:

Quotations do not affect the inventory, but the quoted products must exist in the inventory to be added to the quotation.

Third Parties List Window (Customers):

It provides the information of the customers that appear in the quotations.

Kardex Window:

Quotations do not generate movements in the Kardex, since they do not affect the inventory. Only when they are converted into a Sales Invoice is the corresponding movement generated.

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