Sales: quotes and orders

Sales has two parts: Quotes, the prices you offer customers, and Orders, what you've sold. An accepted quote becomes an order with the same lines.

Create a quote

1. Open Quotes and click New quote.
2. Under Who, choose the Customer, and if you like a Valid until date and a branch.
3. Under Lines, pick a Product to fill in its price and tax, or choose Other (describe it) for anything else. Set the Qty, the Price and any Disc. %.
4. Add Notes to show on the quote.
5. Click Create quote.

Prices include tax. Lines copy the product's name, price and tax at that moment, so later price changes don't alter the quote. A quote can have up to 100 lines.

Quote statuses

Quotes are numbered Q-0001, Q-0002 and so on, and go Draft → Sent → Accepted or Declined.

1. When you've sent the quote to your customer, click Mark as sent.
2. When they say yes, click Accepted: make an order. SmartDuke creates the order and links the two.
3. If they say no, click Declined.

You can Edit a quote while it's a draft or sent. Only drafts can be deleted; decline a sent quote instead.

Record a sale

1. Open Orders and click New sale.
2. Choose the customer, or leave it empty for a walk-in sale.
3. Add the lines as for a quote.
4. Tick Handed over now (takes it out of stock) if the customer takes it with them.
5. Click Record sale.

Orders are numbered SO-0001 and go Open → Fulfilled or Cancelled. Orders shows what you Sold today, This month, and what's Waiting to hand over.

Fulfil or cancel an order

• Mark fulfilled when you hand the goods over. Every product that tracks stock is taken out of stock at the order's branch. If any line would take stock below zero, nothing changes and SmartDuke tells you.
• Cancel order for an open order. A fulfilled order can't be cancelled; record a return in Inventory instead.

Good to know

• Orders don't create invoices. Bill the customer in Invoicing.
• Payments against orders, returns and credit notes aren't available today.
• SmartDuke isn't a till (point of sale) or an online shop.