# Quote and confirm a sales order (/docs/sales/quote-and-order)

A quotation is a price offer. When the customer says yes, you **Confirm** it and the app creates the
sales order. The order is then confirmed only after its contract review is signed. This page is for
Sales (Nurul Aina) and the Planner (Priya Menon), who answer the capacity and material questions.

```mermaid
%% title: Quotation and sales order status flow
flowchart LR
  Q1[Quotation Draft] -->|Send to customer| Q2[Sent]
  Q1 -->|Confirm · e-sign| Q3[Confirmed]
  Q2 -->|Confirm · e-sign| Q3
  Q3 -.creates.-> S1[Order Draft]
  S1 -->|Sign contract review| S1
  S1 -->|Confirm · e-sign| S2[Order Confirmed]
  S2 -->|Plan production| S3[In production]
  S2 -->|Create delivery order| S4[Delivery]
  Q1 -->|Cancel| X[Cancelled]
```

## Print a quotation or sales order [#print-a-quotation-or-sales-order]

Open the document, then choose **Actions > Print quotation** or **Actions > Print sales order**.
The preview opens in a dialog over the record. Choose **Close** or press Escape to return without
losing your place or unsent notes. Choose **Print** to print or save a PDF through your browser. The document
uses your workspace letterhead and its saved lines, discounts, tax, terms and status. Printing
does not change the record or issue a controlled-copy number. Configure your company logo, address,
contact and footer under **Sales > Settings > Document layout**.

**Actions > Open sales order** or **Open quotation** opens the linked document. **View status
actions** takes you to the workflow buttons. View-only Sales access permits printing, but changes
need write access. Shipped and closed-short orders have no further status actions.

## Write and send a quotation [#write-and-send-a-quotation]

Open **Sales > Quotations**. The list shows the quotation number, customer, total and status.

<GuideStep
  title="The quotations list"
  description="Every quotation with its customer, total, valid-until date and status."
  src="/guide/quote-and-order/1.png"
  alt="Quotations list on desktop with status chips and the Add button"
  width={1440}
  height={1000}
  callouts={[
    { x: 96, y: 13, caption: "Add starts a draft quotation." },
    { x: 30, y: 30, caption: "Search by number or customer." },
    { x: 80, y: 40, caption: "Status chip: Draft, Sent, Confirmed or Cancelled." },
  ]}
/>

<Steps>
<Step>

Choose **Add**. The order editor opens. Choose a **Customer**, the **Valid until** date and the **Delivery date**. **Created by** fills itself with your name.

</Step>
<Step>

Under **Order lines**, add each product, the quantity and the price. The app fills the price for you
in this order: the customer's own price, then the price break for the quantity, then the list price.
You can type over it.

</Step>
<Step>

Set **Order risk**. If it is anything other than **Standard** (**New customer**, **New product**,
**New market**, **Tight lead time**, **Special requirement**), write the actions in **Risk actions**,
for example `Extra review, longer lead time, FAI`.

</Step>
<Step>

Choose **Payment terms** and a **Terms & conditions** template, then save.

You can save a draft before you know the products: a draft needs only the customer (and, for a sales
order, the due date). If you close the editor halfway, with the X or by clicking outside it, what you
entered is kept as a **Draft** and the app says `Kept as a draft · QT-…`. **Discard** throws the changes
away. Sending and confirming still need at least one product line with a product and quantity.

</Step>
<Step>

Choose **Send to customer**. Check the **Customer email**, **Subject** and **Message**. Choose
**Send by email** to open your email app, or **Copy to clipboard** to paste into WhatsApp. Either way the
quotation becomes **Sent** and the message is kept in the record's history.

</Step>
</Steps>

<Callout type="note">

A quotation is only editable while it is **Draft**. To change a **Sent** quotation, choose **Reset to
draft**, edit it, and send it again with **Send again**.

</Callout>

<GuideStep
  title="A sent quotation"
  description="QT-2026-0195 is Sent. Confirm, Send again, Reset to draft and Cancel are on offer."
  src="/guide/quote-and-order/2.png"
  alt="Quotation QT-2026-0195 on desktop showing the Sent status and its step buttons"
  width={1440}
  height={1000}
  callouts={[
    { x: 85, y: 9, caption: "Step buttons for the current status: Confirm, Send again, Reset to draft, Cancel." },
    { x: 30, y: 25, caption: "Customer, valid-until date and total." },
    { x: 40, y: 55, caption: "Order lines with product, quantity and price." },
  ]}
/>

## Confirm a quotation [#confirm-a-quotation]

When the customer accepts, open the quotation and choose **Confirm**. Sign with your e-signature.
The app creates a **Draft** sales order with the same customer, product lines, quantity, terms and
delivery date, and opens it. The quotation becomes **Confirmed** and shows the order number.

If you reset a confirmed order back to its quotation earlier, **Confirm** brings that same order back
to **Draft** instead of making a second one.

## Check the order risk first [#check-the-order-risk-first]

Both **Send to customer** and **Confirm** need the order risk. Without it the app stops and tells you.
See [Quote and order refusals](/docs/sales/refusals#quotations).

## Do the contract review [#do-the-contract-review]

A new order is a **Draft**. It cannot be confirmed until its **Contract review** is signed (ISO 13485
7.2.2). Open the order, for example **Sales > Orders** and `SO-2026-0424`.

<GuideStep
  title="Contract review on a draft order"
  description="Nine questions, each answered Yes, No or N/A. Sign when all are answered and none is No."
  src="/guide/quote-and-order/3.png"
  alt="Sales order SO-2026-0418 on desktop with the contract review section and answered questions"
  width={1440}
  height={1000}
  callouts={[
    { x: 20, y: 20, caption: "Status chip and step buttons of the order." },
    { x: 40, y: 45, caption: "The nine review questions with Yes, No and N/A." },
    { x: 78, y: 60, caption: "Sign review is available once every question is answered." },
  ]}
/>

<GuideStep
  title="The same order on a phone"
  description="Contract review and its status line on a phone, for the planner who answers capacity and material."
  src="/guide/quote-and-order/4.png"
  alt="Sales order SO-2026-0418 on mobile with the contract review section"
  width={375}
  height={812}
  callouts={[
    { x: 50, y: 8, caption: "Order number and status." },
    { x: 50, y: 40, caption: "Contract review questions with Yes, No and N/A." },
    { x: 50, y: 92, caption: "Step buttons for the order." },
  ]}
/>

<Steps>
<Step>

Under **Contract review**, answer each of the nine questions with **Yes**, **Accepted risk**, **No** or
**N/A**:

1. Customer specification and revision match the released product revision.
2. Regulatory and statutory requirements identified (market, labelling, UDI).
3. Customer quality requirements reviewed (CoC / CoA, change notice, audit).
4. Packaging, labelling and sterility requirements defined.
5. Validated process and tooling available for this product.
6. Capacity and delivery date confirmed with Planning.
7. Material availability checked.
8. Differences from the quotation resolved.
9. User training needs identified, if any.

</Step>
<Step>

Use **Material requirements** on the same order to see what the bill of materials needs against
released stock. Choose **Raise purchase requisition** for a shortage. Customer-supplied
(**Consignment**) items are never bought.

</Step>
<Step>

Write deviations and open points in **Notes and risks**.

</Step>
<Step>

Choose **Sign review**. The line reads `Signed by {name} · meaning: Reviewed`. If an answer is **No**, the
app says `Resolve items marked No before signing`. Change the answer once the point is solved.

Use **Accepted risk** for a requirement you knowingly take on and have a plan for, for example a new
product whose process validation is still running, or a tight date. The review can be signed with it, but
only after the order records the risk: set **Order risk** (not **Standard**) and write what you will do in
**Risk actions**. Until then the app says `An item is answered Accepted risk: set Order risk and write the
Risk actions before signing.` The signed review lists each accepted risk with the order's risk and actions.

</Step>
</Steps>

To take a signed review back before confirming, choose **Reopen review**. This works only on a
**Draft** order.

## Confirm the sales order [#confirm-the-sales-order]

Open the draft order and choose **Confirm**, then sign. The app checks:

- A **Phone** or **Verbal** order has a reference in **Written confirmation sent**.
- A **Customer PO** order has the customer's PO number in **Customer PO no.**, and that PO is not already
  on another open order of the same customer.
- Every product on the order is released in Engineering, has an approved production method and a machine
  option.
- The contract review is signed.

The order becomes **Confirmed**, and its page shows the **Customer PO no.** you saved (a later change is
logged as "Customer PO no.: old → new"). From here choose **Plan production** (opens Production planning;
it asks for no e-signature, because it only opens the screen) or
**Create delivery order**. See [Pick, pack and ship](/docs/sales/delivery-and-shipping).

## Change a confirmed order [#change-a-confirmed-order]

A confirmed order's quantity and due date no longer change by editing.

<Steps>
<Step>

Open the order and choose **Amend order**.

</Step>
<Step>

Enter the new **Quantity** or **Due date** and the **Reason for change**, for example
`Customer PO rev 2 received 5 Oct`.

</Step>
<Step>

Choose **Submit amendment** and sign. The order gets a revision (`Rev 1`, `Rev 2`). The contract review
reopens for **Capacity**, **Material** and **Differences from the quotation**. Planning and Store are told.

</Step>
<Step>

Answer those three questions again and choose **Sign review**. Until then the order cannot move.

</Step>
</Steps>

## Set an order back or cancel it [#set-an-order-back-or-cancel-it]

- **Reset to draft** returns a quotation or order to **Draft**. If the order came from a quotation, both
  go back together and the order waits to be confirmed again.
- **Cancel** stops a **Draft** or **Confirmed** order. Cancel is refused while a manufacturing order
  or delivery order is open.

## Customer terms [#customer-terms]

Reusable terms are kept in the **Terms & conditions** list. Open it from the Sales settings page (`/sales/cfg`), or from **Settings > All master data**, group **Sales** (Code, Name, **Applies to**: Both,
Quotation or Sales order, **Default**, Terms). The default template fills every new document. You can
edit the text on one document without changing the template. Changes to templates are controlled and
logged.

## If the system refuses [#if-the-system-refuses]

The most common messages for this page are below. Every message is on
[Quote and order refusals](/docs/sales/refusals).

| Message | What to do |
|---|---|
| `Set the order risk on {key} before {sending or confirming} (ISO 9001 6.1, ISO 13485 7.1).` | Choose an **Order risk** on the quotation. |
| `{risk}: record the risk actions (e.g. extra review, longer lead time, FAI) before continuing.` | Fill in **Risk actions**. |
| `Complete and sign the contract review before confirming {key}.` | Answer all nine questions and choose **Sign review**. |
| `{key} was amended (rev {n}). Sign the re-review before changing status.` | Answer the reopened review items and sign. |

<NextSteps>

<NextStep href="/docs/sales/delivery-and-shipping" title="Pick, pack and ship" description="Create the delivery order and ship the lots." />

<NextStep href="/docs/sales/refusals" title="Quote and order refusals" description="Every message and the fix." />

<NextStep href="/docs/sales/repeat-order" title="Take a repeat order" description="Re-order a product you already supply." />

<NextStep href="/docs/get-started/signatures-and-refusals" title="Signatures and refusals" description="Messages shared by every flow." />

</NextSteps>