A quote is the official price and terms document presented to the customer in the sales process. In Robosme, a quote is generated from sales, lives with the sale, and moves the process forward by converting to an order.

The basic principle here is:

A quote is a snapshot of the sale at that moment.

• It is linked to a sales record
• Cannot be considered independent from the sale
• Inherits the product, price, discount, and tax logic from the sale
• Sent to the customer
• Approved or rejected
• Converted to an order when approved

Creating a Quote from Sales

A quote is created only from sales.

When a quote is created:

• All sales products in the sale become quote items
• Product prices, discounts, and taxes are copied exactly
• The total amount of the quote is formed according to the calculations in the sale

There is an important nuance here:

If the sale is updated after the quote is created, the quote is not automatically updated.

The quote represents its state at the time it was created.

Basic Fields on Quote

The quote record contains the following basic information:

• Quote number
• Quote date
• Validity period
• Total amount
• Currency
• Related sales record
• Quote status (Draft, Sent, Approved, Rejected, etc.)

Quotes with expired validity period:

• Are not automatically considered invalid
• However, they are expected not to be taken into account operationally

Quote Revision

When a quote is updated, the system creates a new revision.

Thanks to the revision logic:

• Old quote versions are not lost
• Which quote was presented under which conditions can be tracked
• The negotiation process with the customer is recorded

Each revision:

• Is linked to the same quote number
• Receives a separate revision ID

Quote Outputs (PDF / Word)

Quotes can be output based on templates.

• PDF
• Word

Outputs:

• Generated from system templates
• Maintains corporate format
• Can be created specific to a revision

This way:

• Quotes are presented to each customer with the same language and structure
• The need for manual document preparation is eliminated

Quote and Sales Relationship – Important Rules

• A sale can have only one active quote at a time
• A separate sales record is recommended for alternative quote scenarios
• A quote does not replace the sale; it is an extension of the sale
• Sales closure is done through the sale, not through the quote