Quotations

A quotation records what you're proposing to sell a customer, its priced line items, and the history of every version you've issued them. Pricing, tax, and line totals are always calculated by OCTO Ops — you can leave a line's price and total blank and the system will fill them in, but if you enter your own numbers they must add up correctly.

#Quotation lifecycle

Draft → Issued → Draft (revised) → Issued (new version) → …

A new quotation starts as a Draft. While a quotation is Draft, its line items can be added, edited, or removed at any time.

Selecting Issue freezes the current lines and totals into a permanent, numbered version and moves the quotation to Issued. An Issued quotation's lines are read-only.

Selecting Revise reopens an Issued quotation for editing, moving it back to Draft. Issuing again creates the next version (Version 2, Version 3, and so on) and keeps every earlier version on record — nothing is ever overwritten.

A Draft or Issued quotation can be Voided at any time. Voiding is final: a voided quotation can no longer be issued, revised, or have its line items edited.

An Issued quotation that passes its Valid till date without being revised automatically becomes Expired overnight. An Expired quotation can no longer be issued, revised, or voided — it is a permanent historical record at that point.

#Before you start

You need Sales › Quotations › View to open quotations, their versions and PDFs, Create to create one and Edit to change line items, issue, revise, share, accept on the customer's behalf or record comments. Voiding needs Void as well as Edit; approving or rejecting a discount needs Approve discount, the same special permission that decides order amendments. With the own-records permissions you see and edit only the quotations you created or are assigned to. See Access.

#Create a quotation

There is currently no New Quotation button on the Quotations list — open the creation page directly at Sales > Quotations, then go to /sales/quotations/create (or ask an administrator for a direct link).

1. Choose Quotation or Proposal as the type.
2. Select the Customer.
3. Enter a Title — this is required and is what identifies the quotation in the list.
4. Set the Quotation number:
   • Leave Auto checked (the default) to have OCTO Ops assign the next sequential number automatically.
   • Uncheck Auto to enter your own number. It must be a number and must not already be in use by another quotation in your organization — with business units, in the same legal entity's series.
5. Date defaults to today; set a Valid till date.
6. Optionally enter a Credit period (days).
7. When your organization has business units, check the Business unit. It starts with the unit chosen in the header.
8. Add line items directly in the table — selecting a product, or typing a line description, automatically adds a new blank line underneath so there's always one ready for the next item:
   • Choose an existing Product from the dropdown, or select + next to it to create a new product on the spot without leaving the page. The + button only appears if you have Products › Create.
   • Select the pencil icon to switch a line to a free-text description instead of a catalog product — useful for one-off charges like a custom service or installation fee.
   • Enter Qty and Unit price; leaving unit price blank resolves it automatically from pricing.
   • Enter a Discount as either a flat amount or a percentage, using the $/% selector next to it.
   • Line total is always calculated, never entered directly.
9. Optionally add Description and notes — a rich-text field supporting bold, italic, underline, and strikethrough.
10. Select Create quotation.

The new quotation opens as a Draft, ready to issue.

#Bundles

A quotation line can also be a bundle — several products sold together at one fixed price, with the products shown underneath as read-only informational lines. Insert a reusable, admin-managed bundle from the Insert a bundle… dropdown, or group a few of this quotation's own lines together on the spot.

#Configuration rules

A quotation can also be checked against your organization's configuration rules — dependency and exclusion rules between products and categories. Rules don't stop you from drafting or saving a quotation; a violation is only surfaced when you try to issue it, the same way a below-floor discount is.

#Good/Better/Best scenarios

A quotation can hold several independent, named scenarios instead of a single set of lines — for example "Good", "Better", and "Best", each with its own products, quantities, and price. Each scenario is fully separate: nothing is shared between them.

1. In the line items table, select + Add scenario.
2. The first time you do this, you'll be asked to name your existing lines (they become the first scenario), then asked for a name for the new one. After that, adding a scenario only asks for its name.
3. Switch between scenario tabs to edit each one independently.
4. Select Save line items (draft) or Create quotation as usual — every scenario is saved together.

#Issuing a quotation with multiple scenarios

Selecting Issue on a quotation with more than one scenario freezes all of them together, as separate versions sharing the same version number (e.g. "Version 3" becomes three documents — one per scenario). Each is downloadable and comparable independently. If any scenario breaches the margin floor or violates a configuration rule, the whole Issue action is blocked pending approval, listing every affected scenario's reason.

Once issued, use Mark as selected next to whichever scenario version the customer chose — this is an internal record for your team only; it doesn't notify the customer or require their action.

#Issue a quotation

1. Open the Draft quotation.
2. Review the line items and totals shown at the bottom of the Line items panel (Discount, Subtotal, Tax, Total). Amounts follow your organization's number settings; the totals carry the quotation's currency, or your organization's base currency for a quotation without one.
3. Select Issue.

This creates Version 1 (or the next version number, if the quotation has been issued before) with the current lines, prices, and tax frozen exactly as they stand, and moves the quotation to Issued.

#Approval to issue

If a quotation breaches your organization's configured margin floor (Settings > Module settings > Sales > Sales pricing) or violates an active configuration rule, it can still be drafted and saved normally, but selecting Issue shows an "Approval required" message — listing the specific reason(s) — instead of issuing.

1. Anyone with Sales › Quotations › Approve discount and View on the quotation (in practice View (all), since View (own) only reaches quotations you created or are assigned to), other than whoever requested it, can open the quotation and select Approve or Reject, optionally with a note. In an organization without permission groups, that is any team member other than the requester.
2. Once approved, select Issue again to issue it normally.
3. If rejected, adjust the quotation (or request approval again) before it can be issued.

A later revision of the same quotation needs its own fresh approval if it still breaches the floor or violates a rule — an approval only covers the version it was granted for.

The same special permission, shown in permission groups as Approve or reject a discount below the margin floor (quotations and order amendments), also approves or rejects an amendment to a confirmed order that falls below the margin floor.

#Revise an issued quotation

1. Open the Issued quotation.
2. Select Revise.
3. Edit the line items as needed and select Save line items.
4. Select Issue again to freeze the changes into a new version.

The version you revised from stays on record; nothing about it changes.

While a quotation is a draft you can move it to another business unit in the same legal entity; once issued, its business unit can't change.

#Void a quotation

1. Open the Draft or Issued quotation.
2. Select Void.
3. Confirm — voiding cannot be undone.

#Review version history, compare versions, and download a PDF

Every quotation that has been issued at least once shows a Versions panel with an entry for each version: its number, when it was issued, and its total. A version issued as part of a Good/Better/Best batch shows its scenario name alongside its number.

• Select PDF on any version to download a letterhead quotation document for that version. With business units, it carries the quotation's business unit: the legal name of its legal entity, the unit's name, its address and email, and a line with the registration number and tax ID. Without a Quotation number typed in, it prints the quotation's number with its legal entity's prefix (PH-12), and the file is named after it.
• Select Compare with previous on a version to see what changed against the version issued right before it for that same scenario — added, removed, and changed lines, plus the change in subtotal, tax, and total. This link only appears once an earlier version with a matching scenario exists.

#Current limitations

• There is no button on the Quotations list to start a new quotation — the creation page must be opened directly.
• A quotation cannot be edited or deleted outside the Draft → Issue → Revise cycle described above; there is no general-purpose edit or delete action.
• Quotations do not yet support customer-facing sharing: there is no shareable link, customer portal view, comments, or e-signature acceptance. A quotation can currently only be issued, revised, voided, reviewed, and downloaded as a PDF by internal users.
• Guided selling (a question set that narrows down to the right product set) is not yet built.
• The Quotation number you enter manually only has to be unique within your own organization (with business units, within its legal entity's series); a different organization can reuse the same number.
• Currency is recorded on the quotation but is not converted between currencies.