Create a quote (proforma) and convert it into an order
What you will have: Your quote is sent to the customer, and you convert it into an order as soon as they accept.
The accepted quote becomes the order with no re-entry, and stock is only deducted at the moment of conversion.
Before you start
- Lesson « Create an order (with or without a customer, with an earlier date) »
- Products in the catalogue
Signed in to Genuka, this list ticks what your account already has.
Why it matters
Many business customers ask for a quote or a proforma invoice before paying. Preparing it in Genuka rather than in a word processor keeps your catalog prices and saves you from re-entering everything when the customer says yes.
Summary
In Genuka, a quote is an order with the Quotation/Proforma state. It is created with the same form as an order, does not touch stock, and becomes a real order in one click (Convert to invoice) when the customer accepts.
Prerequisites
- Permission
orders.createto create the quote,orders.updateto convert it.
Steps: create a quote
- Sales › Orders, then New Order (
/orders/create). - Fill in the form like an order (customer, products, delivery…). The customer stays optional.
- In Order state ("Is this a quote/proforma or a real order?"), choose Quotation/Proforma instead of Order.
- Click Create.
Steps: convert the quote into an order
- Open the quote from the orders list.
- Click Convert to invoice.
- Genuka checks the stock and deducts it. Success message: "The order was successfully converted into an invoice". If a stock-tracked product is not available in sufficient quantity, the conversion is refused with an error message.
Find your quotes
On /orders, the Order state filter offers All, Quotation/Proforma and Order. Without a filter, quotes and orders are mixed in the list.
When you export the list, quotes are left out unless you tick Include quotations in the export.
Share or print the quote
- The public page
/quotations/:orderIddisplays the quote to share with the customer, with a Print link. - The printable document is an HTML page (not a generated PDF file): use your browser's "Print › Save as PDF" to get a PDF.
What a quote does not do
| Quotation/Proforma | Order | |
|---|---|---|
| Takes stock out | No | Yes (if the product tracks stock) |
| Counted in default exports | No | Yes |
| Taking payment ("Record Payment") | Not offered | Yes |
Edge cases and common mistakes
- Title in English: the header of the public page and of the printed document shows "QUOTATION" / "Quotation", even in French.
- No "quotes list" page: the page search offers a "Quotations" entry (
/quotations) that leads to no list. Quotes are found in Orders, with the Order state › Quotation/Proforma filter. - Stock has moved since the quote: conversion fails if stock is no longer sufficient, unless negative stocks are allowed (General settings › Orders tab).
- Shop without a warehouse: conversion is refused as long as no warehouse is linked to the quote's shop (the message, in English, reads "There is no warehouse associated with the shop…"), unless negative stocks are allowed. Link a warehouse to the shop, then convert.
FAQ
How do I make a quote in Genuka? Create an order and set its Order state to Quotation/Proforma.
How do I turn a quote into an invoice? Open it and click Convert to invoice: it becomes an order, stock is deducted and you can take payment.
Does a quote reserve stock? No. Stock is only deducted at conversion.
See also
- Create an order (
creer-commande) - Apply a discount or promo code (
appliquer-remise-commande)
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