Sales & Quotes

Goal

This guide explains how to create and manage quotes, sales orders, and delivery notes in ICONK OS. It covers the full commercial flow from initial customer quote through to delivery.

Target Audience

Salespeople, sales managers, and operations staff who handle customer orders, prepare quotes, and coordinate deliveries.

What You Can Do

• Create price quotes for customers and convert them to sales orders
• Manage sales orders with items, pricing, and delivery dates
• Create and confirm delivery notes to ship goods and update stock
• View and manage your customer list
• Track the status of quotes and orders from draft to completion

What You Should Not Expect Yet

• Automated quote-to-order conversion without manual review
• Advanced discount rules or tiered pricing
• Customer credit accounts or advanced partial-payment workflows
• Automated email delivery of quotes to customers
• Integration with external CRM systems

Step-by-Step Workflows

Creating a Quote

1. Navigate to Quotes from the sidebar or Sales module.
2. Click Create Quote.
3. Select an existing customer or enter customer details for a new one.
4. Add items to the quote by selecting products and specifying quantities.
5. Review the subtotal, tax, and total amounts.
6. Add any notes or terms for the customer.
7. Save the quote. It will be created in Draft status.

Quotes use one document currency. Selecting a product converts its selling price into the current quote currency as a suggested unit price; it does not change the whole quote currency. If the exchange rate is missing, enter the customer quote price manually. Users with inventory create permission can add a new item directly from the quote line.

Managing Quotes

• View quotes: The quotes list shows all quotes with their status, customer, and total amount.
• Edit a quote: Open a draft quote to modify items, quantities, or pricing.
• Quote status: Quotes move through statuses such as Draft, Sent, Accepted, and Expired.
• Convert to sales order: Once a quote is accepted, you can create a sales order from it.

Creating a Sales Order

1. Navigate to Sales Orders from the sidebar.
2. Click Create Sales Order.
3. Select a customer.
4. Optionally link an existing quote to pre-fill the order items.
5. Add or modify line items with quantities and prices.
6. Set an expected delivery date if applicable.
7. Add notes if needed.
8. Save the order.

Sales orders use one document currency. Selecting a product converts its selling price into the current order currency as a suggested unit price; it does not change the whole order currency. If the exchange rate is missing, enter the customer price manually.

Managing Sales Orders

• View orders: The sales orders list shows status, customer, total, and expected delivery date.
• Edit an order: Draft orders can be edited before confirmation, including customer, branch, currency, delivery date, notes, products, quantities, tax rates, and accounting dimensions.
• Update status: Confirmed orders move through controlled fulfillment actions instead of full line editing.
• Order status: Orders progress through Draft, Confirmed, Partially Delivered, Delivered, and Cancelled.
• Delete an order: Only draft orders can be deleted.

Creating a Delivery Note

1. Navigate to Delivery from the sidebar.
2. Click Create Delivery.
3. Select the sales order you are fulfilling.
4. Confirm or adjust the quantities to ship.
5. Set the delivery date.
6. Add any delivery notes.
7. Save the delivery note.

Confirming a Delivery

1. Open the delivery note from the delivery list.
2. Review the items and quantities.
3. Confirm the delivery. This action:
   • Updates the sales order status
   • Deducts shipped quantities from warehouse stock
   • Records the inventory movement

Managing Customers

1. Navigate to Customers from the sidebar.
2. Click Create Customer to add a new customer.
3. Enter customer details: name, email, phone, and address.
4. Save the customer record.
5. Open a customer from the list to view the customer detail page.
6. Use Edit to update contact, billing, tax, address, or default currency details.
7. Use Archive to hide inactive customers from active lists while keeping invoices, payments, credits, refunds, and sales history intact.

Permissions and Access

Access to sales features depends on your role:

• Viewing quotes and orders requires sales access permission.
• Creating quotes and orders requires create permission.
• Editing and deleting requires update and delete permissions respectively.
• Viewing customers requires customer access permission.

If you cannot see the Sales module or certain actions are unavailable, contact your company administrator to review your role permissions.

Known Limitations

• Some advanced sales workflows are still being refined.
• Advanced customer drill-down reporting is still being refined.

MISSING Items

• Dedicated quote-to-order automatic conversion workflow.
• Customer portal for viewing their own quotes and orders.
• Automated quote expiry notifications.

UNCERTAIN Items

• Exact behavior when converting a partially-accepted quote to a sales order (whether all items or only accepted items transfer).
• Whether sales order status changes trigger notifications to customers.

Troubleshooting

| Problem | Possible Cause | What to Try | |---------|---------------|-------------| | Cannot create a quote | Missing create permission | Contact your administrator to check your role | | Quote total looks wrong | Tax rate or pricing issue | Verify product prices and tax settings | | Cannot edit an order | Order is not in Draft status or delivery has started | Edit only before confirming/fulfillment | | Cannot delete an order | Order is not in Draft status | Only draft orders can be deleted | | Delivery confirmation fails | Insufficient stock | Check inventory levels before confirming | | Customer not appearing in list | Customer may be under a different name | Search using partial name or email |