# Quotation

### **Module Guide: Quotation**

#### **Module Location**

#### Sales > Quotation > Quotation

#### **Module Objective**

#### The **Quotation** module is used to create, manage, and send official price quotation documents to customers. This document is the formal response to a customer's request (recorded in the Customer RFQ module) and contains the details of products, prices, discounts, taxes, and other terms being offered.

### **1. Main View (Quotation List)**

#### The main page of this module displays a list of all quotations that have been created.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4lLimage.png)

#### **View Explanation & Filters**

#### This page is for viewing and managing all existing quotations.

- #### **Filters**: You can search for a specific quotation by **Quotation Number**, **Item Category**, **Status**, or a date range (**Date From / Date To**).
- #### **Quotation List**: The table below will display all quotations that match the filters, with columns such as **Quotation Number**, **Customer**, **Quotation Date**, and **Status of Sales Offering Letter**.

#### **Button Functions**

- #### **New**: The primary button to create a new Quotation.
- #### **Expired**: To change the status of a quotation that has passed its validity period to "Expired".
- #### **Print**: To print a selected quotation document to be sent to the customer.

### **2. Steps to Create a Quotation**

#### **Step 1: Create a New Quotation**

#### From the Main View, click the **New** button to open the **New Quotation** form.   
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/M8Himage.png)

#### **Step 2: Fill in Header Information**

#### On the form that appears, fill in the general quotation information:

- #### **RFQ Code**: For efficiency, select the **RFQ Code** from the recorded customer request. This will automatically pull the customer data and the list of requested items. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/RY4image.png)
- #### **Quotation Date & Due Date**: Set the **Quotation Date** and the **Quotation Expiration Date** (validity period).   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2v9image.png)
- #### **Sales Person**: Assign the salesperson responsible for this quotation. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/VKximage.png)

#### **Step 3: Detail the Price and Discount per Item**

#### In the detail table at the bottom, complete the pricing information for each product:

1. #### Fill in the **Unit Price (IDR)** column for each item.
2. #### If there is a discount, fill in the **Disc Value** (for a nominal reduction) or **Discount (%)** (for a percentage reduction) column.
3. #### Select the appropriate tax code, and the system will calculate the tax value in the **Tax 1 (IDR)** column.
4. #### The system will automatically calculate the **Total Amount**, **Total Tax**, and **Grand Total** in the bottom-right corner.

#### **Step 4: Save and Confirm**

#### After all data is filled in, use the buttons in the bottom-left section:

- #### **Save**: To save the quotation as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/h7gimage.png)
- #### **Confirm**: To finalize and send the quotation into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Y6simage.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/QCLimage.png)

### **Tips & Important Notes**

- #### A quotation that has been approved by the customer will become the basis for creating a **Sales Order**.
- #### Always pay attention to the **Due Date**, as the quotation will be considered invalid after that date. Use the **Expired** button to manually mark quotations that are already expired.
- #### A **Confirmed** quotation will likely go to a **Quotation Inbox** for an approval process by a manager.