💡 For relationships, you can create quotes. If the relationship agrees with the quote, you can convert it into a Sales Order.
Creating a quote
⇢ Go to Relation management - Quotes and click the green plus icon.
General data
Relation: the relationship for which you want to create a quotation.
Reference: your own reference you want to assign to an order. This reference will appear on the quotation document.
Date: the quotation date is automatically set to today’s date. You can adjust it if necessary.
Expiry date: the date until which this quotation is valid.
Price class: select which price list should be applied in the quotation.
Ordered Products
Product: the product must have an active status and be marked as Can be sold to appear in this list.
Quantity: the quantity, expressed in the unit of the product (pieces, liters, kilograms, …).
Price: the price per unit, excluding VAT.
💡 This price is automatically retrieved if a sales price exists for the combination of price category, date, and product.
💡 By clicking the padlock, the price can be overwritten manually. The padlock will turn orange in that case.
Discount: the absolute or percentage discount you can optionally grant.
💡 To switch between absolute or percentage discount, first click the keyboard icon, then click the toggle icon in the discount field to adjust the type.
Deposit: the deposit amount is automatically retrieved after selecting a product.
Excise: the excise amount is automatically retrieved after selecting a product.
Miscellaneous
Description: a clear description of what should be included in the quotation. This description also appears on the quotation itself.
Quantity: the number of times the miscellaneous line is charged. In the description you may specify the unit of measurement.
Price: the price per unit, excluding VAT.
Discount: the absolute or percentage discount you can optionally grant.
💡 To switch between absolute or percentage discount, click the toggle icon.
VAT rate: the standard VAT rate is always 21%. For certain goods and services, an exception applies.
Notes
Note: an optional note that will be shown on the quotation.
Discounts
Commercial discount: a percentage discount applied to the full taxable base of this quotation. This discount is always valid.
Financial discount: a percentage discount applied to the full taxable base of this order.
💡 This discount, also called cash discount, is only valid if the relationship pays within the specified payment term.
Term financial discount: the number of days within which the financial discount is valid.
💡 As legally required, the VAT amount in case of financial discount is always calculated on the taxable base including this discount, even if the payment term for the discount has been exceeded.
Totals
Green box: here you can see the total amount payable for this order.
💡 Save the quotation.
Following up a quote
Draft
After creating and saving the quotation, it is in draft status. From here, you can present the quotation to the customer by clicking the confirm icon.
The quotation is now in 'Proposed' status.
Presented
You can now download the quotation as a PDF and/or send it to the customer via the orange send icon.
💡 To send a quotation directly from Douano, the email template for quotations must be set up. Check this 👉 guide to configure the email template.
Approved
If the customer approves the quotation, you can convert it into a sales order by clicking the confirm icon. The quotation will then receive the status 'Ordered'.
💡 An order can only be created if there is a link between the relationship and a company in Douano. If the relationship is not yet known as a company/customer in Douano, follow this 👉 guide to create a company for this relationship.
💡 Depending on your access rights, you can then follow up the order under Relation management – Orders or Sales – Orders.
Rejected
If the customer rejects the quotation, you can cancel it via the stop icon. The quotation will then receive the status 'Rejected'.