CountServa
Quotations, Sale Orders and Delivery Orders
Quotations, Sale Orders and Delivery Orders in CountServa are the sales documents that come before an invoice. A quotation offers a price, a sale order confirms what the customer ordered, and a delivery order records what was shipped. None of them post to your ledger; they become accounting entries only when you convert them into an invoice. They are used by sales staff, front-desk teams and business owners who want a clean paper trail from offer to bill.
Before You Start
- You need the Quotations right for quotations and the Sales right for sale orders and delivery orders.
- By default a person with the Quotations right sees only the quotations they created. The View Quotations Created by Others right lifts this. View Sales Documents Created by Others does the same for sale orders and delivery orders.
- Voiding needs the Void level of the matching right.
- Set up the customer in Contacts and your products in Items first. See Contacts and Items.
The Sales Flow
| Document | Menu | Converts To | Date Field |
|---|---|---|---|
| Quotation | Sales > Quotations | Sale Order or Invoice | Valid Until |
| Sale Order | Sales > Sale Orders | Delivery Order or Invoice | Expected Date |
| Delivery Order | Sales > Delivery Orders | Invoice | Delivery Date |
You can skip steps. Many service businesses go straight from quotation to invoice.
Statuses
| Status | Meaning |
|---|---|
| Draft | Being prepared. No number yet, can be edited or deleted. |
| Issued | Saved with Save & Issue and numbered. Shown on every sales document once it leaves Draft. |
| Accepted | A quotation the customer accepted in the Customer Portal |
| Converted | Everything on it has been converted into the next document |
| Void | Cancelled. The number stays on record. |
You set a status by hand only in two ways: Set To Draft and Void. Every other status is set by the action that causes it, so the history cannot be edited out of order.
Create a Quotation
- Go to Sales > Quotations and press New Quotation.
- Pick the customer.
- Enter the Quotation Date and the Valid Until date.
- Choose the Currency. For foreign currency, confirm the Exchange Rate.
- Add one line per product or service: pick the item, check the Description, and enter Qty, Unit and Unit Price. Choose the Tax code, and tick Incl. if the price already includes tax.
- Press Add Line for more lines. Enter a Discount or Service Charge on a line where needed.
- Add a Reference or Notes if useful.
- Press Save & Issue to assign the number, or Save Draft to finish later.
Share the Quotation
Open an issued quotation and press Share. The dialog offers Email, WhatsApp, Copy Link and Download PDF. You can also use Print or PDF on the document itself. Drafts cannot be shared because they print with a draft watermark; issue them first.
If the customer has a Customer Portal link, they can open it and review the quotation under Quotations Awaiting Your Acceptance, then press Accept. The status changes to Accepted and you are notified. Once the Valid Until date passes, the quotation no longer appears in that list.
In Settings > Company Settings you can add a Quotation QR Link and Quotation QR Caption, for example linking to your online catalogue.
Create a Sale Order or Delivery Order
Go to Sales > Sale Orders or Sales > Delivery Orders and press New Sale Order or New Delivery Order. The form works the same way as the quotation. The Expected Date on a sale order and the Delivery Date on a delivery order are for your records only.
Convert a Document
- Open the issued quotation, sale order or delivery order.
- Press Convert To and choose the next document, such as Sale Order, Delivery Order or Invoice.
- To convert only part, enter the Convert Qty for each line. The Ordered and Remaining columns show what is left.
- Press Convert Selected Quantities.
The new document opens as a draft for you to check and issue. When every line has been fully converted, the source document shows Converted.
Other Actions
| Button | What It Does |
|---|---|
| Duplicate | Copies the document into a new draft |
| Set To Draft | Returns an issued document to draft for editing |
| Delete Draft | Deletes a document that was never issued |
| Void | Cancels an issued document while keeping its number on record |
| Print or PDF | Prints or downloads the document |
| Share | Sends the document by email or WhatsApp, or copies the portal link |
Frequently Asked Questions
Does a Quotation Affect My Accounts?
No. Quotations, sale orders and delivery orders post nothing to the ledger. Only the invoice you create from them does.
Can I Deliver an Order in Several Shipments?
Yes. Convert the sale order to a delivery order several times, entering only the quantity shipped each time. The remaining quantity stays open until it is all converted.
Can Staff See Each Other's Quotations?
Only if their role includes View Quotations Created by Others. Otherwise each person sees only the quotations they created.
What Happens When a Quotation Passes Its Valid Until Date?
The customer can no longer accept it in the Customer Portal. Press Duplicate to make a fresh draft with new dates and issue that instead.
Why Can I Not Mark a Quotation as Sent or Confirmed?
CountServa sets those states for you. Save & Issue marks it Issued, the customer's acceptance marks it Accepted, and conversion marks it Converted. By hand you can only use Set To Draft or Void.