Quotation
Overview
Below is a business-focused explanation of the Quotation document in Dafater.
What the Quotation is Used for in Business Operations
The Quotation is a formal commercial document used to present prices, terms, and conditions to a prospective customer before a sale is finalized. It serves as an official offer from your business, outlining what you are willing to sell, at what price, and under which conditions.
In Dafater, the Quotation acts as the bridge between a sales opportunity or customer inquiry and a confirmed order. It helps standardize how offers are communicated, ensures pricing accuracy, and creates a clear reference point for both sales teams and customers.
Prerequisites and Setup Requirements
Before using the Quotation, the following business setup should typically be in place:
- Customer records with correct contact and billing details
- Products or services defined with standard prices and descriptions
- Pricing rules, discounts, or special offers approved by management
- Taxes, currency, and payment terms aligned with company policy
- Sales teams or sales representatives assigned, if applicable
Having these elements ready ensures quotations are accurate, professional, and consistent.
Typical Workflow and Business Process Fit
A common business workflow for the Quotation looks like this:
Customer inquiry or sales lead
A customer requests pricing or a sales opportunity is identified.Creation of the Quotation
The sales team prepares a Quotation with items, prices, discounts, taxes, and validity dates.Internal review (if required)
Quotations may be reviewed or approved internally, especially for high-value or discounted deals.Quotation shared with customer
The Quotation is sent to the customer as a formal offer.Customer response
- Accepted → Converted into a sales order or equivalent confirmation
- Negotiated → Revised quotation issued
- Rejected or expired → Marked as closed
This workflow ensures sales activities are controlled, traceable, and aligned with company policies.
Key Business Scenarios Where the Quotation is Essential
The Quotation plays a critical role in several scenarios, including:
- B2B sales negotiations where pricing and terms must be documented
- Custom or made-to-order sales requiring clear specifications
- Large or high-value deals needing approval and formal offers
- Service-based businesses defining scope, duration, and charges
- Tender or proposal-based sales where official quotations are mandatory
In all these cases, the Quotation protects both the business and the customer by clearly defining expectations.
Important Considerations for Users
When working with the Quotation, users should keep the following in mind:
- Accuracy is critical – prices, quantities, taxes, and terms must be correct
- Validity dates matter – expired quotations can lead to disputes
- Clear terms and conditions help avoid misunderstandings later
- Version control is important when revising quotations after negotiations
- Follow-up is essential – quotations should be actively tracked to conversion or closure
A well-managed Quotation process improves sales professionalism, speeds up decision-making, and increases the likelihood of successful deals.
In summary, the Quotation in Dafater is a core sales document that formalizes offers, supports structured sales processes, and serves as the foundation for successful customer agreements.
Basic Information
- Module: Selling
- Document Type: Document
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| title | Title | Data | - | Internal reference title summarizing the quotation purpose | |
| naming_series | Series | Select | ✓ | , QTN, QTN2022, QTN2023, QTN2024 | Auto-generated numbering pattern for Dafater quotation records |
| quotation_to | Quotation To | Link | ✓ | DocType | Type of party receiving this quotation |
| party_name | Party | Dynamic Link | quotation_to | Selected customer or lead receiving the quotation | |
| customer_name | Customer Name | Data | - | Customer display name for communication and printing | |
| transaction_date | Date | Date | ✓ | - | Date when the quotation is created |
| valid_till | Valid Till | Date | - | Last date the quotation remains valid | |
| order_type | Order Type | Select | ✓ | , Sales, Maintenance, Shopping Cart | Business context of the quotation order |
| company | Company | Link | ✓ | Company | Company issuing the quotation in Dafater |
| hasunitprice_items | Has Unit Price Items | Check | - | Indicates items priced per unit | |
| amended_from | Amended From | Link | Quotation | Original quotation reference if amended | |
| currency | Currency | Link | ✓ | Currency | Transaction currency for quotation amounts |
| conversion_rate | Exchange Rate | Float | ✓ | - | Exchange rate to company base currency |
| sellingpricelist | Price List | Link | ✓ | Price List | Price list used for item pricing |
| pricelistcurrency | Price List Currency | Link | ✓ | Currency | Currency defined in the selected price list |
| plcconversionrate | Price List Exchange Rate | Float | ✓ | - | Exchange rate between price list and company currency |
| ignorepricingrule | Ignore Pricing Rule | Check | - | Overrides automatic pricing rules if checked | |
| scan_barcode | Scan Barcode | Data | Barcode | Scan item barcode to add items quickly | |
| items | Items | Table | ✓ | Quotation Item | List of products or services quoted |
| total_qty | Total Quantity | Float | - | Sum of quantities for all quoted items | |
| totalnetweight | Total Net Weight | Float | - | Combined net weight of all items | |
| base_total | Total (Company Currency) | Currency | Company:company:default_currency | Total amount in company base currency | |
| basenettotal | Net Total (Company Currency) | Currency | Company:company:default_currency | Net amount before taxes in company currency | |
| total | Total | Currency | currency | Total amount in transaction currency | |
| net_total | Net Total | Currency | currency | Net amount before taxes in transaction currency | |
| tax_category | Tax Category | Link | Tax Category | Tax classification applicable to this quotation | |
| taxesandcharges | Sales Taxes and Charges Template | Link | Sales Taxes and Charges Template | Predefined tax and charge template applied | |
| shipping_rule | Shipping Rule | Link | Shipping Rule | Rule defining shipping charges calculation | |
| incoterm | Incoterm | Link | Incoterm | International trade term governing delivery responsibility | |
| named_place | Named Place | Data | - | Specified location related to the selected incoterm | |
| taxes | Sales Taxes and Charges | Table | Sales Taxes and Charges | Detailed breakup of applied taxes and charges | |
| basetotaltaxesandcharges | Total Taxes and Charges (Company Currency) | Currency | Company:company:default_currency | Total taxes and charges in company currency | |
| totaltaxesand_charges | Total Taxes and Charges | Currency | currency | Total taxes and charges in transaction currency | |
| basegrandtotal | Grand Total (Company Currency) | Currency | Company:company:default_currency | Final payable amount in company currency | |
| baseroundingadjustment | Rounding Adjustment (Company Currency) | Currency | Company:company:default_currency | Rounding difference applied in company currency | |
| baseroundedtotal | Rounded Total (Company Currency) | Currency | Company:company:default_currency | Final rounded total in company currency | |
| baseinwords | In Words (Company Currency) | Data | - | Company currency amount written in words | |
| grand_total | Grand Total | Currency | currency | Final payable amount in transaction currency | |
| rounding_adjustment | Rounding Adjustment | Currency | currency | Rounding difference applied to grand total | |
| rounded_total | Rounded Total | Currency | currency | Final rounded payable amount | |
| disableroundedtotal | Disable Rounded Total | Check | - | Disables automatic rounding of totals | |
| in_words | In Words | Data | - | Transaction currency amount written in words | |
| applydiscounton | Apply Additional Discount On | Select | , Grand Total, Net Total | Defines base for applying additional discount | |
| basediscountamount | Additional Discount Amount (Company Currency) | Currency | Company:company:default_currency | Additional discount value in company currency | |
| coupon_code | Coupon Code | Link | Coupon Code | Promotional coupon applied to quotation | |
| additionaldiscountpercentage | Additional Discount Percentage | Float | - | Percentage discount applied on selected base | |
| discount_amount | Additional Discount Amount | Currency | currency | Additional discount value in transaction currency | |
| referralsalespartner | Referral Sales Partner | Link | Sales Partner | Sales partner credited for this quotation | |
| otherchargescalculation | Taxes and Charges Calculation | Text Editor | - | Explanation of how taxes and charges are calculated | |
| packed_items | Bundle Items | Table | Packed Item | Child items included within bundled products | |
| pricing_rules | Pricing Rule Detail | Table | Pricing Rule Detail | Details of pricing rules applied | |
| customer_address | Customer Address | Link | Address | Linked billing address of the customer | |
| address_display | Address | Small Text | - | Formatted customer address for display | |
| contact_person | Contact Person | Link | Contact | Primary customer contact for this quotation | |
| contact_display | Contact | Small Text | - | Formatted contact details for display | |
| contact_mobile | Mobile No | Small Text | Phone | Customer contact mobile number | |
| contact_email | Contact Email | Data | Customer contact email address | ||
| shippingaddressname | Shipping Address | Link | Address | Linked delivery address for shipping | |
| shipping_address | Shipping Address | Small Text | - | Formatted shipping address for display | |
| company_address | Company Address Name | Link | Address | Company address linked to this quotation | |
| companyaddressdisplay | Company Address | Small Text | - | Formatted company address for printing | |
| companycontactperson | Company Contact Person | Link | Contact | Company representative handling this quotation | |
| paymenttermstemplate | Payment Terms Template | Link | Payment Terms Template | Standard payment terms applied | |
| payment_schedule | Payment Schedule | Table | Payment Schedule | Installment-wise payment plan details | |
| tc_name | Terms | Link | Terms and Conditions | Selected terms and conditions template | |
| terms | Term Details | Text Editor | - | Detailed commercial terms and conditions | |
| auto_repeat | Auto Repeat | Link | Auto Repeat | Automates recurring quotation generation | |
| updateautorepeat_reference | Update Auto Repeat Reference | Button | - | Updates linked auto repeat settings | |
| letter_head | Letter Head | Link | Letter Head | Letterhead used for printed quotation | |
| groupsameitems | Group same items | Check | - | Combines identical items in print view | |
| selectprintheading | Print Heading | Link | Print Heading | Custom heading shown on print format | |
| language | Print Language | Data | - | Language used for printing quotation | |
| lost_reasons | Lost Reasons | Table MultiSelect | Quotation Lost Reason Detail | Selected reasons for quotation loss | |
| competitors | Competitors | Table MultiSelect | Competitor Detail | Competitors involved in the same deal | |
| orderlostreason | Detailed Reason | Small Text | - | Detailed explanation for losing the order | |
| status | Status | Select | ✓ | Draft, Open, Replied, Partially Ordered, Ordere... | Current lifecycle status of the quotation |
| customer_group | Customer Group | Link | Customer Group | Customer classification for reporting and analysis | |
| territory | Territory | Link | Territory | Geographical sales territory | |
| campaign | Campaign | Link | Campaign | Marketing campaign linked to this quotation | |
| source | Source | Link | Lead Source | Lead source generating this quotation | |
| opportunity | Opportunity | Link | Opportunity | Linked sales opportunity reference | |
| supplier_quotation | Supplier Quotation | Link | Supplier Quotation | Reference supplier quotation if applicable | |
| enq_det | Opportunity Item | Text | - | Opportunity item details or notes |
Child Tables
Items (Quotation Item)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| item_code | Item Code | Link | Item | Reference item selected from Dafater item master | |
| customeritemcode | Customer's Item Code | Data | - | Customer-specific reference code for the quoted item | |
| item_name | Item Name | Data | ✓ | - | Item name displayed on the customer quotation |
| description | Description | Text Editor | - | Detailed item description shown in the quotation | |
| item_group | Item Group | Link | Item Group | Classification group for reporting and pricing control | |
| brand | Brand | Link | Brand | Brand associated with the quoted item | |
| image | Image | Attach | - | Attach item image for customer reference | |
| image_view | Image View | Image | image | Preview of the attached item image | |
| qty | Quantity | Float | ✓ | - | Quantity quoted for the customer |
| stock_uom | Stock UOM | Link | UOM | Default stock unit maintained in Dafater | |
| uom | UOM | Link | ✓ | UOM | Sales unit of measure for this quotation |
| conversion_factor | UOM Conversion Factor | Float | ✓ | - | Conversion rate between sales UOM and stock UOM |
| stock_qty | Qty as per Stock UOM | Float | - | Equivalent quantity expressed in stock UOM | |
| actual_qty | Qty (Warehouse) | Float | - | Available quantity in the selected warehouse | |
| companytotalstock | Qty (Company) | Float | - | Total available quantity across the company | |
| pricelistrate | Price List Rate | Currency | currency | Standard selling rate from selected price list | |
| basepricelist_rate | Price List Rate (Company Currency) | Currency | Company:company:default_currency | Price list rate in company base currency | |
| margin_type | Margin Type | Select | , Percentage, Amount | Defines margin as percentage or fixed amount | |
| marginrateor_amount | Margin Rate or Amount | Float | - | Margin value applied on price list rate | |
| ratewithmargin | Rate With Margin | Currency | currency | Selling rate after applying margin | |
| discount_percentage | Discount (%) on Price List Rate with Margin | Percent | - | Discount percentage applied on margin-inclusive rate | |
| discount_amount | Discount Amount | Currency | currency | Discount amount deducted from the selling rate | |
| distributeddiscountamount | Distributed Discount Amount | Currency | currency | Proportionate discount allocated to this item | |
| baseratewith_margin | Rate With Margin (Company Currency) | Currency | Company:company:default_currency | Margin-inclusive rate in company currency | |
| rate | Rate | Currency | currency | Final selling rate per unit | |
| net_rate | Net Rate | Currency | currency | Rate after discounts and pricing adjustments | |
| amount | Amount | Currency | currency | Total amount before taxes for this item | |
| net_amount | Net Amount | Currency | currency | Net amount after discounts, before taxes | |
| itemtaxtemplate | Item Tax Template | Link | Item Tax Template | Tax template applied specifically to this item | |
| base_rate | Rate (Company Currency) | Currency | Company:company:default_currency | Selling rate converted to company currency | |
| basenetrate | Net Rate (Company Currency) | Currency | - | Net selling rate in company currency | |
| base_amount | Amount (Company Currency) | Currency | Company:company:default_currency | Item amount in company base currency | |
| basenetamount | Net Amount (Company Currency) | Currency | Company:company:default_currency | Net item amount in company base currency | |
| pricing_rules | Pricing Rules | Small Text | - | Applied pricing rules affecting item rate | |
| stockuomrate | Rate of Stock UOM | Currency | currency | Rate calculated per stock unit of measure | |
| isfreeitem | Is Free Item | Check | - | Indicates item is provided free of charge | |
| is_alternative | Is Alternative | Check | - | Marks item as an alternative option | |
| hasalternativeitem | Has Alternative Item | Check | - | Indicates availability of alternative items | |
| valuation_rate | Valuation Rate | Currency | Company:company:default_currency | Internal valuation rate for profit calculation | |
| gross_profit | Gross Profit | Currency | Company:company:default_currency | Expected gross profit from this item | |
| weightperunit | Weight Per Unit | Float | - | Weight of a single unit | |
| total_weight | Total Weight | Float | - | Total weight based on quoted quantity | |
| weight_uom | Weight UOM | Link | UOM | Unit of measure used for weight | |
| warehouse | Warehouse | Link | Warehouse | Warehouse from which item availability is checked | |
| againstblanketorder | Against Blanket Order | Check | - | Indicates linkage to an active blanket order | |
| blanket_order | Blanket Order | Link | Blanket Order | Referenced blanket order for this item | |
| blanketorderrate | Blanket Order Rate | Currency | - | Rate agreed in the blanket order | |
| prevdoc_doctype | Against Doctype | Link | DocType | Source document type linked to this item | |
| prevdoc_docname | Against Docname | Dynamic Link | prevdoc_doctype | Source document reference number | |
| projected_qty | Projected Qty | Float | - | Forecasted available quantity considering future transactions | |
| stock_balance | Stock Balance | Button | - | View current stock balance details | |
| itemtaxrate | Item Tax Rate | Code | - | Applied tax rates for this item | |
| additional_notes | Additional Notes | Text | - | Additional remarks related to the item | |
| page_break | Page Break | Check | - | Forces page break after this item in print |
Sales Taxes and Charges (Sales Taxes and Charges)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| charge_type | Type | Select | ✓ | , Actual, On Net Total, On Previous Row Amount,... | Defines how tax or charge is calculated in Dafater. |
| row_id | Reference Row # | Data | - | Specifies reference tax row for dependent calculations. | |
| account_head | Account Head | Link | ✓ | Account | Ledger account in Dafater where tax amount is posted. |
| description | Description | Small Text | ✓ | - | Additional details describing this tax or charge. |
| includedinprint_rate | Is this Tax included in Basic Rate? | Check | - | Indicates whether tax is included in item basic rate. | |
| includedinpaid_amount | Considered In Paid Amount | Check | - | Marks tax as considered while calculating paid amount. | |
| cost_center | Cost Center | Link | Cost Center | Cost center in Dafater for allocating tax expense. | |
| rate | Tax Rate | Float | - | Percentage or rate used to calculate the tax. | |
| account_currency | Account Currency | Link | Currency | Currency of the selected tax ledger account. | |
| tax_amount | Amount | Currency | currency | Calculated tax amount for this row. | |
| total | Total | Currency | currency | Running total after applying this tax or charge. | |
| taxamountafterdiscountamount | Tax Amount After Discount Amount | Currency | currency | Tax amount calculated after applying document-level discounts. | |
| basetaxamount | Amount (Company Currency) | Currency | Company:company:default_currency | Tax amount converted to Dafater company currency. | |
| base_total | Total (Company Currency) | Currency | Company:company:default_currency | Total amount in Dafater company currency after this tax. | |
| basetaxamountafterdiscount_amount | Tax Amount After Discount Amount (Company Currency) | Currency | Company:company:default_currency | Discounted tax amount in Dafater company currency. | |
| itemwisetax_detail | Item Wise Tax Detail | Code | - | System-generated item-wise breakup of applied taxes. | |
| dontrecomputetax | Dont Recompute tax | Check | - | Prevents Dafater from recalculating this tax automatically. |
Bundle Items (Packed Item)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| parent_item | Parent Item | Link | Item | Main product being packed or bundled in Dafater transaction | |
| item_code | Item Code | Link | Item | Component item included within the packed parent item | |
| item_name | Item Name | Data | - | Readable name of the packed component item | |
| description | Description | Text Editor | - | Detailed description of the packed item for business clarity | |
| warehouse | From Warehouse | Link | Warehouse | Source warehouse from which item is picked | |
| target_warehouse | To Warehouse (Optional) | Link | Warehouse | Destination warehouse where item will be stored | |
| conversion_factor | Conversion Factor | Float | - | Quantity conversion between stock and selected unit of measure | |
| qty | Qty | Float | - | Required quantity of the item to be packed | |
| rate | Rate | Currency | currency | Valuation rate of the packed item | |
| uom | UOM | Link | UOM | Unit of measure used for the packed quantity | |
| pickserialand_batch | Pick Serial / Batch No | Button | - | Action to select serial or batch numbers | |
| useserialbatch_fields | Use Serial No / Batch Fields | Check | - | Enable manual serial and batch entry fields | |
| serialandbatch_bundle | Serial and Batch Bundle | Link | Serial and Batch Bundle | Linked bundle grouping selected serials and batches | |
| deliveredbysupplier | Supplier delivers to Customer | Check | - | Indicates supplier delivers item directly to customer | |
| serial_no | Serial No | Text | - | Serial numbers assigned to the packed item | |
| batch_no | Batch No | Link | Batch | Batch number associated with the packed item | |
| actualbatchqty | Actual Batch Quantity | Float | - | Available quantity in the selected batch | |
| actual_qty | Actual Qty | Float | - | Current available stock quantity in warehouse | |
| projected_qty | Projected Qty | Float | - | Expected future stock after planned transactions | |
| ordered_qty | Ordered Qty | Float | - | Quantity already ordered but not yet received | |
| packed_qty | Packed Qty | Float | - | Quantity already packed for this item | |
| incoming_rate | Incoming Rate | Currency | - | Expected valuation rate from incoming stock | |
| picked_qty | Picked Qty | Float | - | Quantity already picked from warehouse | |
| page_break | Page Break | Check | - | Forces new page in Dafater print formats | |
| prevdoc_doctype | Prevdoc DocType | Data | - | Source document type linked to this packed item | |
| parentdetaildocname | Parent Detail docname | Data | - | Reference name of the parent document row |
Pricing Rule Detail (Pricing Rule Detail)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| pricing_rule | Pricing Rule | Link | Pricing Rule | Linked Dafater pricing rule applied to this item. | |
| item_code | Item Code | Data | - | Item identifier affected by the Dafater pricing rule. | |
| margin_type | Margin Type | Data | - | Defines margin calculation type used in Dafater pricing. | |
| rateordiscount | Rate or Discount | Data | - | Specifies rate or discount value from Dafater pricing rule. | |
| child_docname | Child Docname | Data | - | Stores related child document reference for Dafater pricing processing. | |
| rule_applied | Rule Applied | Check | - | Indicates whether the Dafater pricing rule was applied. |
Payment Schedule (Payment Schedule)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| payment_term | Payment Term | Link | Payment Term | Selected Dafater payment term defining schedule and conditions. | |
| description | Description | Small Text | - | Additional Dafater notes explaining this scheduled payment. | |
| due_date | Due Date | Date | ✓ | - | Date by which payment is due in Dafater. |
| modeofpayment | Mode of Payment | Link | Mode of Payment | Preferred Dafater payment method for this installment. | |
| invoice_portion | Invoice Portion | Percent | - | Percentage of total invoice allocated to this payment. | |
| discount_type | Discount Type | Select | Percentage, Amount | Defines whether Dafater discount is percentage or fixed amount. | |
| discount_date | Discount Date | Date | - | Last date to avail Dafater early payment discount. | |
| discount | Discount | Float | - | Discount value applicable for timely payment in Dafater. | |
| payment_amount | Payment Amount | Currency | ✓ | currency | Scheduled payment amount to be collected as per Dafater. |
| outstanding | Outstanding | Currency | currency | Remaining unpaid amount for this schedule in Dafater. | |
| paid_amount | Paid Amount | Currency | currency | Amount already received against this schedule in Dafater. | |
| discounted_amount | Discounted Amount | Currency | - | Payment amount after applying eligible Dafater discount. | |
| basepaymentamount | Payment Amount (Company Currency) | Currency | Company:company:default_currency | Payment amount converted to company currency in Dafater. | |
| base_outstanding | Outstanding (Company Currency) | Currency | Company:company:default_currency | Outstanding amount in company currency tracked by Dafater. | |
| basepaidamount | Paid Amount (Company Currency) | Currency | Company:company:default_currency | Paid amount in company currency recorded in Dafater. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Sales User | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Sales Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Maintenance Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Maintenance User | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Address | Links to | Contacts |
| Auto Repeat | Links to | Automation |
| Campaign | Links to | CRM |
| Company | Links to | Setup |
| Contact | Links to | Contacts |
| Coupon Code | Links to | Accounts |
| Currency | Links to | Geo |
| Customer Group | Links to | Setup |
| Incoterm | Links to | Setup |
| Lead Source | Links to | CRM |
| Letter Head | Links to | Printing |
| Opportunity | Links to | CRM |
| Payment Terms Template | Links to | Accounts |
| Price List | Links to | Stock |
| Print Heading | Links to | Setup |
| Quotation | Links to | Selling |
| Sales Partner | Links to | Setup |
| Sales Taxes and Charges Template | Links to | Accounts |
| Shipping Rule | Links to | Accounts |
| Supplier Quotation | Links to | Buying |
| Tax Category | Links to | Accounts |
| Terms and Conditions | Links to | Setup |
| Territory | Links to | Setup |