This guide explains how to create, edit, delete, and finalize quotations in CRM.

A Quotation is used to provide pricing details to customers before confirming a sale.

? Where to Access CRM

Where to Access This Function

On the Quotations > View List page, you will see the following functions:

Use the screenshot below to locate these buttons.

Add New Quotation

1. Click Add New Quotation.

2. Fill in the required information:
   
   

   1. Quotation Information

   No.	Field	Description
   1	Reference Number *	Auto-generated (e.g., QUOT/2026/5). It is recommended not to modify it, as any changes may disrupt the running number sequence.
   2	Date Issued *	Select quotation date
   3	Expiry Date *	Set validity period of quotation
   4	Salesperson *	Select staff responsible (Staff can be added from HRMS - Staffs)
   5	Location *	Select company location (if applicable)
   6	Currency *	Default: MYR
   7	Exchange Rate *	Default: 1 (for MYR)

   
   2. Customer Information

   No.	Field	Description
   1	Customer	Select existing account. (Account can be added from CRM - Accounts)
   2	Add New Customer	Add new customer (only if not available)

   
   3. Quotation Details

   No.	Field	Description
   1	Subject *	Title of the quotation
   2	Discount in %	Tick if discount is in percentage
   3	Unit Price Tax Inclusive	Tick if price includes tax

   
   4. Items / Products details

   Field	Description
   Qty	Quantity of item
   Unit	Unit of measurement (e.g. pax)
   Custom Product	"Custom Product” as the default selection. To use an existing product, manually add it in Pricebook Management under the Pricebook section.
   Code	Item code
   Name	Item name. Auto generated if select pricebook
   Description	Additional item details
   Unit Price	Price per unit
   Discount	Discount can be entered as an amount or a percentage. The percentage field is editable only when the “Discount in Percentage” checkbox is selected.
   Tax	Applicable tax
   Amount	Auto-calculated
   Add Item	User can add more than 1 item

   
   5. Summary Calculation

   Field	Description
   Amount Excl Tax	Total before tax
   Discount	Total discount
   Tax	Total tax
   Amount Incl Tax	Final total amount

   
   6. Terms and Remarks

   Field	Description
   Terms	Conditions for the quotation (visible to customer)
   Remarks	Payment or additional notes (visible to customer)

   
   7. Internal Notes

   Field	Description
   Internal Notes	For internal use only (not visible to customer)

   
   8. Attachments

   Field	Description
   Cover Letter	Document shown at the front of quotation
   Extra Documents	Supporting documents attached at the back

   3. Click Submit once completed.

⚠️ Important Notes

Edit Quotation

1. Go to Quotations > View List

2. From the Quotation list, click Edit.

3. Update any required details (items, pricing, dates, etc.).

4. Click Save.

⚠️ Note:
Ensure all information is accurate before finalizing.

View Quotation

1. Go to Quotations > View List

2. Click Details next to the quotation.

3. Review:

   • Customer information

   • Item details

   • Pricing and totals

Delete Quotation

1. Go to Quotations > View List

2. Click Delete next to the quotation.

3. Confirm deletion.

⚠️ Important Notes:

Finalize Quotation

1. Go to Quotations > View List

2. Click Finalize next to the quotation

✅ Once finalized:

• The quotation is locked from editing

• It is ready to be sent to customer

• User can proceed to generate Order Acceptance before / after finalize regardless