BEST POS - Quote create send convert to invoice

Quote: Create, Send and Convert to Invoice in BEST POS

Summary

This article explains how to create a quote at the register or BackOffice, send it (print/email) with validity and terms, then convert it to an invoice without retyping. It covers adjustments (prices, taxes, discounts), optional deposits, and history tracking.

Step-by-step Instructions

1) Prerequisites

  • Role allowed to issue quotes and convert to invoice.
  • Attach the customer (recommended) for price level, tax group, and email delivery.
  • Configured quote templates (branding, legal text, terms) in BackOffice.

2) Create a quote

  1. At the register, click New Quote (or Document Type = Quote).
  2. Attach the customer and verify price level and tax group.
  3. Add items (scan or search), adjust quantities and discounts as permitted.
  4. Click Subtotal to recalc discounts and taxes.
  5. Enter validity (e.g., 30 days), terms (payment, deposit, lead time), and references (PO/Job).
  6. Save: the quote receives a number and appears in history.

3) Send or print the quote

  • Click Send to email a PDF or Print for a paper copy.
  • Verify the customer’s email address and add a message (terms, availability).
  • The PDF includes branding, lines, discounts, taxes, and terms.

4) Optional deposit on a quote

  • When policy requires, record a deposit (amount or %) and issue a deposit receipt.
  • The deposit will auto-apply when converting to invoice.

5) Find and revise a quote

  • Open History > Quotes and search by number, customer, date, or status.
  • Open the quote to edit qty, price, discounts, terms; save a revision if needed.

6) Convert the quote to an invoice

  1. From the quote, click Convert to Invoice.
  2. Verify prices, discounts, taxes, and stock availability (reserve if needed).
  3. The deposit applies to the total; check the balance due.
  4. Proceed to tender and complete with the chosen payment method.

7) Archiving and tracking

  • The quote keeps a link to the invoice in history.
  • Use statuses (Open, Sent, Accepted, Expired) for pipeline tracking.

Fixes and FAQs

  • Quote not found: widen the date range or search by customer / amount.
  • Conversion denied: item out of stock or insufficient rights; check availability and permissions.
  • Wrong taxes: verify customer tax group and rerun Subtotal.
  • Deposit not applied: confirm it is linked to the quote and not recorded as a standalone payment.
  • Outdated prices: refresh catalog prices at conversion time.

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