A quote in Sapera is sales documentation in which you present a price and description of goods or services that a customer can consider. The quote serves as a structured price indication that – if accepted – can easily be converted into a sales order and then an invoice.
Quotes give you the ability to work in a structured way with potential deals and keep track of the status across customers and quotes.
1. Open the Financial app from the hamburger menu in the top left of Sapera.
2. Select Sales in the menu and click Quotes.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The list view shows all quotes in a searchable, paginated table view. You can filter and sort on most columns directly in the column header.
Type: The sales order type the quote was created with.
No.: Quote number, assigned automatically at creation. You can search for a number by typing it in the search field – place a leading + in front (e.g. +1042) to search only in the quote number instead of across all fields. It is a partial match, so "+104" also finds numbers that contain 104.
Customer reference: The customer's own reference number, if specified on the quote.
Subject: A free-text heading for the quote.
Customer: Name of the linked customer.
Product instance: Only shown if the system is configured to support product instances. Shows the linked instance.
Org. unit: Shown if organizational units are enabled in the system.
State: The current state of the quote – see the section on states below.
Item state: Only shown if the system is set up to show line states. Summarizes the states of the lines in the quote.
Date: Date and time of creation.
Created by: The user who created the quote.
Total: The total amount incl. VAT for the quote.
In addition, extra columns based on user-defined data fields can be shown. You can show and hide columns via the column selector in the list's top right corner.
In the top right corner you find context buttons that apply to the selected quote in the list:
Create (new quote): Creates a new draft quote. Always available.
Edit: Opens the selected quote for editing. Requires that a quote is selected.
Copy: Copies the selected quote to a new draft quote. Requires that a quote is selected.
Export/Print (Alt+U / F10): Generates a PDF report for the selected quote. Requires that a quote is selected.
Refresh: Reloads the list.
Search: Free-text search across quotes. Use the search field at the top of the list. See also How to search in lists for more about searching and filtering.
Move to draft (Alt+L): Reopens a cancelled quote as a draft. Only shown in the left button panel and only active when the selected quote is cancelled.
Create order (Alt+K / F8): Converts a draft quote into a sales order. Only active when the selected quote is in draft state and has at least one line.
Cancel: Marks a draft quote as cancelled. Only active for draft quotes.
Email (Alt+E / F11): Sends the quote as an email to the customer. Only available when the debtor's configuration allows email sending, and the quote is not cancelled.
When you create or edit a quote, the quote editor opens. At the top you find a toolbar with actions, and below it the header fields are distributed in two columns. The tabs at the bottom give access to lines, history, attachments and more.
Copy: Saves the quote and then copies it to a new draft quote. Always available.
Move to draft (Alt+L): Reopens the quote as a draft. Only shown when the quote is cancelled.
Create order (Alt+K / F8): Converts the quote into a sales order via a popup dialog. Only shown when the quote is in draft state and has at least one line.
Export/Print (Alt+U / F10): Saves the quote and generates a PDF report. Always available.
Email (Alt+E / F11): Sends the quote as an email to the customer. Only shown when the debtor's configuration allows email sending, and the quote is not cancelled. Can be shown as a dropdown with multiple options if more than one email template is configured.
Cancel (Discard): Marks the quote as cancelled. Only shown when the quote is in draft state.
Without VAT (Alt+Q): Toggles VAT exemption on and off for the entire quote. Shown as a toggle button. Only active when the quote can be edited (not in draft read-only).
Show cost price (Alt+M): Shows or hides a cost price column in the line grid. Always available.
Save and close / Save: Saves all changes and closes the editor.
Cancel changes: Discards unsaved changes and closes the editor.
No.: Quote number, assigned automatically and cannot be edited.
Type: Sales order type that controls which user-defined fields are shown on the quote. Selected from a dropdown.
Org. unit: Only shown if organizational units are enabled. Specifies the organizational unit the quote belongs to.
State: Shows the current state as read-only text – Draft, Accepted or Cancelled. See the section on states for a description of the flow.
Requisition number: Optional text field for an internal reference number or requisition number.
Customer: Autocomplete search field that looks up in the actor register. Select an existing customer, or create a new one directly from the field by clicking the + icon. Required field.
Address: Address block for the quote. Retrieved automatically from the customer, but can be adjusted. Click the field to select one of the customer's registered addresses.
Customer reference: The customer's own reference number, e.g. a purchase order number from the customer.
Email: Contact email address for the quote. Pre-filled automatically from the customer's master data.
Phone: Contact phone number. Pre-filled automatically from the customer's master data.
Subject: Free-text heading or description for the quote.
Currency: Currency for the quote. If a foreign currency is selected, an info icon with a tooltip about the current exchange rate is shown.
Note (printed): HTML-formatted note included in the printed or sent quote. Edited with a built-in text formatter (TinyMCE).
Internal note: HTML-formatted internal note that is only visible to employees in the system and is not shown on the document the customer receives. Edited with the same text formatter as above.
Product instance: Autocomplete field that is only shown if the system is configured to support product instances. Used to link the quote to a specific product instance (e.g. a serialized item belonging to the customer).
User-defined fields: Extra fields controlled by the selected Type. These fields vary depending on the selected sales order type.
The Lines tab is the first and mandatory tab at the bottom of the quote editor. Here you register the goods and services to be included in the quote.
The line grid contains one row per quote line. The most important columns are:
Item no.: Item number from the inventory. Click in the field to search for and select an item.
Item name: Name or description of the item/service. Can be edited directly on the line.
Quantity: The quantity being offered.
Unit: Sales unit for the item.
List price: The item's list price.
Discount: Any discount in percent or DKK, depending on the system configuration.
Net price: The calculated net price after discount.
VAT: VAT rate for the line.
Amount: The total line amount.
If Show cost price is enabled in the toolbar, a cost price column is also shown, providing insight into the margin on the individual lines.
You can customize which columns are visible via the column selector in the line grid.
You add a new line by clicking in the empty row at the bottom of the grid and selecting an item. You delete a line by selecting it and clicking the delete icon shown on the line.
Below the line grid a totals box is shown with:
Subtotal: The amount excl. VAT.
VAT: The total VAT amount.
Total: The total amount incl. VAT.
Below the totals box it is also shown who created the quote and on what date.
The Sent emails tab shows a list of all emails sent to the customer in connection with this quote. The tab is only shown when the quote is saved and has been assigned a quote number (not when creating a new, unsaved quote).
The Customer history (Alt+H) tab shows the customer's historical item entries in the system. You can use this tab to get an overview of what the customer has previously purchased before you finalize the quote.
The Attachments tab gives you the option to attach files to the quote, e.g. technical specifications, images or other relevant documents.
The tab contains a grid with the following columns:
Title: The file's title as it is shown in the system.
Document type: Classification of the document (e.g. contract, image).
File name: The original file name.
Content type: MIME type for the file (e.g. application/pdf, image/jpeg).
Created on: Date and time of upload.
You can manage attachments with the following actions:
Add: Opens a file picker so you can upload a new file.
Delete: Removes the selected file. Only active when a file is selected.
Download: Downloads the selected files to your computer.
Refresh: Reloads the file list.
You can also drag and drop files directly onto the tab to upload them.
A quote goes through the following states:
Draft is the starting state for all new quotes. In draft state the quote can be edited freely. From here you can send it to the customer via email or print it as a PDF. From draft you can either create a sales order (quote accepted) or cancel the quote.
Accepted the quote reaches automatically when you convert it to a sales order via the Create order action. The quote is now locked and cannot be edited directly. It can, however, still be printed and sent as an email.
Cancelled the quote reaches when you click Cancel. Cancelled quotes cannot be edited and cannot be converted to a sales order either. The cancellation can, however, be undone by clicking Move to draft, which reopens the quote in draft state.
When a customer accepts a quote, you click Create order (Alt+K / F8). The system saves the quote and then opens a full sales order editor in a popup dialog, where you can review and adjust the order before you save it. When you save the sales order, the quote's state changes to Accepted.
The action is only available when the quote is in draft state and has at least one line.
Cancelled quotes can be shown in the list by using the state filter in the list view's column header for State.
All keyboard shortcuts for quotes are gathered in the article Hotkeys - Quotes.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Quote (printout)
The quote printout is the actual quote document sent to the customer with item lines, prices and totals. Read what the printout shows, how it is started, and what options you have.
Quote - light (printout)
A compact printout of a single quote in Financial - the same basic information as the regular quote, but in a simplified layout.
Hotkeys - Quotes
Keyboard shortcuts on quotes in Sapera.
