From an accepted quote to an order
The buyer says yes. This page explains what happens between that click and an order in Order Management › Orders, and how both sides find the deal again afterwards.
Two records, one hand-over
A quote and an order want opposite things. A quote exists so that its price can change: that is the negotiation. An order refuses to change its money once placed, which is what makes it a record your ERP can rely on. So they are two records in two apps, and they meet exactly once, at acceptance.
What acceptance does
The buyer accepts in the shop, either the whole quote or, if you allow it,
individual positions. Accepting needs the permission quotes.accept, and the
setting Who may accept a quote decides whether any colleague in the
organisation may do it or only the person who asked.
Acceptance is refused when:
- the quote has not been priced yet (
requested,in_review); - Valid until has passed, plus any grace period; the refusal names the date;
- the buyer names individual positions and partial acceptance is switched off;
- a named position has already been decided.
If it goes through, three things happen:
- Each accepted position is marked
acceptedin the Decision column; the quote becomesaccepted, orpartially_acceptedif positions are still open. - The step is announced as
quote.decided. - Acceptance hands back an order draft.
The order draft
The draft is shaped the way order management takes an order. It contains:
| On the draft | Where it comes from |
|---|---|
| The positions accepted in this step | Only these, never positions accepted earlier |
| Unit price per position | The quoted price, or the list price where none was quoted |
| Carriage | The quoted carriage at its tax rate, on the first order out of the quote only |
| Shipping and billing address | The addresses the carriage was priced for |
| Buyer, contact, organisation, cart | From the quote |
| A reference to the quote | Quote id and number, and the source key if an ERP raised the quote |
The negotiated price arrives as the order line's unit price, never as a discount for the order to work out again. Promotions that ran on the cart before the request stay separate: they arrive on an order as discounts, the negotiated price as the unit price. "A rule gave this" and "a person agreed this" stay apart.
Who places the order
Acceptance does not place the order. Whatever accepted the quote (your shop, or an integration) places the order from the draft, and order management assigns the order number. The order number is then written back onto the quote's positions, and the Trail tab records it as ordered.
That seam is deliberate. It keeps the money step in one place, and it lets you put your own order flow between acceptance and the order if you need one.
There is no "convert" button on the quote and no converted state. A quote
whose positions all carry an order is accepted, and each position shows which
order took it.
Partial acceptance: several orders from one quote
The buyer takes the hose now and the fittings in two weeks:
| Step | Quote status | Draft contains | Carriage on the draft |
|---|---|---|---|
| Accept the hose | partially_accepted | The hose positions | Yes, the quoted €180 |
| Accept the fittings | accepted | Only the fittings | No, the lorry drives once |
A second acceptance never hands over what the first one already did, so nothing is ordered twice. A quote priced without any carriage hands over none, rather than carriage of zero. The order flow then decides what unpriced freight means.
If the buyer declines every remaining position, the quote is declined and the
draft is empty.
What acceptance does not do
- It does not create a contract price or a price list. The next order from this customer resolves prices as usual. If the deal should hold for a period, see Quotes and contract prices.
- It does not change the quote's prices. The order carries exactly what was accepted.
What to check
- The quote shows
acceptedorpartially_accepted, and the Decision column matches what the buyer said. - The order under Order Management › Orders carries the quoted unit prices and, on the first order only, the quoted carriage.
- The Trail tab shows the ordered entry with the order.
Next
- Common quote problems: when the order does not match the quote.
- Process an order: what happens to the order from here.