How to Convert a Quotation to a Sales Order
When a customer accepts your quotation, there's no need to type the same details again. Catalystk lets you convert the approved quotation to a sales order in one click: the client, items, quantities, rates, GST and HSN codes are copied from the quote to the order automatically. There are two easy ways to create a sales order from a quotation – both are shown below.
- One click
- Items & GST copied
- Two ways
- Free
Before you start: save the quotation first, and keep its quotation number (Proposal No.) handy – for example QU26/27/172. New to quotations? Create a new quotation.
Convert the quotation with Generate → Sales Order
The quickest way to convert a quote to a sales order when the quotation is open.
- 1
Open the approved quotation
Go to Sales → Quotation and open the quotation the customer accepted.
- 2
Click Sales Order
In the Generate row at the top of the quotation, click Sales Order.
Confirm with Create Sales Order
One more click and the quotation becomes a sales order.
- 3
Click Create Sales Order
The Create Sales Order box shows which quotation will be used as the source. Click Create Sales Order to confirm.
- 4
Add payment terms and save
The sales order is created straight away, with the quotation's client and items. Payment terms, terms & conditions and bank details are not copied – add them and click Save.
Or search the quotation by Proposal No.
Already on the Sales Order screen? Pull the quotation into a new sales order by its number.
- 1
Click New Order
Go to Sales → Sales Order and click New Order.
- 2
Search the quotation by Proposal No.
In the search options at the top, type the quotation number in Proposal No. and pick it from the list.
- 3
Review and save
The client, items, taxes, totals, currency and payment terms fill in from the quotation. Check them and click Save.
Which way should I use?
Both ways create the same sales order from the quotation – pick the one closest to where you are.
| Compare | Way 1 – Generate → Sales Order | Way 2 – Proposal No. search |
|---|---|---|
| Start from | The quotation | A new sales order |
| How | Generate → Sales Order, then confirm | Search the Proposal No. and select it |
| Best when | You are already looking at the quotation | You are already in Sales Orders |
Tips for converting quotes to orders
- Converting does not change the quotation – it stays as your record of what was offered.
- If the customer asked for changes, revise the quotation first (Revision), then convert the latest version.
- After saving, the order appears on the Sales Order list under the not-yet-invoiced tab until you invoice it.
- The same Generate row also turns the quotation into a proforma invoice or an invoice.
Frequently asked questions
Can I convert a quotation into a sales order in one click?
Yes. Open the quotation, click Generate → Sales Order and confirm with Create Sales Order.
What gets copied from the quotation to the sales order?
The client details (including GST number), every line item with quantity, rate, discount, tax and HSN code, the totals, currency and notes. With Way 1, payment terms, terms & conditions and bank details are not copied – add them in the sales order.
Can I edit the sales order after converting?
Yes. Open it and change anything you need – items, quantities, dates or terms – then click Save.
Can I find a quotation by its number?
Yes. In a new sales order, type the quotation number in Proposal No. under the search options.
Does converting change the original quotation?
No. The quotation stays exactly as it was.
Can I also convert a quotation to a proforma invoice or an invoice?
Yes. The same Generate row has Proforma Invoice and Invoice buttons.
Why convert a quotation instead of creating a new sales order?
It saves time and avoids typing mistakes. The prices, quantities and GST the customer agreed to are carried over exactly from the quote to the order.
What's next: ready to bill the customer? Create a GST invoice.
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