Quotations

Purpose

The quotation is the commercial offer made to a customer: what you are proposing, at what price, under what delivery, transport and payment terms, and for how long the offer stays valid.

It is the central document of pre-sales. Once accepted by the customer, it gives rise to a sales order.

Consultation ──► Devis ──► Commande de vente ──► Facture
  (enquiry)     (offer)      (commitment)       (payment)

Who can access this module?

The module is visible to accounts holding the Sales management right. Three sub-rights apply, set in Profiles: Devis → Consultation to view, Devis → Gestion to create and edit, Devis → Changer prix to change the price on a line.

Access

• Menu: Sales management → Quotations
• Address: /devis
• Screen title: Devis

The quotation list

Column	Content
Référence	The quotation number.
Date	The date it was drawn up.
Client	The customer it is addressed to.
Créateur	The user who entered the quotation.
Commercial	The salesperson in charge of the customer.
Etat	How far the offer has progressed (see below).
Valeur HT	The total excluding tax.
TVA	The VAT amount.
Action	✏️ Editer, 🛒 Commandes, 🖨️ Imprimer and 🗑️ Supprimer.

The list shows 50 quotations per page, with the pagination controls below the table.

The states of a quotation

State	Meaning
En instance	The quotation is entered but not sent yet.
En préparation	The pricing is being worked out.
Envoyé au client	The offer has been sent.
Reçu par le client	The customer has acknowledged receipt.
Indéfini	State not filled in.

The state is set by hand

Unlike goods receipt notes, the state of a quotation does not change on its own: it is up to the salesperson to update it on the record, as exchanges with the customer go along. That is what makes the list usable for follow-ups.

Creating a quotation

Click the ➕ button at the top left of the table: the Nouveau Devis screen opens full page.

The header

Field	Description
Numéro de Devis	The document reference.
Date	The date it is drawn up, chosen from a calendar.
Validité (jours)	The number of days for which the offer stays valid.
Client	The customer it is addressed to. Required.
Projet	The customer project to attach the quotation to, or Aucun.
Assujeti à la TVA	Tick box, taken from the customer record.
Prix de gros	Tick box: apply the catalogue wholesale price.

Choose the customer first

Choosing the customer feeds the rest of the screen: their projects into the Projet list, their contacts into the Contact client list, and it sets the Assujeti à la TVA and Prix de gros boxes from their record.

The quotation lines

Column	Entry
Référence	The article reference.
Désignation	Taken from the article record. Read-only.
Quantité	The quantity offered.
Prix unitaire HT	The price offered.
Remise (%)	The discount granted on the line.
TVA (%)	The VAT rate. Column hidden if the customer is not liable to VAT.
Total HT	Calculated: quantity × price, less the discount. Read-only.
Actions	Deletion of the row.

Enter the Référence then leave the field: the designation and the price fill in from the article record. An unknown reference displays "Article non trouvé".

The VAT column comes and goes

Unticking Assujeti à la TVA in the header removes the TVA (%) column from the table and the TVA line from the totals block. The quotation is then presented excluding tax.

Commercial terms

Below the table, four lists set the terms of the offer.

Field	Values
État	En instance · Envoyé au client · Reçu par le client · En préparation.
Transport	Non spécifié · Inclu · À la charge du client.
Livraison	Non spécifié · Immédiate · 1 to 6 weeks · 1 to 6 months.
Modalité de paiement	On order, on delivery, deposit + delivery, at 30/45/60/90 days net or end of month, negotiated, customised, instant.

To these are added the free-text Observation field and the Contact client list, which names the contact person the quotation is addressed to, among the contacts on the customer record.

The totals

The Totaux block, on the right, shows the Total HT, the TVA — if the customer is liable to VAT — and the Total TTC, expressed in MAD.

The action buttons

Button	When it appears	Effect
Enregistrer le devis	Always	Saves and stays on the screen.
Enregistrer le devis et sortir	Always	Saves and returns to the list.
Imprimer	Always	Opens the print template choice.
Commandes liées	On a saved quotation	Lists the orders issued from this quotation.
Fermer	Always	Leaves the screen, after confirmation, without saving.

The message « Devis créé avec succès » or « Devis modifié avec succès » confirms the save.

Printing a quotation

The Imprimer button opens the Modèle impression de devis window, which offers several settings:

Setting	Effect
Modèle standard or Modèle avec remises	Whether or not the detail of the discounts appears on the document.
Modèles	Choose a print template among those defined for the company.
Deuxième langue	Produce the quotation in two languages, with translated article designations. Aucune by default.
Entête et pied de page	Whether or not to include the company header and footer.

Confirm with Valider, or give up with Annuler.

The bilingual quotation comes from the article designations

The Deuxième langue only appears if languages have been declared in Application configuration, section The languages supported by articles, and the document will only be translated for the articles that have been given a designation in that language.

Without header or footer

Untick Entête et pied de page to print on pre-printed letterhead. The header and the logo come from Company details.

The orders issued from a quotation

The 🛒 Commandes button on the list — or Commandes liées on the record — opens the Commandes du devis window. It lists the sales orders drawn up from this quotation, with their state:

Order state	Meaning
En instance	Order entered, not confirmed yet.
Confirmée	Order confirmed.
Expédiée	Goods dispatched.
Facturée	Order invoiced.

The Sélectionner button on a row opens the corresponding order.

Turning a quotation into an order is not automatic

This window lists existing orders, it does not create any. To turn an accepted quotation into an order, go through Sales orders and re-enter the lines.

Editing a quotation

On the row concerned, click the green ✏️ Editer icon: the Modifier Devis screen, followed by the number, opens with the saved values.

The lines are rewritten on every save

When an existing quotation is saved, the application deletes all the lines then recreates them. If the operation is interrupted — network drop, expired session — the quotation may end up with no lines. Check its contents after a save that went wrong.

Editing a quotation that has already been sent

Nothing prevents a quotation in the Envoyé au client state from being edited. The application keeps no version history: the change overwrites the original offer. If the customer already holds a printed version, create a new quotation instead.

Deleting a quotation

On the row concerned, click the red 🗑️ Supprimer icon, then confirm.

A refused deletion stays silent

If the quotation has given rise to orders, the server may refuse the deletion. No message is displayed and the row stays in the table. Always check afterwards that the quotation has indeed disappeared from the list.

Messages and troubleshooting

Situation	Message	What to do
Quotation saved	Devis créé avec succès / Devis modifié avec succès	—
Unknown article reference	Article non trouvé, below the field on the line	Check the reference, or create the article in Articles.
The Enregistrer button stays greyed out	—	The customer is not filled in: it is the only required field.
The Commandes liées button does not appear	—	The quotation is not saved yet.
The TVA (%) column has disappeared	—	The Assujeti à la TVA box is unticked.
The unit price cannot be changed	—	The Devis → Changer prix sub-right is not granted to the profile.
The project you want is not offered	—	Create it from the customer record, Projets button.
The quotation did not disappear after deletion	No message	It has probably given rise to orders.
The session has expired	Automatic return to the sign-in screen	Sign in again; the entry in progress is lost.

Known limitations in this version

• No automatic transfer from a quotation to a sales order: re-entry is manual.
• No version history: editing a quotation that has been sent overwrites the original offer.
• The lines are deleted then recreated on every save.
• The validity is always expressed in days; the default duration set in the application configuration is not picked up.
• The sort arrows in the headers are decorative.
• A failed deletion produces no message.

See also

• Price enquiries — the upstream step, the price request.
• Sales orders — the downstream step, the customer's commitment.
• Customers — the records, their contacts and their projects.
• Articles — the references and their multilingual designations.
• Company details — the header and logo of printed documents.