Sale quotes and orders

Create quotes for your customers to give them detailed information about your products and prices before they order. Alternatively, create an order directly without requiring a quote. Enter customer details, add products and services, register prepayments, and more.

Prerequisites

Configure sale process customization settings
Set up products and services
Set up accounts
Set up customers (recommended)

Create a quote or sales order

Create quotes for your customers to give them a detailed price breakdown for their required items or services. Cin7 Core can automatically convert a quote into a sale if the customer accepts. Alternatively, skip the quote and create the sales order directly.

Go to Sale → New simple sale.
Select an existing customer or create a new customer with + next to the customer name.
Enter the customer, accounting, and shipping information into the document header. You can also use preset templates to use saved sale order details to quickly fill in these fields for common orders. See the table below for an explanation of each field.
Check and edit details. Many fields in the document header will be auto-filled from your customer information but can be manually overridden. Check that account, location and customer details are correct before proceeding.
Check Skip quote if you wish to create a sale order without sending a quote to the customer. Otherwise, the quote will become an order after authorization.
Go to the next step, add stock items. The process is the same for quotes and orders.

Sale information fields

Field	Description
Customer	Customer for the sale.
Contact	Customer contact.
Phone	Customer contact phone number.
Email	Customer contact email address.
Reference	Customer reference.
Billing address line 1	Customer billing address street name and number. Selected from billing addresses associated with the customer.
Billing address line 2	Customer billing address city, state, country, zipcode/postcode. Selected from billing addresses associated with the customer.
Price tier	Customer price tier.
Terms	Payment terms.
Sales rep	Sales representative assigned to the sale.
Account	Sales revenue account.
Tax rule	Default sale tax rule.
Tax inclusive	Make total inclusive or exclusive of applicable taxes.
Recurring	Make sale a recurring order/invoice and select a frequency.
Location	Sale location. Sale will pick stock from this location by default.
Date	Sale order authorization date.
Ship to company	Optionally display this text as the company name on the shipping label.
Ship to contact	Optionally display this text as a contact name on the shipping label.
Ship to different company	Choose a different shipping address.
Shipping address line 1	Customer shipping address street name and number. Selected from shipping addresses associated with the customer.
Shipping address line 2	Customer shipping address city, state, country, zipcode/postcode. Selected from shipping addresses associated with the customer.
Shipping notes	Any shipping notes. Will appear on the shipping label.
Required by	Date order is required by the customer.
Carrier / service	Shipping provider for the order.
Comments	Add an optional note for the customer. This field will be displayed on the sale quote, order and invoice. This is a good location for any specific reference number because you can search this field. Comments from the customer's record will be copied here automatically.

Add stock items to the quote or order

After you have added all the customer information, you can add items to your sale quote. The steps are the same for quotes and orders. Use the main section to add stock items. If you have no stock items to add to your quote or order, only services, create a service sale instead.

Add individual items

Add a product by typing its name or SKU and selecting it from the list. We recommend you set up products before creating sale quotes or sale orders, but you can create a new product here by selecting Add a new item and entering the product details.
Enter the item quantity, and check that prices, discounts, and tax rules are correct.

Adding items from a product family

Product families contain multiple variants of the same item, e.g. a shirt in multiple colors and sizes. Use Family to add multiple variants of the same family at once to save time.

Select +Family.
Search for the product family name or SKU to select it.
Select Matrix or List view to input quantities per variant.
Click Add products. Each variation in the product family will be included as its own order line in the sale order. The details (quantity, tax rule etc.) for each line can be edited individually.

Import item details via CSV

Use a CSV file to quickly import item details for a large number of items.

Select Import to open a pop-up window.
Download the CSV template, fill it with your item details, and save the file.
Upload the chosen CSV file. Once uploaded, order lines can be edited on the sale screen if necessary.

Scan item barcodes

Scan barcodes or manually enter the barcode number to add them to a quote or sale. You will need to attach a compatible USB scanner or enable camera scanning.

Copy items from a quote to an order

Copy stock and service lines, with product details, quantities, etc. from a quote to the linked order with Copy from quote.

Check item availability

View stock availability when selecting products from the dropdown menu.

View more detailed information about the product, including available stock, by hovering your cursor over the product record to see a tooltip.

Add additional charges or services

The lower section of the quote or order is for services and charges, such as training, shipping, insurance, and more. Add an additional charge by clicking + or Add more items in the lower section of the purchase screen order tab.

Use Get shipping rates to add accurate shipping rates to your quote or order from integrated shipping services or your shipping zones data. This option will not be available if your organization has not integrated with a shipping service or enabled shipping zones.

Save and authorize a quote

Use Save to keep the quote or order as a draft and come back to it later. When you have finished adding items, Authorize the quote to create a draft sale order. Skip this step and go to save and authorize a sales order if you have skipped the quote.

Draft and authorized quotes do not reserve items from your inventory.

If your organization has enabled Quote approval, someone with the quote approval permission must approve the quote first to authorize it.

Save and authorize a sales order

Save a draft sales order to come back to it later. When you have finished adding items, Authorize the order. You may authorize a sale order without enough stock to complete the sale, with one of the following options:

Split the order: Ship the items currently in stock to the customer, and ship the remaining items when they are back in stock.
Backorder: Add the outstanding items from the sale to backorder list, then ship the whole order when the outstanding items are back in stock. You can backorder from one or multiple suppliers.
Create a purchase order: Once a sale has been authorized, you can create a purchase order for the whole sale or for items in the sale that are out of stock from a single supplier.

If all the items of your order are in stock, you can authorize the order. This will allocate the stock so it will not be used in another task, unless your organization has made this optional in your sale process customization settings. After you have authorized the order, you will be able to invoice and pick the order.

Apply a prepayment to a quote or order

Customer prepayments are recorded as customer credit, which you can then apply towards the invoice payment. The prepayments or customer credits section can be found below the sections to add items and additional charges.

Select Customer credit to open a pop-up window. The deposit account field is pre-filled with your organization's customer credit account. Select a bank account to receive the payment, the amount, and enter an optional reference.
This will record the customer credit ready to be used later against the invoice total.

Print or email a sale

Use Print to print your quote or order, or save it as a PDF. Use Email to send the quote or order to the customer, with the file attached as a PDF. The quote or order will be stored in the Attachments of the sale for reference.

Select the section to print or email a related document. For example, select the Quote section to print a quote, and select the Invoice section to email an invoice to the customer.

See Manage document and email templates for how to customize your document and email templates.

You may wish to attach additional product or customer information to a sale quote/order before sending. Go to Settings → General Settings → Sale process customisation and enable the Additional email attachments setting to add existing attachments for products and customers to sale emails.

Undo or void a sale

Undo an order or quote to return it to draft status, while keeping all the customer and order line details. Use Void to remove all order data from the sale and close it. Select More actions to then select Undo or Void.

View related orders

View any linked orders or tasks in this section. This could include:

Purchase orders created for out of stock items,
Job for invoices created for a job,
RMA orders, when the sale order was created as part of the returns process,
and more!

Add and view attachments

Drag and drop documents to the Attachments tab for future reference. Integrate with Google Workspace to attach files directly from Google Drive.

Any PDF quotes, orders, invoices, and more generated by Cin7 Core are stored here for reference. Mark a document as Processed if you have sent it to the customer, Cin7 Core will automatically check this box when using the Core email function to send the document to the customer.

View additional attributes

Use additional attributes to store extra information related to a sale in custom fields. See additional attributes for how to create an attribute set and assign it to your sales.

View and edit sale additional attributes from the Logs and attributes section.

View activity log

View all activity for the sale from its Activity log, including the date and time of the action, the user if applicable, a description of the action. Activity log is part of the Logs and attributes section.