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How to Add a Quotation in GPOS

PostedAugust 18, 2025
UpdatedAugust 18, 2025
Byadmin

This tutorial will guide you through the step-by-step process of creating a new quotation in GPOS.

🛠️ Why You Need to Add a Quotation

  • To provide a customer with a price estimate before finalizing a sale

  • To help customers compare pricing options (e.g., Silver, Gold price group)

  • To keep a record of potential sales opportunities

  • To quickly convert quotations into invoices when confirmed

📋 Steps to Add a Quotation in GPOS

✅ Step 1: Go to Quotation Management

  1. Log in to your GPOS dashboard.

  2. From the side menu, navigate to “Order”.

  3. Click on “Add Quotation”.

✅ Step 2: Fill in Quotation Details

  1. Customer – Select an existing customer or create a new one.

  2. Closing Balance – System will show the customer’s outstanding balance (if any).

  3. Quotation ID – Automatically generated (e.g., 317-2508-0001).

  4. Date – Choose the date of quotation.

  5. Sales Account / Ledger – Select the appropriate sales account.

  6. Price Group – Choose from available groups (e.g., Silver, Gold).

✅ Step 3: Add Products

  1. Use Search Product (by name/code) or scan barcode.

  2. Enter Quantity and Unit.

  3. Enter Unit Price.

  4. Apply Discount if required (Fixed or Percentage).

  5. Add additional details (IMEI / Serial Number / Other Info) if needed.

✅ Step 4: Review Product Table

The system will display all selected items in a table with:

  • Product

  • Quantity

  • Unit

  • Price (Inc. Tax)

  • Subtotal

✅ Step 5: Add Shipment Details (Optional)

  1. Enter Shipment Address.

  2. Select Shipment Status (e.g., Pending, Shipped, Delivered).

  3. Add Delivered To details if required.

  4. Write any additional Notes.

✅ Step 6: Review Quotation Summary

  • Total Items – Number of different products quoted.

  • Total Quantity – Total units across all products.

  • Subtotal – Before discounts and taxes.

  • Sale Discount – Any overall discount applied.

  • Sale Tax – Add applicable tax.

  • Shipment Charge – Add delivery charges if applicable.

  • Total Amount – Final quotation value.

✅ Step 7: Save and Print

  1. Click “Save” to store the quotation.

  2. To provide a copy to the customer, click “Print” and choose the format (e.g., A4).

🔐 Important Notes

  • Quotation numbers are automatically generated to maintain sequence.

  • Only authorized users can add or edit quotations.

  • Quotations can be easily converted into invoices when the customer confirms the order.

🎯 Tips

  • Always double-check customer details before saving.

  • Use Price Groups to quickly provide different pricing tiers (e.g., Silver, Gold).

  • Adding shipment and note details makes quotations more professional.

By following these steps, you can efficiently create a professional quotation in GPOS and share it with your customers — helping you close sales faster.

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