Make a quote and turn it into an order

What it is for

A quote is an offer to the customer with no tax value: it does not go through the SDI (Sistema di Interscambio, the Italian e-invoicing exchange system) and does not count towards your plan’s documents. You fill it in like an invoice, with the same lines, discounts and totals, and when the customer accepts it becomes an order in one click, without retyping anything.

How to do it

1. Open Quotes and tap New quote (on a keyboard just press N).
2. In Header choose the Customer: if they are not in your records yet, you can create them from the same picker and come back to the quote with the customer already selected.
3. Check Number and Date: the number is proposed automatically and follows the date. Valid until starts 30 days after the date and you can change it.
4. In Lines add products or free lines with quantity, price, discounts and VAT; if needed, enter a Document discount % (for example 5 or 5+2). Totals update as you type.
5. Open Terms and notes for Payment terms, Agent and Notes for the customer (delivery times, warranty, special terms).
6. Tap Save. Then use PDF to download it or More → Send by email to send it to the customer.

From the universal search bar you can type, for example, New quote Rossi: the quote opens with the customer already selected.

Quote statuses

• Draft: just created. When you send it with Send by email it becomes Sent automatically.
• Accepted and Declined: you choose them in the Status field when the customer replies.
• Expired: appears automatically once the Valid until date has passed and the quote is still a draft or sent.
• Turned into order: after Create order. From then on the quote can no longer be edited and the button becomes Open the order.

In the list, the Open, Accepted and All filters separate offers still in progress from those to convert; search finds by customer or number.

From quote to order

With the quote saved, tap Create order: Nanus creates the customer order dated today with the same lines, discounts, payment terms, notes and agent, marks the quote as accepted and takes you to the order. The button is not available for declined quotes.

If you delete the order created from the quote (possible as long as it has no delivery notes or invoices), the quote becomes editable again.

Other actions

• More → Duplicate creates an identical new quote dated today, with a new validity and the Draft status.
• More → Delete removes the quote; this is no longer possible once it has become an order.
• At the bottom of the record, Attachments holds up to 10 files (data sheets, photos, drawings) that you can also attach to the email.
• If the payment terms include collection charges or the company charges for transport, the charge line is added automatically to new quotes.

What Nanus checks

• The quantity of each line must be greater than zero.
• With a 0% rate you need the VAT nature code (Natura N1-N7, which explains why there is no tax); with a non-zero rate no nature is allowed. These are the same checks as on invoices, so the order and invoice created from the quote hold no surprises.
• Valid until cannot be earlier than the quote date.
• The same number cannot be repeated in the same year.

See also

• Make a pro forma invoice
• Record a customer order
• Email the invoice PDF
• Price lists and customer prices
• Payment terms (30/60/90 days, end of month, RiBa)