Quotes allow you to draft potential sales without immediately committing stock. Once a customer confirms a quote, it can be converted into a sales order (SO), initiating stock reservations and production processes.
How to create a quote
There are multiple ways to create a quote in Katana, but one of the easiest is:
Click the + Create button at the top of the screen.
Select + Quote from the dropdown menu.
This action opens a new Quote card where you can input the necessary details.
Quote information
The Quote card includes the following fields:
Customer (required): Select the customer for whom the quote is being created.
Sales order # (required): An auto-generated identifier for the quote, which can be edited if desired (e.g., SO-1, SO-2).
Delivery deadline (required): Set the expected delivery date for the items.
Created date (required): Defaults to the current date but can be adjusted as needed.
Order currency (required): Choose the currency for the order. By default, this is set in your Settings. Users on Advanced or higher plans can utilize multicurrency.
Bill to: The billing address associated with the customer. Defaults to the customer's billing address.
Ship to: The delivery address for the order. Also defaults to the customer's billing address but can be modified.
Ship from: If multiple locations are set up, select the location from which the order will be shipped.
Adding line items
Each quote must include at least one product (materials cannot be added to quotes).
For each line item:
Item (required): Select an existing product and its variant, or create a new one by typing the product name and selecting "Create new 'product name'" from the dropdown.
Note: The field displays a combination of Variant Code, Item Name, and Variant Option values (e.g., "[P-1] MyProduct / White").
Quantity (required): Specify the quantity of the product. The unit of measure can be set and edited on the item card. Katana allows up to 5 decimal places.
Price per unit (required): Enter the sales price per unit, excluding taxes.
Total price: Automatically calculated as Quantity × Price per Unit. This field is non-editable.
Tax %: Select the applicable tax rate (e.g., VAT, GST) from the dropdown menu. Tax rates can be managed in the Settings screen under Tax Rates.
Location: If multiple locations are enabled, choose the location from which the item will be shipped.
Shipping fees
You can include shipping fees in your quotes.
To add shipping fees:
Click on the Shipping fees section within the Quote card.
Enter the shipping cost applicable to the order.
For more details on managing shipping fees, refer to the shipping fees article.
Additional information
Use the Additional info section to add any comments or notes relevant to the quote, such as:
Specific instructions for sales personnel.
Fulfillment or delivery details.
Reference numbers or links to related documents.
Quote status
Each quote has a status that can be updated as needed:
Pending: Default status indicating the quote has been created but not yet confirmed by the customer. No stock is committed at this stage.
Confirmed: Indicates the customer has approved the quote. The quote is converted into an SO and appears in the Open tab of the SO table in the Sell screen.
To change the status:
Open the Quote card.
Click on the Status field and select the desired status from the dropdown menu.
For bulk status updates, navigate to the Quotes tab in the Sell screen, select multiple quotes, and change their status collectively.
Printing or saving a quote as a PDF
To print or save a quote as a PDF:
Open the desired Quote card.
Click on the Print icon located at the top corner.
Select the appropriate template (e.g., Quote) from the dropdown menu.
Choose to either print the document or save it as a PDF.
Note: Katana currently supports printing quotes individually; bulk printing is not available.
For customizing print templates, refer to the Adding Fields to a Custom Template article.
Reverting a sales order to a quote
If you need to revert a confirmed SO back to a quote (e.g., to remove stock commitments or make adjustments):
Navigate to the Sales orders tab in the Sell screen.
Open the SO you want to revert.
Change the Delivery Status back to Pending.
Note: Only SOs with a Not shipped status can be reverted to quotes. If a Make-to-Order manufacturing order (MO) has been created for the SO, it must be deleted before reverting.
For more details, see the Revert a Sales Order to a Quote article.
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