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How to manage quotes

Master the process of creating and managing quotes in Katana, optimizing B2B and B2C sales

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated this week

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.


Quote workflow overview

  1. Create a quote: Click the + Create button and select + Quote.

    Screenshot showing how to quickly create a quote

  2. Fill in quote details: Enter customer information, add products, set quantities, and prices.

    Screenshot of a quote card

  3. Send the quote: Print or save the quote as a PDF and share it with the customer.

    Shows the print option on a quote card

  4. Customer confirmation: If the customer approves, change the quote status from Pending to Confirmed.

    Changing a quote from pending to confirmed

  5. Conversion to SO: The quote becomes an SO, appearing in the Open tab of the Sales Orders table in the Sell screen. The SO now checks for the availability of required sales items and ingredients, creating commitments in your stock.

    Screenshot showing where the Open table is located on the Sales orders tab

Checking item availability and production deadlines

Since quotes don't commit stock, they don't display sales items or ingredients availability statuses or expected production deadlines. To assess availability and deadlines:

  1. Create a SO: Input the customer and item details.

  2. Review availability: Check the sales items and ingredients availability statuses to see if items are In stock, Expected, or Not available.

  3. Adjust order priority: In the Sell screen, drag and drop orders to change their priority, which affects stock reservation. (Higher-ranked orders have a higher priority on reserving items from stock.)

  4. Estimate production time: If items are not available, create a Make-to-Order manufacturing order (MO) to estimate production deadlines. If using automatic production deadline calculations, adjust the MO priority in the Schedule tab to update deadlines.

  5. Revert to quote: If the SO was created solely for estimation, delete the MO if it's only for estimation purposes, then change the delivery status back to Pending to revert the SO to a quote, removing stock commitments.


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