Quotes and sales orders

Sales Rep prepares the quote against the customer, opportunity and selected price book. The offer retains quantities, unit prices and discounts along with its currency and validity date. Sales Manager reviews the submitted revision before approval. Sending the offer and receiving customer acceptance are later events with their own evidence.

The sales order carries the resulting commitment into fulfillment. Its lines retain ordered, allocated, shipped and invoiced quantities. The chosen supply route distinguishes stock, make-to-order and direct supplier delivery. Operations needs the approved scope and requested delivery date before deciding how to meet the promise.

• Offer review. Quote items retain the selected price basis and whether cost and margin are known. Sales Manager resolves the commercial review before the offer moves beyond Submitted.
• Order authority. Sales Manager approves the order revision. Finance Manager reviews a required credit exception against the customer’s current exposure; an order on credit hold needs a financial decision before release.
• Agreement dates. Contracts retain their start and end dates, signing state and billing dates. Contract cycles distinguish scheduled scope from ordered or billed scope so recurring work has a specific period to follow.

Agree the price book for each customer and the treatment of unknown cost during margin review. Establish who can revise a submitted offer and how the team identifies the revision the customer accepted. An older customer response should not authorize a changed quantity or a different price.

Confirm how Sales Manager and Finance Manager divide commercial approval and credit exception decisions. Review currencies and the exposure basis before setting limits. For recurring agreements, decide whether each contract item produces a delivery order or direct billing and which billing frequency applies. Confirm who follows renewal dates and customer signatures.

Prepare a quote for replacement assemblies with an agreed discount and a stated validity date. Sales Manager reviews the submitted offer and Sales Rep sends the approved revision. The customer then asks for an additional assembly. Retain that change in the reviewed offer rather than assuming the previous acceptance covers it.

Create the customer order from the accepted revision and review the fulfillment route. If credit review puts the order on hold, Finance Manager resolves the exception before operations takes it forward. Ship only part of the order in the rehearsal. Sales Rep and Warehouse Manager should be able to explain the remaining quantity without changing the original commercial commitment.

For a maintenance agreement, use the contract schedule to check its active dates and next billing date. Trace a billing cycle to its intended scope before Accountant prepares the invoice. Renewal and actual customer acceptance remain decisions to document.

• Quotes Awaiting Approval — Submitted offers with expiry, margin review state and the revision under review.
• Sales Orders Awaiting Approval — Customer commitments waiting for a commercial decision.
• Contract Schedule — Agreement dates and upcoming billing dates for customer follow-up.

Use Lead to approved order, then Fulfillment to customer cash.