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Quotation to invoice

The path of a sale in CoreX ERP: a quotation is given to the customer; when the quotation is accepted, it is converted into a sales order; the sales order is approved; a delivery is created from the warehouse and the goods issue is posted; and an invoice is issued from the delivery.

Sales Quotation ──► Sales Order ──► Delivery ──► Goods Issue ──► e-Invoice
  (Gönderildi)      (Onaylandı)      (Açık)     (stock reduced)  (sent to GİB)

Step-by-step tasks​

1. Create a quotationCustomer, validity, lines and price.2. Send the quotationMarking as sent, and e-mail.3. Convert to sales orderFull or partial conversion.4. Approve the sales orderCommercial approval; delivery and production are opened.5. Create a deliveryOne step: delivery and goods issue together.5a. Open delivery + goods issueTwo steps: first an open delivery, then the goods issue.6. InvoiceInvoice via e-Document, or the reference of an invoice issued outside the system.
Example used in this guide

From the demo company: sale of MAM-0008 Sıvı Deterjan 5 LT (liquid detergent, 5 L) to the customer M-0004 Trakya Et ve Et Ürünleri A.Ş. The price is proposed from the customer's price list (the Standard list).

1. Prepare the quotation​

Satış › Teklif Yönetimi › Satış Teklifi Oluştur (Sales › Quotation Management › Create Sales Quotation)

  1. In the Müşteri (Customer) field, type the customer's code or name, press Enter and select the customer from the list. The payment term and shipping method are proposed from the customer master record.
  2. Geçerlilik Tarihi (Valid Until) defaults to 30 days from today; change it if necessary.
  3. On an item line, type and select the product, and enter the quantity. The Birim Fiyat (Unit Price) is proposed from the price list; the source of the proposal is shown below the cell.
  4. Click Kaydet (Save; Ctrl+S). The quotation is saved as Taslak (Draft) and its details open.

Details: Sales quotations.

2. Send the quotation​

In the quotation details, click Gönder (Send). A quotation that has been sent is locked: any change to prices, lines or terms now opens a new revision via Revize Et (Revise).

  • Gönder (Send) only marks the quotation. To e-mail it to the customer, use Çıktı › E-posta ile Gönder (Output › Send by E-mail); the PDF is also available from the same menu.
  • If an approval template is defined for quotations in your installation, the button is named Onaya Gönder (Submit for Approval). On final approval, the quotation automatically moves to Gönderildi (Sent) status.

3. Convert the quotation to a sales order​

When the customer accepts the quotation, click Siparişe Dönüştür (Convert to Order) in the quotation details. In the dialog that opens, select the sales order type and mark the lines and quantities to be converted. You can also convert part of the quotation; the remainder is converted to a sales order later with Kalanı Dönüştür (Convert Remaining).

The sales order is created as a draft; prices and configurations are carried over from the quotation unchanged.

Expired quotation

A quotation whose validity date has passed cannot be converted to a sales order. First open a new revision that extends the validity with Revize Et (Revise).

4. Approve the sales order​

In the sales order details, click Siparişi Onayla (Approve Order). The lines of an approved sales order can no longer be edited, and the sales order enters planning (inventory and MRP) as demand. Details: Sales orders.

If the customer's credit limit is exceeded, the sales order is flagged with the Kredi blokesi (Credit block) badge and no delivery can be created; the block is released by the credit manager.

5. Create the delivery and issue the goods​

Lojistik Yönetimi › Giden Teslimat › Giden Teslimat Oluştur (Logistics Management › Outbound Delivery › Create Outbound Delivery)

  1. The screen lists the approved sales order lines whose delivery date has been reached. Select the lines to be delivered.
  2. Select the Depo (Warehouse) and the planned shipping date, then click Teslimat Oluştur (Create Delivery). The delivery is created in Açık (Open) status; stock is not yet reduced, and the lines are reserved on the sales order.
  3. In the delivery details, click Mal Çıkışını Kaydet (Post Goods Issue); enter the storage location and the lot or serial number for each line. Posting reduces the stock, and the delivery can no longer be changed.
  4. Print the delivery note with Çıktı › Yazdır (Output › Print), or, if e-Delivery Note (e-İrsaliye) is enabled, click e-İrsaliye Oluştur (Create e-Delivery Note).

Details: Delivery and goods issue.

6. Issue the invoice​

Satış › Faturalama › Faturalanmamış Teslimatlar (Sales › Billing › Unbilled Deliveries)

  1. Select the deliveries to be invoiced and click Fatura Oluştur (Create Invoice). The invoice is created as Taslak (Draft); prices and VAT come from the sales order.
  2. Check the date and the note in the draft, then click Kesinleştir (Finalize). A finalized invoice cannot be edited or deleted.
  3. Transmit the invoice to the integrator with GİB'e Gönder (Send to GİB). A sent invoice cannot be withdrawn; an e-Invoice (e-Fatura) is corrected with a return invoice, and an e-Archive invoice (e-Arşiv) by cancellation.

Details: Billing.

Common situations​

SituationWhat to do
The customer did not want the quotationIn the quotation details, click Kaybedildi (Lost) and select the loss reason (price, delivery time, competitor…). The quotation appears in the Quotation Win/Loss report.
Part of the sales order will no longer be shippedIn the sales order details, click Siparişi Kapat (Close Order); a reason is required. A sales order with a shipped quantity cannot be cancelled; it is closed.
A line could not be confirmed because of insufficient stockThe sales order line shows Backorder. When stock arrives, confirm it again on the Backorder İşleme (Backorder Processing) screen.
Incorrect goods issueIn the delivery details, click Teslimat Düzeltmesi Oluştur (Create Delivery Correction) — the goods issue is not deleted; it is reversed with a correction document.