How to Mark Sales Orders as Quoted | Latner Software Documentation

Marking a Sales Order as Quoted tells Latner you have finished pricing the order and put it to the customer, so the lines are locked down and invoicing, picking and delivery open up.

Overview

A Sales Order starts life as a working draft. While it's Open you can add lines, change prices and delete anything you got wrong. Marking it as Quoted draws a line under all that: the order becomes the offer sitting with your customer, and Latner starts treating it as something to fulfil rather than something to edit.

Mark as Quoted appears in the Options menu of any Sales Order that is Open and has at least one detail line.
Latner records the date the order was sent and the user who sent it.
Quoting is what unlocks Invoice Sales Order and Create Picking List.
Once quoted, detail lines can't be added or deleted, and only Stock, Serialized Stock and Asset lines stay editable.
Emailing the order to the customer does the same thing automatically, so you rarely need to do both.
If you quoted too early, Reopen Sales Order puts it back to Open.

Before You Begin

You don't need any special configuration to mark an order as Quoted, but two optional settings change what happens when you do.

Requirement	Where to Find It
The Edit Sales Order permission	Security › Configuration › Permission Groups › Sales › Option
A Sales Order in Open status with at least one detail line	Sales › Sales Orders
Create Pre Sale Inspection after adding Serialized Stock to Sales Order (optional)	Security › Settings › Equipment
Enable Picking Lists for Sales Orders (optional)	Security › Settings › Sales

Security › Settings › Equipment, where the pre sale inspection setting lives

Despite its name, Create Pre Sale Inspection after adding Serialized Stock to Sales Order doesn't fire while the order is still Open. Latner reads it at the moment you quote, so the inspections for every Serialized Stock line on the order all appear together at that point.

Marking the Sales Order as Quoted

Step 1 - Open the Sales Order

Go to Sales › Sales Orders and open the order you want to quote. The Status column shows where each order sits, and the Quoted quick filter narrows the list to the orders you've already sent out.

The Sales Orders screen - only SO0005 is still Open, so only SO0005 can be quoted

Step 2 - Check the order is ready

Quoting is the point the order stops being editable, so give it a last look before you commit. Two things have to be true for the option to appear at all:

Status - the order must be Open. An order that is already Quoted, Invoiced, Cancelled or Lost has no Mark as Quoted option.
Detail lines - the order needs at least one line on the Details tab. An empty order can't be quoted.

An Open Sales Order - the tab strip shows the line count, in this case two lines on the Details tab

The Details tab - a Stock line and a Serialized Stock line, both still fully editable while the order is Open

Step 3 - Choose Mark as Quoted

Open the Options menu at the top right of the Sales Order and choose Mark as Quoted. There's no confirmation dialog, so the status changes the moment you click.

The Options menu on an Open Sales Order - Create Picking List and Invoice Sales Order sit greyed out below Mark as Quoted

If you're not sure why an option is unavailable, hover it. Invoice Sales Order spells out the reason directly.

Hovering the greyed-out Invoice Sales Order explains exactly what's blocking it

Step 4 - Confirm the new status

The page refreshes and the Status in the header reads Quoted. The tab counts update at the same time, which is where you'll notice any inspections Latner raised for you.

The Sales Order after quoting - the status reads Quoted and the Inspections tab has gone from 00 to 01

After Marking as Quoted

Quoting changes what the order lets you do, in both directions.

Invoice Sales Order becomes available. It needs the Convert Sales Order permission.
Create Picking List becomes available, provided Enable Picking Lists for Sales Orders is switched on.
Reopen Sales Order appears in the Options menu.
Add Sales Order Detail is greyed out, and detail lines can no longer be deleted.
Only Stock, Serialized Stock and Asset lines stay editable. Try to edit an Admin, Labour or Transport line and Latner tells you detail lines can only be edited when the Sales Order is in Open status.
A Pre Sale Inspection is raised for each Serialized Stock line, if the setting is on, the Serialized Stock is set up for pre sale inspections, and the line doesn't already have an inspection.
The date sent and the user who sent it are recorded against the order. The Date Sent column is available on the Sales Orders tab of a CRM Project.

The Options menu on a Quoted order - Invoice Sales Order and Create Picking List are live, Add Sales Order Detail is greyed out, and Reopen Sales Order has appeared at the bottom

The Inspections tab - an Open Pre Sale Inspection raised automatically for the Serialized Stock line

Marking an order as Quoted does not send anything to your customer. It only changes the status inside Latner. If the customer needs to see the quote, use Options › Email Sales Order instead - that emails the Sales Order PDF and sets the status to Quoted once the email has actually gone out.

FAQs

Mark as Quoted isn't in the Options menu. Why?

The option is hidden unless the order is in Open status and has at least one detail line, so check the status in the header and the count on the Details tab. If both look right, you're missing the Edit Sales Order permission - ask your administrator to add it to your permission group.

I quoted the order too early. Can I undo it?

Yes. Choose Options › Reopen Sales Order and the order goes back to Open, where you can add, edit and delete lines again. Reopening doesn't clear the recorded date sent, so the order still remembers that it went out once.

I emailed the Sales Order to the customer. Do I still need to mark it as Quoted?

No. Email Sales Order sets the status for you once the email has been sent. Use Mark as Quoted when you've quoted the customer some other way - over the phone, in person, or through a portal of their own - and just need Latner to catch up.

Why can't I add a line to a Quoted order?

Lines can only be added to Open Sales Orders, because the quote the customer is holding should match what's on the order. Reopen the order, add the line, then quote it again.

An inspection appeared out of nowhere when I quoted. Where did it come from?

That's a Pre Sale Inspection. When Create Pre Sale Inspection after adding Serialized Stock to Sales Order is switched on, quoting raises one for every Serialized Stock line on the order that is set up for pre sale inspections and doesn't already have one.

I reopened a part-invoiced order and quoted it again, but the status came back as Partially Invoiced.

That's expected. If any quantity on the order has already been invoiced, Latner sets the status to match what's really happened rather than resetting it to Quoted - Partially Invoiced when some of the quantity is invoiced, or Invoiced when all of it is.

Watch the Demo

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