Managing & converting offers

Once an offer is built and priced, you work it through its stages, set its outcome status revise it as the deal evolves, generate the documents the customer needs, and finally convert the Won offer into an order.

The offer detail page

Opening an offer shows everything in one place: the header (customer, category, stage status, owner, currency, value), the product lines, the commercial terms, attached documents, the stage and status history, the audit log, a notes/activity timeline, and any linked converted-order reference. The stage, status, convert and edit controls all live here. The Edit button locks once the offer is Submitted. Opening an offer that belongs to another tenant, or one that has been deleted, shows a clear “not found” message.

Moving through the stages

An offer advances through ordered stages: Enquiry → Technical → Commercial → Submitted.

Advance from the board (drag the card) or from the detail page.
A backward move to the immediately previous stage is allowed and recorded.
Skipping a stage (for example Enquiry straight to Submitted) is rejected with a clear message.
A Kanban drag is validated on the server; if a move isn’t allowed the card snaps back and nothing is persisted.

Every stage change writes a history entry (who, from, to, when). Only the offer owner or a sales manager can move the stage. A per-stage SLA (the time an offer should spend in a stage) can be configured, and offers that exceed it are flagged visually.

Setting the status

Status records the deal outcome, independent of stage: Hold, Won, Regret, Lost, Close.

Won can only be set on an offer that reached Submitted, and it enables the Convert to order action.
Each status captures a reason from your tenant’s configured list, plus optional notes.
Hold captures a reason and date; resuming returns the offer to its prior stage. Held and closed offers drop out of active-pipeline summaries.
Lost can capture the competing supplier.
Regret, Lost and Close are terminal, the offer becomes read-only (no line edits) until it is explicitly reopened, which is audited.

Every status change is recorded.

Editing and deleting

Header fields (reference, customer, contact, owner, value) can be edited while the offer is editable. The customer can’t be changed once the offer is Submitted or Won, and reassigning the owner needs a manager.
Only a Draft offer can be deleted, and only by an authorised user. Deletes are soft and audited, Submitted, Won and terminal offers are never hard-deleted (cancel or close them instead).
If two people edit at once, you’re prompted to refresh and retry rather than silently overwriting.

Attaching documents

The Documents tab holds supporting files, technical specs, drawings, quotations agreements.

Open Documents and upload a file. Each is listed with its name, type, size, uploader and date.
Supported types include PDF, images and common document formats. Oversize or unsupported files are rejected with a message.
A per-attachment customer-visible flag controls whether it shows in the customer portal.

Documents are tenant-scoped and carry over to the order on conversion.

Generating documents

The Docgen tab produces professional documents from approved templates, quotation / offer, technical datasheet, purchase order, tax invoice, proforma invoice, delivery challan and packing list.

Pick the document type and template.
Preview the document. Technical attributes from the offer lines are injected, the company letterhead is applied, and the current revision number appears in the header.
Generate the PDF. It is auto-saved to the offer’s documents.
Optionally email it straight to the customer contact.

Document generation is audited and gated by offer permission.

Revisions

The Revision tab tracks the offer as R1, R2, R3 and so on.

When the deal changes, create a new revision and enter a reason (for example “customer changed quantity”).
The revision number increments; the date and your user are recorded.
Each revision lists its reason and a changes summary and links to the previous version’s document.
You can compare two revisions side by side to see exactly what changed.

The current revision number is the one printed in generated documents’ headers.

Converting a Won offer to an order

This is the key handoff. Converting turns a Won offer into an order-execution record in one click, no re-typing.

On a Won offer, choose Convert to order. (The action only appears when the status is Won; a Hold, Lost or other offer is refused.)
An order is created at the Sale Order stage, copying the header (customer, contact owner, value, category), all product lines (item, quantity, price, specs, HSN, tax) and the offer’s documents.
The offer becomes read-only and shows a link to its new order.

The offer’s locked exchange rate carries over with the lines. Conversion happens exactly once: re-attempting returns the existing order rather than creating a second one, and it is atomic, so a failure leaves no half-created order. Conversion is audited and only roles with sales-order create permission can convert. From here the deal continues in order execution.