AWRA Help Center

Use this path when a customer needs a formal quote and invoice rather than a counter sale at the till. Each step links to the guide with the detail.

Before You Start

• The customer exists, with an email address if you will send the quote or invoice, and a credit limit if you use one.
• The items exist with selling prices, and the customer is on the right price list if they have special rates.
• You know which warehouse the goods ship from.

Steps

1. Write the quote. Sales → Quotes → New quote. Choose the customer, add lines with prices left blank so the price list applies, set a valid-until date, and save.
2. Approve it. Someone with permission to approve quotes clicks Approve quote (skip this if your organization has switched quote approval off).
3. Send it. Send quote emails the PDF with a link the customer can open to accept or decline.
4. Get the answer. The customer accepts online or in the portal and you are notified, or you record their answer after a call.
5. Convert to a sales order. On the accepted quote, choose the warehouse, enter the customer's PO reference and click Create sales order. For a one-off job with all the stock on hand, use Invoice directly instead and skip to step 8.
6. Confirm the order. Stock on the shelf is reserved for this customer and anything short is backordered, filled as stock arrives.
7. Invoice as it ships. Use Invoice all outstanding, or enter the quantities shipped and click Invoice quantities entered. Repeat for each shipment.
8. Approve the invoice. On the invoice, click Approve. It files to eTIMS where that is switched on. If it is on credit hold, review and override with a reason first.
9. Check out the goods. Click Checkout, then have the pending check-out approved so the stock leaves and the revenue posts.
10. Send and collect. Email the invoice, and record payment when it arrives — or let the customer pay from the customer portal.

Success Check

• The quote shows converted, linked to its order or invoice.
• The order shows invoiced (or part invoiced while shipments remain), and its invoices add up to the quote.
• Each invoice is approved, checked out, and shows its balance and payments.
• The customer's statement and your sales reports show the invoices in the expected period.

Common Mistakes

• Editing the quote after approval, which returns it to draft and closes the customer's link.
• Letting the quote's valid-until date pass before converting — an expired quote cannot be converted.
• Invoicing directly when stock is short; the order is the path that holds what you have.
• Approving the invoice but never approving its check-out.
• Recording payment against the wrong invoice.