How to Create Quotation in the RetailGraph Software & Convert in Sales Invoice

Quotation Creation in SwilERP (RetailGraph)

How to Create a Quotation in SwilERP

A business quotation is representative of all that you offer to your customers. You should send the quote in a way that is easily accessible to the customer to receive a quicker response. You can send a business quotation in different ways. One of the most common ways is to email the quotation. The users can also prepare the quotation document upon customer request.

In this article we will discuss with you how to prepare a quotation through the SwilERP software. Following the below easy steps to learn the process of how to create a Quotation.

Start with Login in the SwilERP dashboard to initiate the process:

Step 1:- Create a Transaction Series for Quotation Document:

  1. Go to the Masters.
  2. Select Others > Transaction Series.
Reference Window:
SwilERP Dashboard Window

How to create a new transaction series to make a quotation:

  1. To create a new transaction series, click on the New tab.
  2. Select the series in the below-given list; to change it, click on the Edit tab if you want.
  3. Similarly, you can Print/Delete and Refresh the existing series.
Reference Window:



  1. After clicking on New tab, a new window of transaction series will appear.
  2. Now, select the 'Sales Order' in the Transaction Name field.
  3. Enter the Name  of the Series (for example you selected the 'Q' series name).
  4. Select  Location name form the drop down list.
  5. Enter the Series  Starting Number  that you want.
  6. Select the  Billing Rate.
  7. To add Document  names, select the Quotation option from the drop-down list.
  8. Now, click on the Save tab.

Reference Window:


Step 2:-  Give the Role to enable the quotation feature.

  1. Go to Masters tab.
  2. Select Resources > Role.
Reference Window:
SwilERP Dashboard Window
  1. A new window will open in that select the User's name which you want to give the Role.
  2. After that click on the Edit option.
Reference Window:

  1. After clicking on the Edit button, below window will open.
  2. Double click on the Sales option.
Reference Window:


  1. Now, select the Quotation option, which is given inside the Sales feature.
  2. Check mark in the all check boxes ( please ensure untick in the first check box).
  3. And the last click on the Save tab.
Reference Window:



*Note: After given the role you have to log out of your software and log in again.

Step 3:- Step-by-step instructions for creating a quotation

  1. Go to the Sales > Quotation.
Reference Window:
SwilERP Dashboard Window

How to create a Quotation:

  1. Now, Sales Order window will appear.
  2. Select the Customer name from the list, or create it manually by selecting a new option.
  3. Select the Refer By, if required.
  4. If you want to give a Reference number of this invoice, then enter it.
  5. Go to Product and select from the list or create it manually (here you can select multiple products as per the customer's requirement).
  6. Enter the MRP, Rate, and Quantity of the selected products.
  7. Save the page from the given option on the left side or press "Alt+S".

Reference Window:


Step 4:- Process to convert quotation into Sales Invoice:

  1. Go to Sales menu and select the Sales Invoice.
                                      Or
  1. Press Shift+ F3 to open directly sales invoice window.
  2. After that sales invoice window will open.
  3. Select the Customer name, of which name quotation created.
  4. Click on the Clear Order option.
  5. After that 'Clear Sales Order' window will open.
  6. Tick mark on Clear Performa/Quotation option.
  7. Check mark the entry number of which products you want to convert into a sales invoice as per customer's requirement.
  8. Now click on Ok.
Reference Window:


  1. After selecting the invoice number , product details will be filed automatically.
  2. Save the page with the given-option.
Reference Window: