Move a sale from quote to invoice

A sale usually travels through four documents in order: quote → order confirmation → delivery note → invoice. You don't retype anything along the way. At each stage you convert the current document into the next one, and Vinosoft copies the customer, addresses, line items, prices, discounts, and delivery details forward for you.

This article walks through each transition in turn. You can start at any stage — not every sale begins with a quote — but the conversions always run in the same direction.

Before you start

Each document lives in its own area: Quotes, Order confirmations, Delivery notes, and Invoices. A conversion is always launched from the document you are converting from, and it opens (or lists) the new document in the next area.

Stage 1 → 2: Quote to order confirmation

Convert a quote once the customer has accepted it and you're ready to commit to the order.

1. Go to Quotes and open the quote you want to convert.
2. Make sure the quote is finalized (closed). A draft quote that is still open can't be converted yet.
3. Choose Convert to order confirmation.
4. Vinosoft creates a new order confirmation with its own number and opens it.

What carries over: the customer and client address, all article lines (in the same order), currency, prices and total discount, delivery costs and shipping method, tax settings, payment terms, comments, and the document language. The original quote is marked as ordered so you can see it turned into a sale.

Stage 2 → 3: Order confirmation to delivery note

When the goods are ready to ship, turn the order confirmation into a delivery note.

1. Go to Order confirmations and open (or select) the confirmation you're shipping.
2. Choose the action to mark it as supplied / create the delivery documents.
3. Tick Create delivery note — and, if you use them, Create packing slip — then confirm.
4. Vinosoft creates the delivery note (and packing slip) and moves the order confirmation to the Supplied status.

The delivery note carries the same customer, addresses, and article lines as the order confirmation, so it reflects exactly what is being sent.

Stage 3 → 4: Order confirmation to invoice

Once the order is confirmed (and usually supplied), raise the invoice so you can bill the customer.

1. In Order confirmations, select the confirmation (or several) you want to bill.
2. Choose Convert to invoice (also labelled convert to account).
3. Review the list of confirmations to be invoiced, then confirm.
4. Vinosoft creates the invoice and moves the order confirmation to the Invoiced status.

The invoice inherits the customer, addresses, article lines, prices, discounts, and delivery costs from the order confirmation. If a confirmation has already been invoiced, Vinosoft tells you instead of billing it twice.

Creating a delivery note straight from an invoice

Sometimes you invoice first and need the delivery paperwork afterwards. From an open invoice you can generate a delivery note directly, without going back to the order confirmation.

1. Go to Invoices and open the invoice.
2. Choose Generate delivery note.
3. Vinosoft creates the delivery note from the invoice's lines and opens the Delivery notes area.

What each transition does — at a glance

• Quote → order confirmation: commits an accepted quote to a sale; quote becomes ordered.
• Order confirmation → delivery note: produces the shipping paperwork; confirmation becomes supplied.
• Order confirmation → invoice: bills the customer; confirmation becomes invoiced.
• Invoice → delivery note: creates delivery paperwork after invoicing, when you billed first.

For managing the documents at each stage, see Quotes statistics, Order confirmations statistics, Delivery notes, and Invoices in Finance.