Convert a quote into an invoice or an order
Converting creates the next document from a validated document: the lines are copied and the two documents stay linked. You start it from the document dashboard.
Possible conversions
| Validated document | Available choices |
|---|---|
| Quote | Create an order, Create a delivery note, Create an invoice, Create a folder |
| Order | Create a delivery note, Create an invoice (several times, fully or partially) |
| Delivery note | Create an invoice |
| Invoice | Create a credit note (see Correct a validated invoice with a credit note) |
Steps
In Sales Management, open the quote's Dashboard (row action), or click Document board from the validated quote.
In Quick actions, click Transform.
In the Transform into menu, choose for example Create an invoice. A grayed-out option with a padlock shows why it is not available.
Read the messages in the window that opens and the After the operation block, which shows the progress before and after.
For a partial conversion (label Partial possible), enter the quantities in the To copy column. The Suggested, All the rest and Clear all buttons fill in the table quickly.
Click Confirm (or Create for a partial conversion).
The message “Conversion successful” appears and the new document opens as a draft. Complete it if needed, then validate it.
The new document is a draft with its own provisional reference. It gets its final number when it is validated: see Validate an invoice or a quote.
Track progress
In the dashboard of a quote or an order, the Sales view card summarizes what is delivered, invoiced and settled, with a status such as Partially invoiced or Fully invoiced. The Conversion tab shows the full chain of linked documents.
What CAPPS refuses
| Message | What to do |
|---|---|
| “The document must be validated before conversion.” | First validate the quote or the order. |
| “Already converted into Invoice.” (or another type) | A quote can only be converted once into each type: open the document already created from the Conversion tab. |
| “Everything has already been invoiced.” / “Everything has already been delivered.” | No quantity remains to be copied from the order. |
| “Already linked to a folder.” | The document is already in a folder. |
| “Customer ‘…’ deactivated: reactivate it to create a new document.” | Reactivate the customer from their record. |
| “The quantities have changed since opening. Please try again.” | Another user changed the chain in the meantime: start the conversion again. |
If a document of another type already exists from the quote (for example an order while you are creating an invoice), CAPPS shows “A ‘…’ document already exists from this document.”. You can go on with Continue anyway, after checking that you are not invoicing twice.
The Transform button only appears with the Create and edit permission.