Ritzy ERP • User Manual
A quotation you would be happy to send as it stands: one addressee, one description of what you are offering, one price. It is generated from your own Word template, saved as PDF, printed or emailed, revised as the customer negotiates — and finally turned into an Accounts Invoice with one click.
Ritzy has two quotation screens, and picking the right one saves a lot of re-typing.
| Use… | When you are quoting… | Because it… |
|---|---|---|
| Cargo → Quotation | A shipment — sea, air or LCL freight | Knows about ports, packages, gross weight and job type, and feeds a Cargo job. |
| Quotation (this manual) | Anything else — software, licences, support, consultancy, services | Is a plain business letter with a price. It belongs to no particular operating line. |
This one is deliberately not a master-detail document. There is no line-item grid: the whole offer is one description block and one amount, exactly the way the letter reads on the page.
| Description | Amount(USD) |
|---|---|
| Software Licences: 5 additional named-user licences Service Charges: Scope of Work: – Install and configure on the customer server. – Migrate existing data and verify balances. – Two half-day training sessions. | 1,200.00 |
| Total: Dollars One Thousand Three Hundred Twenty Only | 1,320.00 |
Because the quotation is generic, it appears in two places in the sidebar — the same screen, the same records, whichever way you reach it.
The list opens on the current revision of every quotation. Tick Show all revisions to reveal the superseded ones as well — they are kept as history and open read-only.
| Quotation | Date | Customer | Subject | Status | Net amount | Valid till | Converted to |
|---|---|---|---|---|---|---|---|
| QT-2026-014 | 01/07/2026 | Calder Trading LLC | Annual support renewal | Sent | 1,320.00 | 31/07/2026 | — |
| QT-2026-013 Rev 1 | 24/06/2026 | Keystone Freight Services | Additional web user licence | Accepted | 4,400.00 | 24/07/2026 | — |
| QT-2026-012 | 11/06/2026 | Cortona Ceramics | Data migration & training | Converted | 8,250.00 | 11/07/2026 | INV 1043 |
Click New. The form is one letter, split into cards that follow the order things appear on the printed page. Only three things are required: the Date, the Subject and the customer’s Company name. New always opens a blank quotation, even straight after saving or viewing another one — nothing from the last quotation is carried over.
| Field | What it’s for |
|---|---|
| Our ref | Prints as the Ref: line. Leave it empty and the system’s own number (QT-000042) is used instead. |
| Date | The date on the letter. Required. |
| Valid till | How long the price holds. Defaults to 30 days ahead; printed and quoted in the covering email. It cannot be earlier than the quotation’s own date. |
| Status | Where the quotation stands — see the table below. |
| Subject | Prints as the SUB: line. One short sentence: “Quotation for annual support renewal”. Required. |
Draft Sent Accepted Rejected Expired Converted Cancelled
You set the status yourself as the deal moves, with two exceptions the system handles: emailing a Draft moves it to Sent, and converting it to an invoice sets Converted and locks it. Converted is set only that way (§8) — it is greyed out in the Status list and cannot be picked by hand.
The name block at the top of the letter. Contact, Designation, Telephone, Company, Email and a multi-line Address all print exactly as typed.
Customer A/C is different — it is the account from your customer master, and it is what the invoice will be raised against later. Start typing to search; pick the customer and the Company name fills itself in if you left it blank.
| Field | What it’s for |
|---|---|
| Introduction | The covering paragraph above the table — “Thank you for your enquiry…” |
| Description | The offer itself — the Description cell of the printed table. Write it as you would in a letter: what is included, the scope of work, any assumptions. Line breaks, bullets and bold are kept. |
| Currency / Exch. rate | The currency you are quoting in. Defaults to your base currency. In another currency, the totals also show the quotation total in your base currency at this rate. |
| Amount / Discount | The price, and any discount off it. |
| Tax | A tax code from your tax master. The percentage is applied to Amount − Discount. |
| Revenue A/C | Which income account the invoice will post to. Needed only to convert (§8). |
The running total sits under the fields and updates as you type. It is only ever a preview — Ritzy recalculates the tax and total on the server when you save, so what is stored and printed is always the arithmetic the system did, not the browser.
A quotation is refused if its amount or discount is negative, the discount is more than the amount, the exchange rate is not above zero, or it is valid only until a date before its own date; the message says what to fix.
Closing text prints below the table — payment terms, exclusions, an invitation to get in touch. The four Signed by fields make up the signature block.
Filing holds the housekeeping: which Word Template this quotation prints with, the Sales person, the customer’s own reference (Their ref), and who prepared and approved it.
Most quotations start life as somebody else’s email. Rather than re-typing it, press AI Paste while editing, drop the whole thing in, and press Extract.
A quotation can carry an optional covering letter, printed as its first page with the quotation itself behind it. It is off by default.
Three ways to get the quotation out of Ritzy, for three different moments.
| What it does | Use it when | |
|---|---|---|
| Opens a print preview built by Ritzy itself — your logo and letterhead, the addressee in a box, table, totals in words and signature, in the shared Ritzy print style. | You want a quick copy on paper. Works even before anyone has set up a Word template. | |
| Generate | Merges the quotation into your Word template and files the result against the quotation — as Word document (.docx) or PDF document. | You want the polished, branded document on your own letterhead. |
| Sends it to the contact with the document attached. | You are ready to send it to the customer. |
Every document you generate is stored against the revision it came from and listed at the bottom of the screen, so months later you can open the exact file the customer was sent. Use the download icon to open it, or the bin to remove one you no longer want.
Email opens a short form pre-filled from the quotation. The To address comes from the contact’s email; add a Cc if you need one. Leave Message empty and Ritzy writes a standard covering note naming the quotation and its validity date.
When a customer comes back with “can you do it without the training?”, don’t overwrite the quotation — revise it. Press Revise, optionally say why, and Ritzy:
Every revision is listed on the screen; click any row to open it. The list page shows only the current one unless you tick Show all revisions.
When the customer accepts, press Convert. Ritzy posts a normal Accounts Invoice — through exactly the same engine as a hand-keyed one, so the customer’s balance, the tax and every report behave the way they always do.
Two fields must be filled in first, because an accounting entry cannot guess them:
| Field | Becomes |
|---|---|
| Customer A/C | The customer the invoice is raised on (debited with the total). |
| Revenue A/C | The income account the value is credited to. Tax is posted separately by the system. |
The dialog shows both, plus the amount, before you commit. If either is missing it says so rather than guessing. A cancelled quotation cannot be converted — change its status first if it was cancelled by mistake.
Afterwards the quotation is stamped Converted, shows the voucher number, and is frozen — no edits, no deletion, no second conversion. If the deal changes after invoicing, raise a revision.
If you work the CRM board, you never need to key the customer twice. Open a lead and press Quotation in its panel:
Every quotation raised from a lead stays linked to it — the lead panel lists them, and the list page tags those rows lead.
The polished document is your own Word file. Design it once in Word — letterhead, logo, fonts, margins, table — and put {placeholders} where the quotation data should appear. Ritzy fills them in.
.docx file and tick Make default.| Placeholder | Fills in with |
|---|---|
{ourRef} | The Ref: line — your reference, or the quote number |
{quoteDateLong} | The date — 01/07/2026 (same as {quoteDate}) |
{subject} | The SUB: line |
{contactName} {contactTitle} {customerName} {customerAddress} | The addressee block |
{intro} {description} {closing} | Introduction, the offer, and the closing text — with their bullets and bold when the placeholder is on a line of its own (see below) |
{validityDateLong} | Valid until — 31/07/2026 (same as {validityDate}) |
{amount} {taxTotal} {grandTotal} | The money, already formatted |
{grandTotalWords} | The total in words — Dollars One Thousand… Only |
{signatoryName} {signatoryTitle} | The signature block |
{coverLetter} | The covering letter, inside the block below |
{#hasDiscount} {#hasTax} | Wrap the discount / tax row so it disappears when there is none — see below |
To give the covering letter its own front page, put these four things in four separate paragraphs at the very top of the document:
{#hasCover} | on its own line |
{coverLetter} | the letter |
| a page break | Word’s Ctrl+Enter |
{/hasCover} | on its own line |
{/hasCover} shares a paragraph with the page break, the break survives when the covering letter is switched off — and every quotation without one starts with a blank page. Put each tag on a line of its own and the whole block disappears cleanly.{intro}, {description}, {closing} or {coverLetter} on a line of its own. That line is then replaced by real Word paragraphs and lists, in the line’s own style, carrying the bold and bullets typed on the quotation. Inside a sentence, the same placeholder prints the plain text.The discount and tax lines only belong on the document when there is a discount or a
tax. Wrap each of those table rows in {#hasDiscount} … {/hasDiscount}
(and {#hasTax} … {/hasTax}): put the opening tag in the
first cell of the row and the closing tag in the last cell, and the
whole row is removed when the value is zero.
{#hasDiscount}Less discount in the first cell and
{discount}{/hasDiscount} in the last. Give a tag its own paragraph inside a cell and
Word keeps that paragraph as a blank line, which pushes the label and the amount onto different
rows of the printed table..docx back so you can edit it in Word and upload it again..docx (not .doc or .dotx) and under 5 MB.Reports → CRM → Quotation Register lists every quotation raised in a date range with its value, status, pipeline stage and what it became — your quoted-versus-won picture in one page.
| Date | Ref | Customer | Subject | Status | Stage | Converted | Amount |
|---|---|---|---|---|---|---|---|
| 01/07/2026 | QT-2026-014 | Calder Trading LLC | Annual support renewal | Sent | Quoted | — | 1,320.00 |
| 24/06/2026 | QT-2026-013 | Keystone Freight Services | Additional web user licence | Accepted | Negotiation | — | 4,400.00 |
| 11/06/2026 | QT-2026-012 | Cortona Ceramics | Data migration & training | Converted | Won | INV 1043 | 8,250.00 |
| Total (3) | 13,970.00 | ||||||
By default it shows the current revision of each quotation. Print or export it like any other Ritzy report.
There aren’t any, by design. This is a letter: the Description box is the offer, and it takes as many lines, bold headings and bulleted or numbered lists as you like. If you need a priced grid per shipment, use Cargo → Quotation.
It shouldn’t be — if it looks blank, reload the page first: an out-of-date browser copy of the screen is the usual cause. If it persists, tell your administrator.
Yes, until it has been converted. After that it is frozen — raise a revision (§7).
A converted quotation must have an invoice behind it. Press Convert (§8) and the status is set for you.
No — quotations are cancelled, never deleted, so the number you sent always has something behind it (§3). One that has been invoiced cannot even be cancelled: the invoice is a real accounting document, and the quotation stays as its origin.
It uses the name of the currency you picked, from the currency master. If it reads oddly, check the currency’s name there.
The AI service isn’t switched on for your installation. Everything else in this manual works without it — ask your administrator if you would like it enabled.
Ritzy installs a template automatically, so this normally means every template has been removed or deactivated. See §10 — or use Print, which never needs one.