Price Quote Aging Report

Quote Aging Report (Open Quotations)

What is this report?

The Quote Aging Report helps you track approved and unbilled quotations, and understand:

• Total value of open quotations

• Number of open quotations

• Performance comparison across different time periods (month, quarter, year…)

This report is commercial and analytical, not accounting-based, and is used to track sales activity, not financial entries.

What appears in the report?

The report displays only quotations that meet the following conditions:

• Quotation status: Approved

• The following statuses do NOT appear:

  • Draft

  • Pending Approval

  • Invoiced

  • Cancelled

Any quotation converted to an invoice (regardless of invoice details) is considered Invoiced and permanently excluded from the report.

“Unbilled” Logic

• The report displays only quotations that have not been converted to invoices.

• There is no “partially invoiced” concept for quotations in the system:

  • Once an invoice is created from a quotation → its status becomes Invoiced → it is removed from the report.

Amount Displayed in the Report

The displayed amount represents:

• Total quotation value

• Inclusive of VAT

• After discounts (if any exist in the quotation)

• Calculated in the company’s base currency only

Even if the quotation is in a foreign currency,
it will be converted and displayed in the company’s base currency within the report.

Data Displayed by the Report

For each time period, the report displays:

• Party name (Customer)

• Party reference number

• Report date

• Total value of open quotations

• Number of open quotations
  (displayed in parentheses next to the amount)

Example:

250,000 Riyal (5)

Means:

• Total value of open quotations = 250,000

• Count = 5 quotations

Comparison Between Periods

You can compare open quotations with previous periods using the Comparison option in the filter settings.

How does comparison work?

• Comparison is time-based only

• Comparison includes:

  • Total amounts

  • And number of quotations

• You cannot filter by:

  • Customer

  • Sales Representative

  • Project

Available comparison options:

• Compare with:

  • Last year

  • Last month

  • Previous quarter

  • Previous week

• Set number of comparison periods:

  • From one period

  • Up to 13 periods maximum

If no data exists in a comparison period, the amount will show zero and quotation count will show zero.

Date Used in the Report

The report is based on the quotation issue date, not the creation date.

Example:

• Quotation created on 20/1

• Issue date set within the quotation: 21/1

• When generating the report on 20/1:

  • The quotation will NOT appear

• When generating the report on 21/1:

  • The quotation WILL appear

What the report does NOT display?

The report does NOT display:

• Details of quotation line items

• Invoice numbers or details

• Cancelled or invoiced quotations

• Filtering by customer or sales representative

• Foreign currency of the quotation if there are quotations in foreign currencies

Permissions and their Impact

For a user to access the report, the Quote Aging Report permissions must be enabled from:

Settings → Users → Manage Roles → Reports
and enable the “Quote Aging Report” with permissions for:

• Create

• Edit

• Approve

• Delete

Important note regarding locations:

• A quotation appears in the report even if the user does not have permission for its location

• However:

  • The user cannot open quotation details and it will not appear on the quotations page

  • Until they are granted permission for the location from:
    Settings → Users → Edit User → Allowed Locations

When to use this report?

Use the Quote Aging Report when you want to:

• Know the size of open opportunities

• Track approved quotations that have not been converted to invoices

• Compare sales activity across different time periods

• Measure the accumulation of unexecuted quotations

And do NOT use it when:

• You need accounting details

• You want to know about invoices or profits

• You want analysis by customer or sales representative

Frequently Asked Questions (FAQ)

Why doesn’t the quotation appear?
Because it is not in “Approved” status, or it has been invoiced, or the issue date is outside the selected period.

Why is the amount different from the quotations page?
Because the report displays only open quotations and includes VAT and discounts.

Does it include VAT?
Yes, the amount is inclusive of VAT.

Can I filter by customer?
No, the report does not support that.