How to Generate Unlimited Quotations in Tally Prime – A Complete Step-by-Step Guide for Businesses

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Quotations are an essential part of business communication, especially for wholesale, retail, services, and project-based companies. A quotation allows you to provide customers with a clear summary of prices, taxes, quantities, and terms before confirming a sale. While many businesses still create quotations manually, Tally Prime offers a powerful, automated, and unlimited quotation management system through its voucher configurations.

Whether you run a trading business, manufacturing unit, service company, or distribution network, Tally Prime makes quotation creation fast, accurate, and completely customizable. This guide explains everything you need to know about generating unlimited quotations in Tally Prime—without any add-ons or external tools.

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1. What Is a Quotation in Tally Prime?

A quotation in Tally Prime is created using the Sales Order or Optional Voucher feature. It works as a non-accounting document that records estimated pricing for your customer without affecting stock or ledgers.

Quotations in Tally Prime help you:

• Share pricing with customers
• Confirm order terms before billing
• Convert estimates into sales automatically
• Avoid manual typing in invoices
• Track multiple offers for different customers
• Maintain unlimited quotation records

Because quotations do not post financial entries, you can generate as many as required—there’s no limit.

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2. Enable the Required Features to Create Quotations

Before generating quotations, you must enable certain options in Tally Prime.

Step 1: Enable Sales Order Processing

1. Go to Gateway of Tally
2. Select F11 (Features)
3. Open Inventory Features
4. Enable:
   • Sales Order Processing – Yes
   • Purchase Order Processing – Yes (optional)

Step 2: Enable Optional Vouchers (Recommended)

Optional vouchers are extremely useful for quotation creation.

1. Go to F11 → Accounting Features
2. Enable Optional Vouchers – Yes

This allows you to make quotations without affecting accounts.

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3. Method 1: Create Quotations Using Optional Sales Vouchers (Most Popular)

This is the easiest way and preferred by most businesses.

Steps to Generate a Quotation

1. Go to Gateway of Tally → Vouchers
2. Press F8: Sales
3. Press Ctrl + L to mark the voucher as Optional
4. Enter customer name
5. Add product/item details
6. Enter quantity, rate, and GST
7. Save the voucher

Because it is an Optional Voucher, Tally will store it as a quotation but:

• It will not update stock
• It will not affect accounts
• It will not appear in the Sales Register

This lets you easily store unlimited quotations without cluttering your books.

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4. Method 2: Create Quotations Using Sales Order Voucher

If you want to track orders more formally, use the Sales Order voucher.

Steps

1. Go to Vouchers
2. Select Alt + F5: Sales Order
3. Enter customer details
4. Add items, quantity, and rates
5. Enter additional details like delivery date, payment terms, etc.
6. Save the voucher

Benefits of Using Sales Order as Quotation

• Track orders by customer
• Convert directly into a Sales Invoice
• Maintain a record of pending orders
• Print professional-looking quotation documents

Many companies use Sales Orders as quotations because it simplifies order confirmation.

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5. How to Print a Professional Quotation in Tally Prime

Once the quotation is created, you can print or export it to PDF.

Steps

1. Open the Optional Sales Voucher or Sales Order
2. Press Alt + P (Print)
3. Choose Print → Current
4. Customize:
   • Add company logo
   • Add terms & conditions
   • Add quotation heading
5. Print / PDF / Email directly

Add Custom Heading: "Quotation"

Before printing:

1. Press F12 (Configure) inside the print screen
2. Change Title of Document to QUOTATION

Customers will receive a clean, professional quotation with prices, totals, and validity details.

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6. How to Convert a Quotation into a Sales Invoice Automatically

One of the biggest advantages of Tally Prime is one-click conversion from quotation to invoice.

Steps

1. Go to Display More Reports
2. Open Optional Voucher Register or Sales Order Register
3. Select the quotation you want to convert
4. Press Alt + C (Convert to Invoice)

Tally will instantly create a Sales invoice with:

• Same items
• Same quantities
• Same rates
• Same GST calculations

This prevents errors and saves massive time during order processing.

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7. Why Tally Prime Can Create Unlimited Quotations

Tally Prime places no restriction on the number of:

• Optional vouchers
• Sales Orders
• Customer quotations

Since quotations do not affect accounts, you can store thousands of them without slowing down your data.

Benefits of Unlimited Quotation Creation

• Quote multiple customers
• Send revised quotations
• Compare pricing for bulk deals
• Maintain negotiation records
• Convert only approved quotations into invoices

This flexibility is ideal for businesses with high quotation volume.

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8. Bonus Tips for Better Quotation Management in Tally Prime

✔ Add Terms & Conditions Automatically

You can add default T&C messages inside voucher configurations so every quotation prints properly.

✔ Use Cost Centers / Project Names

Track quotations customer-wise or project-wise.

✔ Add Validity Date

This helps avoid confusion in fluctuating market conditions.

✔ Export Quotation as PDF

Email or WhatsApp directly from your computer.

✔ Use Item Discount or Ledger Discount

Offer special prices for large customers without modifying stock items.

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Conclusion

Generating unlimited quotations in Tally Prime is simple, fast, and extremely efficient. Whether you choose optional vouchers or sales orders, Tally Prime gives you complete flexibility to create professional quotations without affecting your accounts or inventory. You can store unlimited quotations, convert them into invoices instantly, and maintain a smooth workflow for order management.

With the right configuration, Tally Prime becomes a powerful tool for businesses that rely heavily on quotations, pricing negotiations, and customer inquiries.

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