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Order Confirmations

Auftragsbestätigungen — confirm an accepted quote before you deliver

An Order Confirmation (Auftragsbestätigung, AB) is the document that confirms what a customer ordered after they accept your quote, before anything ships. It sits in the middle of the document chain: accepted Quote → Order Confirmation → Delivery Note → Invoice. You create one from an accepted quote, fine-tune it while it's a draft, then finalise it to assign a permanent number and lock it.

Where the Order Confirmation fits

It's the binding step between a 'yes' on a quote and the goods going out.

  • Source: an accepted customer quote. The AB carries over the chosen options, line items, customer details, the total discount, and any project link. The quote's PO number becomes the AB's customer reference.
  • Next step: a finalised AB becomes the source for a Delivery Note (Lieferschein).
  • The customer's address block is inherited from the accepted quote and stays read-only on the AB.

Create an AB from an accepted quote

Order Confirmations always start from a quote the customer has accepted.

  1. Go to Accounting → Quotes → Order confirmations.
  2. In the 'Create from an accepted quote' card, pick a quote from the dropdown — only accepted quotes appear there.
  3. Click 'Create AB' — the confirmation opens in the editor, pre-filled from the quote.
  4. Adjust the customer reference, a 'valid until' date, the line items, and notes as needed.
Tips
  • Edits autosave while the AB is a draft.
  • If the dropdown is empty, there are no accepted quotes yet — accept a quote first.
  • A group the quote shows as one position arrives with its heading and its positions. The confirmation prints it as one position; untick 'Show as one position on the document (hide its positions)' on the heading to list the positions. 'Add group heading', 'Add text line' and 'Add subtotal' work as in the invoice editor.

Finalise the confirmation

Finalising assigns a permanent, gap-free AB number and locks the document.

  1. From the Order confirmations list, click 'Finalize' on the draft's row.
  2. A confirmation dialog recomputes the total and asks you to tick an acknowledgement that the number is permanent and the document can no longer be edited.
  3. Confirm — the AB gets its number (AB-YYYY-NNNN), its status moves to sent, and it becomes read-only.
Common Pitfalls
  • Looking for a Finalize button inside the editor — finalising lives on the list view, on purpose, so the number is only minted as a deliberate step.
  • After finalising, the AB can't be edited. Corrections mean issuing a fresh document, just like with invoices.

PDF and next steps

An AB can be downloaded at any stage and feeds the rest of the chain.

  • Download the PDF from a list row or the editor's 'Preview PDF' button. With custom PDF layouts on, your order-confirmation layout is used; otherwise the built-in letter layout prints the date, the AB number, your customer reference and the 'valid until' date beside the address.
  • The PDF is written in the language of the quote it was made from, whatever language the app is set to: an English quote gives an English order confirmation. Dates follow it too (English: day first, or the order chosen under Settings → General → Date format). A confirmation made before this version follows the app language.
  • Once an AB is finalised (sent), it appears as a source option on the Delivery Notes page.
  • With multi-company accounting on, confirmations are scoped to the active company.
See also

The Order Confirmation turns an accepted quote into a binding record: create it from the quote, tidy it while it's a draft, and finalise once to lock in the number. From there it flows on to the Delivery Note and, eventually, the Invoice.

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