Quote Statuses

A sales manager uses quote statuses to give the team consistent names for quotes being prepared, issued, accepted, or declined. The status marked Won as Customer Accepted matters beyond reporting: when a user selects Create Sales Order on a quote, Versa changes that quote to the accepted status. Agree on the meaning with the sales team and keep exactly one status marked.

Before you start

• Access: Your company needs the Sales Quotes feature. You need Sales and Sales Quotes access. Statuses apply across every entity in your company.
• Where: Open Sales > Quotes > Quote Statuses. The built-in names are Pending Issue, Issued, Won, and Lost. Keep these names unchanged.

Add a status

1. Enter a distinct name in Type in a status.
2. Select Won as Customer Accepted only if this should become the company's accepted status. Versa removes that designation from the previous default. For other stages, leave it clear.
3. Select Add Quote Status.
4. Confirm the name appears in Quote Statuses List. If you marked it as accepted, check that Default Won shows True.

Tell quote owners what the new stage means. Record the customer's actual decision with the quote or in your team's agreed sales record. A status alone does not explain why the customer accepted or declined.

Change or retire a custom status

Select the pencil icon beside a custom status, make the change, then select Add Quote Status. The form keeps this button label even when editing. Check the revised row afterward. Do not rename the built-in statuses, especially Won. If no status is explicitly marked as accepted, Versa looks for the first name containing “won,” so a renamed default can affect quote conversion.

Use the trash icon only for an unused custom status. A built-in status with its original name and any status referenced by a quote cannot be deleted. Confirm what should happen to existing quotes before changing your team's status scheme.

If you don't see what you expect

• Quote Statuses is missing: Ask your administrator to check the company's Sales Quotes feature and your Sales and Sales Quotes access.
• A new name will not save: Enter a name that is not already used by your company.
• Service quote acceptance stops: If Versa says No accepted Quote Status is configured. Configure a won Quote Status, then try again., mark the intended status as accepted and retry.
• A status will not delete: Versa may say Default Quote Status types can not be deleted. or This Quote Status can not be deleted, as it is referenced by a quote. Keep that status and tell the team when to stop selecting it.