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Create / edit an offer

Single-page offer editor: a client from the directory, items from the price list or ad-hoc with a per-item % discount, a VAT summary computed per rate, and the introduction/notes texts.

When to use

Whenever you price training or exams for a client — from the first draft to a version ready for sending.

Where

  • Sidebar: Sales → Offers → "New offer" (or clicking an existing offer's number)
  • URL: /partner/offers/new, /partner/offers/<offer id>
  • Roles: Owner / Admin / Manager.

Prerequisites

The client must exist in the directory — the editor picks a client, it doesn't create one. Items come from the price list or are typed manually.

Step-by-step

  1. On the offers list click "New offer".
  2. In the Client card pick the client — their NIP, address and email preview under the field. Offer editor — client and items
  3. In the Items card add rows:
  4. "Add from price list" — start typing a name and pick an item from the suggestions (the net price shows next to the name). The row copies the name, description, category, unit, price and VAT from the catalog.
  5. "Ad-hoc item" — an empty row to fill in manually.
  6. In each row set the Qty, Unit, Net price (you may override the catalog price), Discount % (0–100, per item) and VAT. The Net amount column recalculates live.
  7. Check the Summary card: one row per VAT rate used (Net / VAT / Gross) plus a Total row. The zw and np rates carry VAT 0.00 but stay as separate rows.
  8. In the Offer content card fill in the Introduction, Notes, the Valid until date and Prepared by. A new offer arrives pre-filled from the template settings (default texts, validity = today + the default number of days) and with your name. Offer editor — VAT summary and content
  9. Click "Save" (toast "Offer saved"). On first save the offer receives its N/YYYY number and appears on the list as a Draft.

Fields & validation

Field (label) Required Notes / validation
Client yes Picked from the directory; "Save" stays disabled without one.
Name (of an item) yes Every row needs a name — otherwise "Every item needs a name."
Qty, Net price yes Numbers; row net = qty × price × (1 − discount/100), rounded once to the grosz.
Discount % no 0–100, per item.
VAT no 23 / 8 / 5 / 0 / zw / np; VAT is computed on the rate group's net sum, not per row (invoice-style — the summary always matches the table).
Valid until no Decision deadline for the client; past it the offer shows as Expired.
Introduction / Notes / Prepared by no Land on the offer PDF; "Prepared by" signs the document.

What happens / outcome

  • "Save" persists the header and all items; the server recalculates totals with the same algorithm you see live.
  • The editor header exposes: "Download PDF", "Send", and the "More" menu (incl. "Duplicate", "Offer history", "Delete draft") — described in Send & acceptance and on the offers list.

Edge cases & errors

  • Only a Draft is editable. A sent offer shows "The offer has been sent - withdraw it to draft to edit." with all fields locked; use "Withdraw to draft" from the "More" menu. Accepted/rejected offers cannot be edited at all — use "Duplicate".
  • Unsaved changes: leaving the editor with unsaved changes triggers a warning.
  • Discount and the zw rate: example — an item 4 × 2500.00 PLN zw with a 5% discount gives a net of 9500.00; the summary row zw reads net 9500.00, VAT 0.00, gross 9500.00.

FAQ

  • Is the catalog price fixed? No — after adding an item you can change its price and discount on this offer only; the price list stays untouched.
  • Where does the offer number come from? The system assigns it at first save: the next number in the current year (N/YYYY format), not manually editable.
  • Can I reorder items? On the PDF, items group by their price list categories (in dictionary order); within a group they keep the order they were added in.