3. How To Create Gold Quotation/Proforma Invoice 

To create a gold quotation, go to a “Quotes” subhead, given in the sale module. Click on it and it will show you a new window. There is a button given, i.e., Add Quotation/PI. Along with the button, there is a drop-down icon given. Click on it and it will give you options such as  

• Real Estate Quotation/Proforma Invoice 

• Gold Quotation/Proforma Invoice 

Click on Gold Quotation/Proforma Invoice 

Now there is an option given to create a quotation or proforma invoice.

Make sure you have already created the customer in Books to whom the gold quotation will belong. 

Fill the information. 

• Enter the reference number, or the system will automatically generate it as per the default setting. E.g., G-INV/2026/001 

• Enter the company name of the customer’s company, e.g., XYYZ Trading LLC. 

If you don’t find the customer’s company name, then write their specific name in the drop-down given space; it will show you options like Add New or Add Contact (for walk-in customers). Go to the section “How to add a customer’s company name while creating an invoice or quotation/proforma.” Follow the instructions, refresh the page, and then create a quotation. 

• Click on “project”; if you want to link the quotation to a specific project, choose a project from the drop-down option or create a new one. (Project options are not mandatory. 

• It gives a new option, i.e., “Add New” in the drop-down space to directly access the “Add Project” page.

To create a new project, follow the instructions given in section—how to add project details. 

• Use Project Details – Check this box to auto-fill details from the selected project. 

• Select the quotation date, the date the quotation is generated. 02/20/2026. 

• Selecting the Due Date means the last date by which the customer must make the payment. E.g., 02/21/2026. 

• “Number of Credit Days” means the number of days the quotation remains valid. E.g., 1 day. Once you select the date, it will automatically show you the number of credit days.

• Click and select the currency in which you are issuing the quotation. (e.g., AED).

• Enter the bank account name. Choose the company’s bank account where the payment was received. 

• Grams to OZ—Displays the conversion rate from grams to ounces. 

Click on Add Products.

• Item—Click and select the name of a service from the dropdown list, e.g.,

Since this invoice is specifically customized for gold and gold is treated as a non-inventory item, it cannot be managed through the inventory module. Therefore, when you click on the item drop-down list, the system will display only service items instead of inventory products. 

If you are dealing with any type of gold product, you can create that gold type as a service in the Services module. 

After creating the service, refresh the page and then proceed to create the invoice. The newly added gold service or non-inventory service name will then appear in the drop-down list for selection. 

If you don’t find your service in item field, then go to the section How to add new items/services in the item field. 

• Enter a description, like a brief detail of the product.

e.g., the quotation for the service will be valid in the given time period. After the time, the price would fluctuate as per the exchange rate.

• “Enter Amount / Oz*” means the amount of gold per ounce. E.g., 2000 

• Amount Currency*—enter the currency in which the gold transaction is being received. E.g., USD 

• Conversion rate: The system will automatically show you the conversion rate. If the gold price is received in a different currency (for example, USD), the system will convert that amount into the invoice currency mentioned above in the above field.

• Amount/Oz (AED)—The system will automatically calculate the oz amount in AED, like multiplying Amount/oz x conversion rate. Shows the converted amount according to the selected currency and rate. 

• Gross (GMS)*—enter the gross amount in grams, e.g., 500. 

• Purity*—enter the purity (range) of gold. It could be between 0 and 1. E.g., 0.9999. 

• Pure (GMS)—once you enter the purity level, it automatically calculates the purity in grams (GMS). 

• Pure (oz)—same as above, it also calculates the oz.

• The net price would be automatically calculated.

• VAT rate—Click and select the applicable VAT rate, e.g., 5% standard.

• Vat amount -Automatically system would calculate Vat amount.  e.g. would be AED5000.  

• Total amount—at the end, it shows you the total amount including VAT. e.g., the total amount would be AED105000.

• Use it (+) to add multiple product rows and (-) to remove rows. 

Summary 

• On the right side of the financial summary, the total amount is calculated and shows you every detail, including the net amount, discounted amount (if applied), before or after VAT amount, and total payable amount. 

• Users can enter a brief summary in the designated text area to include comments, special instructions, or specific terms and conditions related to the quotation. This section allows you to clearly communicate any additional details to the customer. 

• Users can also configure default terms and conditions through document settings. Once set, these terms will automatically appear on every quotation, eliminating the need to enter them manually each time. 

• Also, below there is a signatory option given to add signatures; click and enter the title, name, and designation of authorized persons or departments who are responsible for approving or signing the quotation or proforma. 

• If you don’t want to include this information in the quotation/pro forma invoice, leave this section empty because this is not mandatory. 

• If you want to add an authorized person’s signature on every quotation or proforma invoice, it can be set through default document settings.

After entering all information successfully, click on the save button and add information to your record. 

• After submitting the form, the new quotation is listed along with the icon, where all existing quotations are listed in a table along with the icon.  

In this way, the user can generate the gold quotation in CapiPlan Books.