Creating an order confirmation
Turn an accepted quote into an order confirmation with its own number in one click, send it, and keep it with the event.
Many caterers send their quotes subject to change. Legally that means no contract exists yet when the customer accepts — that takes an order confirmation. In Univents it is nothing other than the confirmed quote: the same line items, the same totals, just with its own number, its own date and a confirming text.
Prerequisite: an accepted quote
An order confirmation always comes from a quote with the status Accepted — no matter how it got there: signed online in the customer portal, marked as accepted in the back office, or confirmed with an uploaded scan.
Once the quote is accepted, you will find the Create order confirmation action in two places:
- on the quote card in the event's Documents tab
- in the status bar of the opened quote
You need the permission to edit finance documents.
The dialog
One click opens a small dialog with four fields:
- Date — today by default, editable.
- Opening text — pre-filled and free to overwrite.
- Closing text — pre-filled as well.
- Send by email to … — ticked by default when the contact has an email address on file. If there is none, the checkbox is disabled and the dialog tells you why.
Both text fields accept placeholders. They are already resolved to the real values when you open the dialog:
| Placeholder | Meaning |
|---|---|
{{Angebotsnummer}} | number of the accepted quote |
{{Angebotsdatum}} | date of the quote |
{{Annahmedatum}} | day the customer accepted |
{{Unterzeichner}} | name of the person who signed |
{{Veranstaltung}} | name of the event |
{{Veranstaltungsdatum}} | date of the event |
Above the fields sits the point that matters: an order confirmation confirms the quote exactly as it was accepted. If something has changed since — guest count, menu, date — create a new version of the quote first and have it accepted. Otherwise you are confirming in writing something that no longer holds.
If the signed quote is still being created, the dialog waits briefly so the enclosure can be the signed version. If it takes too long, you can Continue without enclosure or postpone it with Later.
Number and number range
On creation Univents draws the next number from the order confirmation number range. The default prefix is AB. You can change it like any other document type under Settings → Documents → Number ranges.
A number once assigned stays assigned. If creation goes wrong, the dialog stays open and tells you: "Number AB-… is already assigned. A second attempt reuses the same number." One more click on Create is enough — no gap, no duplicate.
What the PDF contains
The order confirmation is printed in your usual layout: logo, colours, sender details and footer from your default quote layout. It contains:
- the title Order confirmation, the number and the date
- the recipient address and the event with its date
- the reference line "Quote … of …, accepted on … by …"
- your opening text
- every line item of the quote with quantities and prices
- the totals, with one row per rate when several VAT rates are involved (food at 7 %, service at 19 %)
- your closing text and, below it, the line "Enclosure: quote …"
Attached is the accepted quote itself — the signed version where one exists, otherwise the regular quote PDF. If the quote has no PDF at all, the order confirmation is still complete, just without an enclosure.
Sending and sending again
If you ticked Send by email in the dialog, the order confirmation goes straight to the customer with the PDF attached. You can adjust the wording of that email under Settings → Email templates in the Order confirmation template, just like every other customer email.
Later you can pick Send again at any time, for instance to a different contact person. Univents shows you the recipient address once more before it sends.
The send also shows up in the quote's document history — and therefore on the history page of the signed quote PDF, with number and recipient.
Where the order confirmation lives
In the event's Documents tab it gets a card of its own with number, date and send status. The matching quote card additionally shows a line "Order confirmation … · …" pointing at it. If there are several, the line names the most recent one and how many others exist.
Inside the opened quote you will find the Order confirmations section listing every entry with its PDF link.
No editing, no deleting
Once created, an order confirmation cannot be changed or deleted. It carries an assigned number and is therefore a record — the same rule that applies to issued invoices.
If a text is wrong, simply create a second order confirmation for the same quote with the correct wording. The old one stays visible so it remains traceable what the customer actually received.
Several exhibitors, several order confirmations
At a trade fair or a larger event with several clients, each of them has their own quote. Accordingly you create one order confirmation per quote — each with its own number, its own recipient and that quote's line items. There is deliberately no combined order confirmation across several quotes: every client should get confirmed exactly what they ordered.
Frequently asked questions
Does the order confirmation replace the invoice? No. It is not a revenue document, so it does not appear in revenue reports, in the document export or as an e-invoice. Delivery notes and invoices still come from the quote.
Can I adjust line items on the order confirmation? No — it takes the quote's line items unchanged. If different items should be confirmed, that belongs in the quote: create a new version, have it accepted, then confirm.
Does the customer see the order confirmation in their portal? Not at the moment. They receive it by email with the PDF attached.
Which language is it created in? The language of the quote. If the quote is in English, so is the order confirmation.