Export the quote as Excel or PDF on WhatsApp

Summary

Exporting on WhatsApp means tapping Export on the quote message and choosing Excel or PDF: the file arrives in the conversation, the quote gets the exported mark and the conversation ends. If you are an administrator of the company or the store of that quote, Dri also tries to confirm the order, and if something gets in the way, the message that comes with the file says what. For the seller and the sales rep, the quote stays a draft and is confirmed on screen.

What exporting on WhatsApp doesn't do: as a rule, it writes nothing to the ERP, even when the order is confirmed there; writing to the ERP happens from the order screen. Asking for the file in writing ("send it as PDF") isn't exporting either: it delivers only the file, and the quote stays as it was, a draft and open in the conversation. Custom order templates can't be chosen in the conversation, only from the quote's Export menu in Vendria.

What it is

After Dri builds the quote on WhatsApp, she offers the [Export] and [Add items] buttons. Tapping Export shows [Excel] and [PDF], and the file arrives in the conversation.

Exporting on WhatsApp is more than downloading: it means "I'm sending this order". That's why tapping the button does other things besides generating the file, and asking for the file in writing doesn't. The next two sections explain the difference.

To download the quote on screen, see Download the quote as PDF, Excel or CSV: the Export menu and the templates.

Asking for the file in writing isn't exporting

Asking for the file in words delivers only the file; tapping Export is what exports. This is the difference that misleads the most:

• Tapping [Export] and choosing the format (or typing exactly the button label) is exporting. The document is marked as exported, Dri tries to confirm the order and the conversation ends.
• Asking for the file in words ("send the first order as PDF") delivers only the file. The document stays exactly as it was: a draft, with no export mark, nothing goes to the ERP, and the conversation stays open on the same quote. The message warns: "📄 Just the file: the order is still a draft and nothing was sent to the ERP."

The rule behind it: no irreversible step comes out of a sentence that didn't ask for it.

The side effect is on purpose: without the export mark, the quote doesn't show up in the answer to "what's pending for me?". A draft nobody exported isn't anybody's pending task.

What happens when you tap Export

Tapping Export generates the file, marks the quote, tries to confirm the order and ends the conversation, in this order:

1. Dri generates the file in the chosen format and sends it in the conversation, with the item count ("Spreadsheet sent! 12 items."). An item without a catalog product and an item with zero quantity are left out of the file, and the file's caption says how many went in out of the total (for example, "2 of 16 items").
2. The document gets the exported mark: in the quote list it now shows as Exported, with how long ago.
3. Dri tries to confirm the order, which only happens in some cases (see the section on who confirms).
4. Along with the file comes the warning about the order, when there is one: missing customer, review issue, zeroed item, stock shortage, minimum order and others. On a single quote, one warning goes out, the weightiest. On a purchase with more than one store, one goes out per reason.
5. The conversation is ended. The quote stays saved in Quotes, but is no longer open in the conversation: the next message starts a new session and only touches it if you say which one it is. See the section After exporting: changing the quote again.

Who confirms the order when exporting on WhatsApp

On WhatsApp, the order is only confirmed when the person exporting is an administrator of the company or the store of that quote. For the seller and the sales rep, tapping Export delivers the file and leaves the quote as a draft, with the exported mark. The message says: "📄 I sent the file. The order hasn't been created yet: open the quote in Vendria and confirm it to generate it."

This is a decision, not a failure: on WhatsApp there is no screen to show what the order will carry before confirming it. The seller confirms on the quote screen. See Confirm the estimate: directly or after the customer accepted.

The exception is when something is missing without which the order can't even be built. Then the message isn't the 📄 one, for anyone: in a store that sends orders to the ERP, a quote without a customer comes with "🚫 This order was NOT confirmed: information the ERP requires to build the order is missing". Most of the time, what's missing is the customer. The warnings section says what can be missing and where to fix each one.

After exporting: changing the quote again

After you tap Export, the conversation was ended and the quote is no longer open in it. To change it again, tell Dri which quote it is, or adjust it on screen.

• Adding items: items sent without saying the quote become a new quote, because the exported one is no longer open in the conversation. To complete the exported one in the conversation, say which it is: "on yesterday's quote, add 2 more AB10371" or "on the last quote". This holds while the quote hasn't been confirmed. If more than one fits, Dri asks "Which quote should I change?", and the conversation then works on the one you choose. See Start over, end and the conversation commands.
• Payment terms, payment method, discount: Dri changes these terms only on the quote open in the conversation. Right after the export, she answers "There's no quote open in this conversation for me to adjust." State the term before tapping Export, or choose it on the quote screen. See Change the order's terms on WhatsApp.
• Opening it again: tap the link in the quote message, or open it from the list in Quotes, adjust and confirm there. For sellers and sales reps it stays a draft, so it can be edited, on screen or in the conversation.
• Exporting again: the Export button on the quote message still works while it hasn't been confirmed, because it carries the quote number. It generates the file again and ends the conversation again. If the quote has already been confirmed, Dri answers "⚠️ This quote is no longer open for export."
• Want to keep changing it on WhatsApp? Ask for the file in writing ("send it as PDF"): only the file goes out, and the conversation stays open on the same quote, ready for the next adjustment.

The warnings that come with the exported file

The file goes out in every case, and you can send it to the customer: the warnings are about the order, not the file. Some block the confirmation; the others just describe the order that went out.

They block:

• information the ERP requires: "🚫 This order was NOT confirmed: information the ERP requires to build the order is missing". What can be missing, and where to fix it:
• the quote's customer, in a store that sends orders to the ERP. Choose it in the customer box on the quote screen, or tell Dri the customer before tapping Export ("it's for Casa Modelo" or the CNPJ): tapping Export writes the customer chosen in the conversation to the quote. See Choose the conversation's customer on WhatsApp and The quote's customer: identify, set and change;
• if the customer you want isn't registered yet, there is nothing to choose: request the registration first. See Request the registration of a new customer;
• a customer chosen, but with no CNPJ in the record: the ERP order is identified by the CNPJ. If the sale is to a company, choose the record with a CNPJ; if it is to an individual, the order doesn't go to the ERP;
• on a group order, the quantities split among the companies: without them there is nobody to invoice. Split the items in the quote table, or choose the company that invoices the whole order;
• the payment method, when the store's ERP requires one, nothing was chosen and the ERP connection has no default method;
• a customer with an overdue receivable, when the store blocks that case;
• in stores with the full lock turned on, also a price the ERP doesn't let be calculated. The quote screen says which.
• minimum order: "🚫 This order was NOT confirmed: the total is below this store's minimum order". Open the quote on screen to see how much is missing.
• customer the ERP refuses: "🚫 This order was NOT confirmed: this store's ERP refuses this customer". The ERP only accepts orders from customers registered in it, without duplicates and without a block. Open the quote to see the exact reason, fix the record in the ERP (or ask whoever registers customers), use Check in the ERP and export again. Without the button, the refusal is checked again with the ERP when you open the quote or export again, about ten minutes after the last check.
• repeated code: "🚫 This order was NOT confirmed: the same code is on more than one line, and this store's ERP doesn't accept repeated codes in the order. Merge the lines into one (or keep only one) on the quote and confirm again." This only happens in stores whose ERP refuses the same code on two lines. Right below, the message says which code is repeated.

They only warn:

• review issue: the reading went out as it was; open the quote on screen, review it and export again if something changes;
• item with zero quantity: that item didn't go into the order;
• stock shortage without a decision: the ordered quantity went whole to the order and to the file. Decide on the quote line, on screen (see Stock on the quote: the shortage warning and the ways out), and export again;
• blank payment terms, missing billing method for the negotiated terms, branch allocation refused: the order exists in Vendria, but will have a problem when it goes to the ERP. Each warning says what to choose or fix on the quote screen.

The warning that the payment method goes with the connection's default, when nobody chose one, doesn't come in the WhatsApp message: it only shows on the quote screen.

The ERP and exporting on WhatsApp

As a rule, exporting on WhatsApp writes nothing to the ERP, even when the order is confirmed there. Writing to the ERP happens from the order screen, where you can see the warnings before sending. When your store sends orders to the ERP, check the quote on screen after exporting. See When the confirmed order doesn't get into the ERP.

Exporting a purchase with more than one store

When the quote became a purchase with orders from different stores, the export generates one file per store, and the message says how many went out ("3 files sent!"), with one line per store and each one's item count.

If your company treats each order in the purchase as independent, only the order in this conversation can be confirmed there. The message warns: "I confirmed only the order in this conversation. The others in this purchase are confirmed on the web, one by one".

File templates when exporting on WhatsApp

On WhatsApp, the quote file goes out in the default template for that format, the same as the screen download without choosing a template.

• For PDF, Dri doesn't ask for a template: it goes out directly.
• For Excel, if the store has order spreadsheets registered, Dri asks "Which format do you want to use?" and shows Vendria default along with the name of each spreadsheet. With up to three options they come as buttons; with more, you reply with the number. With no spreadsheet registered, the file goes out directly.
• Vendria default is your company's default Excel template, or the one of the rep agency credited on the quote, when it has one.
• On a purchase with more than one store she doesn't ask: each store goes out in its own.
• Custom order templates (the ones that, on screen, show in the ★ shortcut and in Choose template…) can't be chosen in the conversation. To use one of them, open the quote in Vendria and use the Export menu. See Modelos de exportação de pedidos e cotações: padrão, customizados e atalhos ★.

To find out which templates exist, ask "which templates do I have?": she lists the export templates, split between the catalog list ones and the order and quote ones, and the store's order spreadsheets.

Asking for the product list in a named template ("send the list in the Time Interno template") is already a delivery: she generates the list file in that template. This holds for the list, not for the quote. See List file templates: whose layout is it.

Photo, columns and items per page in the quote file

The quote PDF already comes with the photo of each item that has a registered photo, when your company hasn't fixed columns in the PDF template. An item without a photo goes out without it, and if no item has a photo the column doesn't even show.

• In the quote's Excel, without fixed columns, the Image column has a View image link, not the photo inside the cell.
• With a fixed-column template, the photo only goes out if the template has the image column. The administrator is the one who changes the template. See Colunas, unidade, filial e formatação de um modelo de exportação de pedido.
• In the conversation you can't remove, add or rename a column of the quote file, nor choose items per page or grid. That belongs to the product list, not the quote.
• To send the customer a catalog with photos of the quote's items, ask for a product list with those items' codes. See Generate a product list on WhatsApp.

On the phone, on the computer, in her own chat and on Telegram

The [Export], [Excel] and [PDF] buttons work the same on WhatsApp on the phone, on the computer, in Dri's own chat and on Telegram, and the file arrives in the same conversation where you asked for it. Tapping Export doesn't open a form: Dri asks for the format in the conversation itself.

In her own chat, the file shows in the conversation and opens in a preview, with the Download button. See Where to talk to Dri: WhatsApp, her own chat and Telegram.

Who confirms the order when exporting is decided by the person, not the channel: the rule in the section Who confirms the order when exporting on WhatsApp holds in all three.

When the exported file doesn't go out

If the file doesn't arrive, Dri warns you and sends the quote link to download it from Vendria: "I couldn't deliver the spreadsheet here on WhatsApp. Ask again. If it keeps happening, download it from the site:", followed by the link. The link opens the quote, and there the Export menu downloads the file. In her own chat and on Telegram, the sentence names the channel you are in.

If the file didn't go out, the quote isn't marked as exported and the conversation doesn't close: tap Export again. On a purchase with more than one store, she counts what went out and what didn't ("2 of 3 files sent.", with one line per store) and ends with "Tap Export to try again."

The file never vanishes silently: a "sent" message about a file that didn't arrive would be worse than the error.

Common mistakes

• Tapping Export wanting only the file. Exporting marks the quote as exported and ends the conversation; for an administrator, it also confirms the order. To just get the file, ask in words: "send it as PDF".
• Asking for the file in words thinking you exported. "Send it as PDF" delivers only the file: the quote stays a draft and nothing goes to the ERP.
• I exported and the quote is still Draft. That's normal for sellers and sales reps: confirm on screen.
• I asked for the PDF and the conversation didn't close. Asking in writing delivers only the file. To actually export, tap Export.
• Asking "how do I do that?" right after the warning. Export ends the conversation, and the next message starts a new session, which doesn't have the previous warning. Say what you want: "how do I choose the quote's customer?".
• I sent more items after exporting and it became another quote. After Export the conversation ends. Tell Dri which quote to put the items on ("on the last quote, add 2 more AB10371"), add them on the exported quote's screen, or delete the new quote and adjust the exported one.
• Tapping Add items on an old message. It only works while the conversation for that quote is open; after the export, the items go to a new quote.
• The spreadsheet didn't arrive and Dri sent a link. Ask again. If it repeats, open the link and download from the quote's Export menu, or ask for the PDF.
• Asking for "the order PDF with 4 items per page". Items per page and grid don't exist in the quote file; they belong to the product list.
• The customer got an item without stock. Without a decision on the line, the ordered quantity goes whole. Decide on the quote and export again.

Common questions

What do I do after exporting the quote on WhatsApp? Send the file to the customer. If you are a seller or sales rep, open the quote from the link and confirm it to generate the order; whatever is missing (customer, payment terms, payment method) is chosen there.

I exported and got "NOT confirmed": what's missing? Almost always the quote's customer. It can also be the payment method, the quantities of a group order, a customer with an overdue receivable, the store's minimum order, a customer the ERP refuses or the same code on two lines, in stores whose ERP doesn't accept that. The warnings section lists each case and where to fix it.

Can the PDF that came with the warning go to the customer? Yes. The file is the estimate and went out normally; the warning is about becoming an order.

How do I avoid the missing-customer warning? Tell Dri the customer before tapping Export ("it's for Casa Modelo" or the CNPJ), or choose the customer on the quote screen.

Can I ask Dri to change the payment terms after exporting? Not right after: the conversation ended, and Dri answers that there's no quote open in the conversation. Change it on the quote screen, or state the terms before tapping Export.

Why can't I, as a seller, confirm on WhatsApp? Because WhatsApp has no screen to show what the order will carry before confirming. You confirm on the quote screen; see the section Who confirms the order when exporting on WhatsApp.

Can I choose the file template in the conversation? Only between Vendria default and the store's order spreadsheets, in Excel. Custom order templates are used from the quote screen.