About quotations

Quotations are estimates of the costs of provision of goods and services.

They are very similar to sales order in the information that you will fill in and you can create quotations for existing or prospective customers. If a customer or prospective customer decides to go ahead, you can convert the quotation to a sales order.

You can create quotations for existing customers, or for prospect customers who don't yet have a customer account. Using a prospect account is useful, because you don't have to create new customer accounts that you might never use.

A new quotation is live once you save the details. If the quotation is converted to a sales order it is completed. You can delete quotations (even ones that have been converted to a sales order) and this removes them from Sage 200cloud.

Quotations can be entered for existing customers, or for new or prospective customers.

  • If you are entering the quotation for an existing customer, the quotation is created using customer details and the goods and services you supply held on Sage 200cloud.
  • If you are entering the quotation for a new customer, you can create the customer account at the same time as creating the quotation.

Enter quotations

Open: Sales Orders > Quotations > New Quote.

Information you need to enter for a quotation.

  • A customer account or a specific customer account set up as the prospect account.

    If you don't have a customer account set up yet, you can create one at the same time as entering the quotation details. To do this, click New on the Enter New Quotation screen to create the new customer account.

  • The items or lines required. You can add the following types of lines:

    Stock item

    These can be for products or services.

    Free text items

    Use this for one off items that have a value but don't have stock record.

    Additional charges

    These are added to an order to cover costs, such as delivery or insurance. You can add these as one-off charge or create a record for charges you use regularly.

    Comment lines

    These simply add information. You choose whether they're printed on your documents.

  • The warehouse the stock is to be supplied from.
  • The delivery address if it's different to the customer's main address.
  • For foreign currency customers, the exchange rate to be used.

Enter a quotation for a prospect

Open: Sales Orders > Quotations > New Quote for Prospect.

You can create a quotation for potential customers and record them on a prospect account. This means you don't have to create new customer accounts that you might never use.

  • You enter the details of a prospect quotation in the same way as you would enter a normal quotation in Sage 200cloud. However, as there is no customer account, you must enter a postal address for the quotation.
  • If the quotation is accepted by the customer, you can then convert the quotation to a pro forma or sales order.

Create a prospect account

To enter a quotation for a prospect, you must have already created a customer account for prospects. This customer account will be used for any prospect quotations (and pro formas).

  • Set up a new customer account to use prospects.
  • Set this account as the Default Account For Prospect Quotations and Pro Formas.

    To do this, open the Invoice and Order Settings, select the Invoice and Order Entry tab, and select the account you're using for prospects.

Enter a quotation for a foreign currency customer

When you are entering quotations for foreign currency customers, the exchange rate set on the Currencies and exchange rates screen is displayed on the Quotation Details tab. This exchange rate is used to calculate the price of any items you add to the quotation, because prices are stored in base currency. You must check and change the exchange rate, if required, before adding items to the quotation, otherwise the default exchange rate will be used.

Note: The exchange rate used to post the invoice values to your nominal accounts is set when you print the invoice for the customer.

When you add items to the quotation, the VAT is set on each line. This means you can use different VAT rates for different items. When you sell products and services to customers in other countries, the VAT rate needs to reflect this. Sage 200cloud will always use the VAT rate set on the customer's account when the customer's Country Code is set to anything other than GB. When the foreign currency customer is selected on a quotation, the VAT Rate on the customer account overrides the VAT rate on a stock item.

Amend a quotation

Open: Sales Orders > Quotations > Amend Quote.

You can amend quotations that have not been converted into sales orders.

You can't amend the quotation number or the price of items that have been marked-up.

Processing quotations

Print the quotation

Open: Sales Orders > Quotations > Print Quote.

The quotation must be passed to the customer for their approval. Printing the quotation provides you with the document to pass to the customer by hand, post, email or fax.

Convert the quotation to a pro forma

Open: Sales Orders > Quotations > Convert Quotation to Pro Forma.

If a customer wants an invoice following receipt of a quotation, you can create a pro forma invoice from the quotation details. The pro forma can then be converted to a sales order, and processed in the usual way.

You can convert several quotations at the same time.

Convert the quotation to a sales order

Open: Sales Orders > Quotations > Convert Quote to Sales Order.

If the customer accepts the quotation within the allotted time, convert the quotation to a sales order and then proceed by processing the sales order.

There are a number of checks carried out in Sage 200cloud when you convert a quotation to a sales order. For example, you can't convert a quotation if the customer account is on hold, so check the customer account status before beginning. And if the conversion takes the customer over their credit limit the order is automatically placed on hold. If you have the appropriate user permissions, you can override this and proceed anyway.

When you convert, you are prompted to confirm you want to convert the quotation, you must enter the preferred warehouse for supplying the goods, and a conversion summary will confirm whether Sage 200cloud has anything to report to you about the conversion, for example, if there is insufficient stock to meet the quantity required you would be informed in the following way in the conversion screen:

Document Line 1: The quantity to allocate on the line exceeds the quantity available at the warehouse.

The quotation is converted but this alerts you to the fact it is only part-allocated and you will need to allocate stock to complete the order once it is available.

When you continue, you confirm the quotation to order conversion. If you are converting a quotation which was raised against the default Prospect account, you must select an existing customer account for the converted order or you can create a new customer account at this point.

Delete quotations

Open: Sales Orders > Quotations > Delete Quote.

From time to time, you will want to delete quotations that you no longer need, either because the quotation has been converted to a sales order or the customer did not want to proceed and so the quotation has become redundant.

You can delete any quotation, even ones that have been converted to pro formas or sales orders.

Report on converted quotations

Open: Sales Orders > Reports > Status.

  • Converted Quotations.

    The Converted Quotations report lists which quotes have been converted to sales orders. This can be either direct from a quote, or when converted to a pro forma and then a sales order.

    The report shows the Sales Order and Pro Forma Invoice numbers.

  • Quotations with Outstanding Pro Formas.

    This report shows you quotes that have been converted to pro formas, but the pro formas are still live and have not yet been completed. This is useful to find pro formas that require payment, or can be deleted.

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