Convert quotations to pro formas

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.

Note: If you added memos to the quotation in the Web Portal, these will not be copied to the pro forma.

You cannot convert a quotation in the following circumstances:

  • The Quotation status is set to Lost.

  • A new pro forma invoice is created.
  • The next available pro forma number is used.

Create a pro forma from a quotation

Open: Sales Order Processing > Quotations > Convert Quotation to Pro Forma.

  1. Use the selection criteria to display the quotations that you want to convert.

    If you are using Project Accounting, you can also use the Project Code list to find any quotations.

    Alternatively, click Show All Quotations.

  2. Select the quotation(s) that you want to convert, and click Convert Quotation.
  3. Confirm that you want to convert the quotation(s).

  4. Confirm the pro forma details. You can amend the Customer Order no.

  5. The pro forma is created, and its number is displayed.

  6. You can now view or amend the pro forma.

Report on converted quotations

Converted Quotations

Open: Sales Order Processing > 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

Open: Sales Order Processing > Reports > Status > 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.

See also

Steps in this task

Amend pro forma invoices

Other tasks

Convert pro forma invoices to sales orders

Delete pro forma invoices

Convert quotations to sales orders

Reference

Document numbering (SOP settings / Invoice and order settings)