Quotations

Quotations are estimates of costs for goods or services offered to customers in the hope of gaining a sale.

You can create quotations for your existing customers, or for prospective 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.

If a customer wants to proceed with a sales order after they receive the quotation, you can convert the quotation to a sales order.

If a customer wants an invoice after receiving the quotation, you can convert the quotation to a pro forma invoice.

What's in a quotation?

They are very similar to sales orders, and consist of:

• Customer details, such as name, address, and terms of business.

• Goods, services and costs.

• Discounts awarded, if appropriate.

Note: To ensure you are not selling goods or services at a loss, Sage 200 checks that an item's selling price is greater than the discount applied. This is useful if the item is not using mark up pricing.

Enter quotations

You can create quotations in the following ways:

• Create a quotation from new.

• Copy an existing quotation or sales order, and then amend the details as appropriate.

See Create a quotation.

Process quotations

Once you have prepared a quotation:

• Print the quotation.

  The quotation can be sent to the customer.

• Convert the quotation to a pro forma invoice.

  If a customer wants an invoice after receiving the quotation, you can convert the quotation to a pro forma invoice. The pro forma can then be converted to a sales order, and processed in the usual way.

• Convert the quotation to a sales order.

  If a customer wants to proceed with a sales order after they receive the quotation, you can convert the quotation to a sales order. You can then process the sales order in the usual way.

• Delete quotation.

  Sometimes you will want to delete quotations that you no longer need, perhaps because the customer didn't proceed with an order, or because the quotation has been converted to a sales order.

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

Quotation status

You can check the status of a quotation.

• Live: The quotation has been saved and has not been processed.

• Completed: The quotation has been converted to a sales order or a pro forma invoice.

• Lost: If the customer doesn't want to proceed with the quotation, you can amend a live quotation and set the Quotation status to Lost. This prevents the quotation from being converted to a sales order or pro forma invoice.

Report on 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.

  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.