Create, amend or view a quotation

Find this screen

Open: Sales Orders > Quotations > New Quotation

Open: Sales Orders > Quotations > Amend Quotation

How to

Create a new quotation

You can create a quotation for an existing customer, or for a prospective customer.

Open: Sales Orders > Quotations > New Quotation

  1. Select the customer:

    • If the quotation is for an existing customer, select the Customer.

      You can select customers who are on hold, or who have exceeded their credit limit. This is because the goods and services are not supplied until payment is received.

    • If the quotation is for a new customer, and you want to create an account for them right now, select New Customer.

    • If the quotation is for a potential customer, and you don't want to create an account for them just yet, then select Prospect account and enter the Name of the prospect customer.

      Note: To use the Prospect account, you must have already created an account for prospect quotations and pro formas, and selected this account in the Invoice and Order Settings - Invoice and Order Entry tab (in the Sage 200 desktop).

    Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, select the View Alerts button next to the customer account. See Customer alerts.

  2. Enter the Quotation Details.

    • Document date: Amend the quotation date, if necessary.

      Note: The date must be earlier than the delivery dates.

    • Date requested: Enter the delivery date requested by the customer, or leave the date blank.

      If you change the date, you can choose to update all existing items in the quotation with the new date.

    • Date promised: Enter the delivery date you have promised to the customer, or leave the date blank.

      The promised date is required if you want to use Generate purchase orders (in the Sage 200 desktop).

      If you change the date, you can choose to update all existing items in the quotation with the new date.

    • Expiry date: Enter an expiry date for the quotation, or leave it blank. Use this if the quotation is only valid for a certain length of time. For example, a customer might need to place an order within a month to get the price you've offered in the quotation.

      Note: The expiry date is only used for information in the quotation, and is not used when you convert a quotation to a sales order or pro forma.

    • Priority: Enter the priority code, where A has the highest priority and Z the lowest.

      The priority code is used to display quotations by their priority, so you can see which quotations are most urgent.

      The priority is taken from the customer account Trading tab and can be changed here.

    • Quotation taken by: This shows the person who has taken the quotation and is responsible for it.

      The quotation taker name is automatically filled in with your user name, if you have chosen to Use the user's logon name as the document taker in the Invoice and Order Settings - Invoice and Order Entry tab (in the Sage 200 desktop).

    • Customer order number: This can be a reference that the customer gives you, such as their name, or their own order number.

  3. Enter more details about the quotation on the following tabs:

    • Quotation Details.

      Use this to add goods, services, additional charges or comments to the quotation.

      You can also view the total value of the quotation, view the quotation profit, and view and change the exchange rate (if applicable).

      See Enter the quotation details.

    • Delivery.

      Select the delivery address and enter contact details.

      These are taken from the customer's account, but you can change these details for each quotation.

      See Enter the delivery details (quotations).

    • Quotation and Invoice Details.

      Enter the VAT details, early settlement discounts and quotation discounts.

      These are taken from the customer's account, but you can change these details for each quotation.

      See Enter the quotation and invoice details.

    • Analysis Codes.

      Use this to enter analysis codes for the whole quotation.

      Tip: To apply analysis codes for individual lines in the quotation, select the Quotation Details tab, then select More actions > Analysis Codes on the item line.

      See Enter analysis codes (quotations).

    • Memo.

      Use this to enter comments about the quotation, such as reminders about issues that should be taken into consideration.

      See Enter memos (quotations).

  4. Once you've finished entering the details, save the quotation.

    • To save the quotation, select Save.

    • To print or view the quotation document after saving, select Save and Print.

      The quotation document will be produced as a PDF file. You can then view and print the document, or download it to your device. The document will also be saved to the print spooler. See Print reports and documents from the spooler.

  5. You will be asked to confirm the quotation whenever you save the quotation.

    • Enter the Customer order number, if you haven't already entered this in the quotation details.

      This can be a reference that the customer gives you, such as their name, or their own order number.

    • Select Save to confirm the quotation.

    See Confirm the quotation.

Amend a quotation

You can amend your quotations depending on the status of the quotation, and your User Permissions (in the Sage 200 desktop).

  • You can amend Live or Lost quotations.

  • You can't amend Completed quotations that have been converted to orders.

To amend a quotation:

Open: Sales Orders > Quotations > Amend Quotation

Tip: You can also find and amend a quotation from the Sales Order List.

  1. To select the quotation:

    • If you know the quotation number, enter or select the Quotation number.

    • To view a list of your quotations that you can search and filter, select Find Quotation.

      • Search for items by typing in the box at the top of a column.

      • Use filters to show items that contain particular text or a range of values.

        • To filter a column, select the Filter button filter button in the column heading, or select the Filter button filter button from the Menu button menu in the column header.
        • If you want to filter by a date, use the Filter button filter button from the Menu button menu in the column header.
      • Sort the list by selecting the column heading. Select the heading once to sort in ascending Sort ascending button order, and select it again to sort in descending Sort descending button order.

  2. Amend the quotation details as required.

    • You can amend the quotation dates, order priority, and the customer order number.

    • You can't amend the Customer account, or change between the Prospect account and a Customer account.

    • You can't amend the Quotation number for the quotation. You can just select a different quotation.

    • The Quotation status will change from Live to Completed if you convert the quotation to a sales order or pro forma (in the Sage 200 desktop). You can't amend a Completed quotation.

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

    • You can add, amend and delete items on the quotation.

    You might need to update the exchange rate for a foreign currency customer if the rate has changed since the quotation was created.

    If you amend the exchange rate after entering prices manually, you are prompted to confirm the order prices.

    You can keep the manually entered prices, or reset them to those specified in the Price Book.

  3. Once you've finished amending the quotation, you can save and confirm the quotation.

    You'll be asked to confirm the quotation whenever you Save an amended quotation.

    See Confirm the quotation.

Copy a quotation

You can create a new quotation by copying an existing quotation or order, and then amending the new quotation as required.

  • The new quotation will not copy the original quotation number, payment details, user name, and dates.

  • All stock item types are copied: stock items, free text items, additional charges, comments.

    • If the order contains Inactive stock items, these items are not copied.

  • You can choose to copy prices and discounts. All discounts are copied, including unit discounts, order discounts and settlement discounts.

  • The exchange rate is copied if the quotation or order used a foreign currency.

Note: To copy a quotation or order, you must have access to amend a quotation or order.

Open: Sales Orders > Sales Orders > New Quotation

  1. Select Copy Quotation.

  2. Select the Customer account that you want to create the quotation for.

    Note:

    • You can't select a customer that is on hold.

    • You can't select a customer if you have already selected the prospect account.

    • You can't select the customer that's set as the default prospect account.

  3. Choose to copy from a Quotation or an Order.

  4. To copy all prices and discounts from the quotation or order, select Copy quotation prices and discounts or Copy sales order prices and discounts.

    Don't select this if you want to use prices and discounts from the Price Book.

    Note: You can't select this if the new customer uses a different currency to the customer on the original quotation.

  5. Select the quotation that you want to copy.

  6. Select Copy to copy the quotation.

    Continue to amend the quotation as required.

View a quotation

Open: Sales Orders > Enquiries > View Quotation

  1. To select the quotation:

    • If you know the quotation number, enter or select the Quotation number.

    • To view a list of your quotations that you can search and filter, select Find Quotation.

      • Search for items by typing in the box at the top of a column.

      • Use filters to show items that contain particular text or a range of values.

        • To filter a column, select the Filter button filter button in the column heading, or select the Filter button filter button from the Menu button menu in the column header.
        • If you want to filter by a date, use the Filter button filter button from the Menu button menu in the column header.
      • Sort the list by selecting the column heading. Select the heading once to sort in ascending Sort ascending button order, and select it again to sort in descending Sort descending button order.

    Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, select the View Alerts button next to the customer account. See Customer alerts.

  2. You can view the additional information related to the quotation.

    • Use the tabs to view details about the quotation.

    • If the quotation was converted to an order, you can view this by selecting View Order.

    • To view details about items in the quotation, go to the Quotation Details tab and select More actions for the item. You can select:

      • More details: View details about the item, such as prices, costs and discounts, fulfilment method, delivery dates, and nominal code.

      • View picking list/despatch note: View picking list and despatch note comments for the item (only for standard item, free text item).

      • Analysis codes: View analysis codes selected for the item.

      • Profit: View profit for the item (only for standard item, free text item, additional charge).

        Note: To view profit, you must have View profit values on invoices and orders set in your User Permissions (in the Sage 200 desktop).

      • Discounts: View discounts for the item (only for standard item, free text item).

        Note: To view discounts, you must have View discount calculations on invoice and order lines set in your User Permissions (in the Sage 200 desktop).

Useful info

Prospect accounts

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 must first create a generic customer account, to use for prospect quotations and pro forma invoices. You must then select this customer as the Prospect account in the Invoice and Order Settings - Invoice and Order Entry tab (in the Sage 200 desktop).

  • You enter the details of a prospect quotation in the same way as you would enter a normal quotation. However, as there is no customer account, you must enter a postal address for the quotation.
  • If the prospect customer makes an order, you can then create a new account for the customer, and convert the quotation to a sales order (in the Sage 200 desktop).

Create a prospect account

  1. Create an account for prospect customers.

    1. Open Customers > Create & Amend Accounts > New Customer.

    2. Give the account the name Prospect, or something more appropriate to your organisation.

  2. Set this account as the prospect account (in the Sage 200 desktop).

    1. Open Invoice and Order Settings.

    2. Go to the Invoice and Order Entry tab.

    3. Select your customer prospect account.
See also

What do you want to do?

Enter the quotation details

Enter the delivery details (quotations)

Enter the quotation and invoice details

Enter analysis codes (quotations)

Enter memos (quotations)

Confirm the quotation

Other tasks

Print reports and documents from the spooler