There are several maintenance activities you can perform to keep individual quotations up to date as well as manage your quotation records as a whole.
Amend quotations
You can amend quotations, according to system setup and your user permissions, if they have not been converted to orders. The price of items that have been marked-up cannot be changed and you cannot view the discounts when amending a quotation.
To amend quotations
● Choose Quotations > Amend Quotation.
Note: You cannot change the quotation number.
● Click 'Show All Quotations' to display all previously saved quotations, or select a specific quotation from the 'Selection Criteria' area of the window.
● Select the quotation from those displayed, and click 'Amend Quotation'.
● Amend the quotation header details as required. These details are described earlier in this chapter. For more information see Enter the quotation details on page 148 and Enter the delivery and invoicing details on page 158.
● To add more items click 'Add Items' and select the required item line type. For more information see Create a quotation on page 147.
● To edit goods, services or costs, select the item that you want to amend. Click 'Edit Item' and make the required changes.
● To delete goods, services and costs from the quotation, select the item that you want to delete. Click 'Delete Item' and confirm that you want to delete the item when prompted.
● Change the print sequence of items by selecting an item line and using the 'Move Up' or 'Move Down' buttons.
● To complete the quotation, you must click 'Save', and confirm the changes to the quotation.
Note: If you choose to amend the exchange rate after entering prices manually you are prompted to confirm the order prices. You can choose to retain the manually entered prices or reset them to those specified in the Price Book.
Delete quotations
Any quotation can be deleted, even those that have resulted in an order and have been converted as well as those that have not. You can delete a single quotation or several quotations at the same time. The quotations are removed and no history is stored.
To delete quotations
● Choose Quotations > Delete Quotation.
● Click 'Show All Quotations' to display all previously saved quotations, or select a specific quotation from the 'Selection Criteria' area of the window.
If you have Project Accounting enabled in Sage 200, you can also search for orders generated within the Project Accounting module.
● Select the quotation or quotations to delete.
● Click 'Delete Quotation'.
● Confirm that you want to delete the quotation.
Print quotations
To complete the quotation you will need to print it and issue it to the customer. There are a number of options that help you to locate the quotations you want quickly. For example, you can request the system to display quotations by date range or quotation number.
To print quotations
● Choose Quotations > Print Quotation.
● Use the 'Select Quotation' options to select the quotations you want.
● Choose to show quotations as appropriate: 'Unconverted', 'Unprinted', 'Converted', 'Printed'.
● Click 'Display'.
● Select the quotation from the list that you want to print.
Click 'Print' to print the selected quotation.
Convert Quotations to Sales Orders
If a customer wants to proceed with an order following receipt of a quotation, you can use the quotation on your Sage 200 system to create the customer order. After conversion, the sales order is processed in the usual manner as a sales order.
You can select several quotations to be converted at the same time. During the conversion there are several checks performed on a quotation. If any of the following are found to be true then conversion is stopped.
● The customer account is 'on hold'.
● The stock item is no longer stored at the warehouse specified for the item in the quotation.
● The item is no longer sold using the selling unit specified in the quotation.
● The item is no longer sold using the selling price unit specified in the quotation.
● The item is no longer 'active'.
Further checks identify whether there could be a problem supplying the goods to the customer.
For example, if sufficient stock is not available and the order cannot be fulfilled, or if the customer has exceeded their credit limit and the sales order has already been put 'on hold'.
However, in this case, if you have the appropriate user permissions, you can override the credit hold so that the sales order is not placed on hold. For more information see Manage User Permissions on page 79.
The order line on the sales order is fulfilled using the default fulfilment method set up for the stock item in the 'Stock Order Fulfilment' window within the Stock Control module. For more information see the Sage 200 Stock Control documentation.
During conversion, stock is allocated to the order if your system is set to allocate stock on order entry. If stock is allocated and the items are batch/serial numbered, provided your Stock Control module is set to assign batch/serial numbers to orders prior to despatch, the identification numbers are also allocated to the order. The assigned numbers can be amended for the order (see Amend orders on page 232 or Manually allocate stock on page 263).
When the conversion is complete, details of any anomalies are displayed in a conversion summary. Once converted, the sales order can be amended but you can no longer amend the original quotation.
A warehouse intended to despatch goods from is not compulsory during quotation entry.
However, if the quotation does not specify a warehouse and your system uses multiple
locations, you are prompted to select the warehouse you want the goods despatched from when the quotation is used to create an order. If you are not using multiple locations, the 'Home' warehouse is used.
To create a sales order from a quotation
● Choose Quotations > Convert Quotation to Sales Order.
● Use the selection criteria to display the quotations that you want. If you are using Project Accounting, you can also use the Project Code drop-down list to find any quotations that were created in the Project Accounting module. Alternatively, click 'Show All Quotations'.
● Select the quotation(s) that you want to convert, and click 'Convert Quotation'.
Note: Line prices are converted exactly as they were entered on the quotation. If prices have changed since the quotation was issued, the changed prices will not be applied in the converted sales order.
● To continue click 'OK' when prompted to do so, or click 'No' to cancel.
● Multiple location users: specify the warehouse you want the order despatched from.
● The system performs a number of checks and displays a 'Conversion Summary' report.
Check the report, which you can print. After viewing the report (and making any required amendments), confirm that you want to proceed with the conversion.
● Confirm the order.
If the quotation is for a customer using a different currency than your base currency, then you must confirm the exchange rate to be used for the order. The default on the customer account will be displayed in the first instance. Changing the exchange rate does not change the prices on the order.
If the system is configured to generate order numbers automatically, then the system will retrieve and increment the next available order number. Otherwise, you must specify the order number to use.
If the system is configured to allocate stock during order entry, the stock will be allocated to the lines involving the stock.
The system marks the quotation as converted and the information is stored as an order. Prices and discounts on the order are marked as manually amended. The system updates the value held for the customer for outstanding sales orders.
The converted quotation is removed from the store of quotations. After conversion, the sales order is processed in the usual manner. You may access and amend the order details using the 'Amend Sales Order' routine. For more information see Amend orders on page 232.