Enter a Service Sales Quote

How Do I...

To enter a quote that uses descriptive service items (does not require item quantities or use inventory), follow these steps:

From the Tasks menu, select Quotes/Sales Orders/Proposals; then select Quotes from the submenu.

In the Quotes window, select the Layout toolbar button, and choose the predefined Service template from the pull-down menu.

Note: This procedure assumes you are using the predefined Service template. If you choose a customized template, please adjust the instructions below accordingly. Learn more about templates.

Enter or select the customer ID. To display a list of existing customers, type ? in this field, or select the Lookup button. To add a new customer, type + or double-click the field, which displays the Maintain Customers/Prospects window.

When the customer is selected, Sage 50 supplies the customer default information, including billing and shipping addresses, sales account, shipping method, payment terms, and sales tax ID.

Leave the Quote # field blank if you want Sage 50 to print the quote. Sage 50 will increase the quote number by one when it is printed. Otherwise, enter a quote number or other reference number. (If you print the quote with a quote number assigned or print it again later, the invoice will have the word DUPLICATE on it.)

Enter the date of the quote if it is different from the displayed date. Then, enter the date that the quote will expire.

If you have entered a default shipping address in the customer's record, the first shipping address will appear on the sales quote. You can select another shipping address from the choices available in the Ship To drop-down list, or manually enter another address in the Ship To fields.

If you have entered a default P.O.# in the customer's record, it will appear on the quote. If not, you can enter the customer's purchase order number now or change the default to any other piece of information that will identify this quote to the customer.

If you have entered a default shipping method in the customer's record, it will appear. You can select the Ship Via button if you want to select a different shipping method. You can also enter a ship date.

Sage 50 uses the default terms you have entered for the customer, but you may want to select the Terms button to change the default discount dates or amounts for this quote. When a receipt that qualifies for an early-payment discount is applied against the invoice, Sage 50 will calculate the discount.

If you entered a default sales representative in the customer's record, it will appear. Otherwise, select the code of the sales representative, if applicable.

Enter the information for each service you intend to provide on the quote on a separate line, including the description, sales tax status, amount (the number of decimal places is selected in Global Options), and job information (if applicable).

The default G/L sales account that appears for each line item is based on the customer sales account default or the item ID selected. To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display G/L Account fields in this window. To modify G/L accounts used for this transaction, you must click the Journal button.

Continue entering line items until you have entered them all.

If yours is an accrual-based company, you can select the accounts receivable G/L account for this potential sale. On financial statements this will be your accounts receivable asset account. If yours is a cash-basis company, this field will display <Cash Basis>.

Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display the A/R Account field in this window. To modify the A/R account used for this transaction, you must click the Journal button.

Click Attach to add documents and pictures to the quote. Learn More

Select the sales tax ID for this sale.

If you intend to charge freight for shipping this order, include an amount in the Freight field.

At the bottom left corner of the window, the selected customer's balance, credit limit, and credit status is displayed. You can click the arrow button to the right of the customer balance to display the current Customer Ledgers report for this customer.

Select the Print button if you want to print and save the quote. Otherwise, click the Save button.

Note: Quotes are not posted to general ledger. When you convert the quote to an invoice, the sale can be posted to the general ledger. Quotes can also be converted to sales orders, but again you must invoice the customer to actually post the sale.

Enter a Service Sales Quote

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