- From the Tasks menu, select Quotes/Sales Orders/Proposals; then select Quotes from the submenu.
- In the Quotes window, select the List toolbar button, and select the quote you want to convert to an invoice or sales order.
- When the quote is displayed, select the Convert button. Sage 50 displays the Convert Quotes window.
- Choose what you want to convert the quote to. You have four choices:
- After you select the option you want to use, click OK, and the quote is converted and the accounting information is updated.
Sale/Invoice
The quote will be available for editing on the Sales/Invoicing task window. If you have an invoice number for this quote already and will not print the invoice, enter it in the Invoice # field. You can also leave the Invoice # field blank so you can print the assigned number later.
Sale/Invoice and Print Now
This option allows you to convert the quote to an invoice and immediately print the invoice. Sage 50 opens the standard windows for selecting the invoice form you want to use and provides you with the starting invoice number.
Sales Order
This option allows you to convert the quote to a sales order, so you can send partial shipments of items on the quote if, for example, some of the items on the quote are not in stock. Sage 50 will display the next available sales order number and assign it when you convert the quote.
Note: When you convert a quote to a sales order, Sage 50 checks available inventory to fill the sales order. If the quantity on the sales order exceeds the quantity on hand, a warning is issued (only if the Warn if inventory item is out of stock box on the Maintain Global Options window is selected). This does not prevent you from selling the item, it just warns you that there is not enough of the item to complete the sales order.
Proposal (Sage 50 Premium Accounting and higher)
This option allows you to convert the quote to a proposal, so you can bill the customer for the items on the proposal. Sage 50 will display the next available proposal number and assign it when you convert the quote.
Note: If you delete a sales invoice, sales order, or proposal that originated from a quote, Sage 50 will delete the original quote as well. However, you will get a warning message and you can cancel out if you want. However, the quote will be retained in the following case: if a sales invoice is deleted, but the quote was converted to a sales order or proposal first. In this case, the sales order or proposal will be retained, and thus, the quote will be retained as well.
When you convert a quote, the quote number is retained for reference. You cannot edit the quote in the Quotes task window, but you will be able to see what the original quote number was and view the original quote from the new task window. The Save, Print, Convert, Email, and Delete buttons will be disabled.
Tip: You can see what type of transaction a quote was converted to on the Quotes List. Click the List button on the Quotes window or from the main Sage 50 menu, go to Lists>Customers & Sales>Quotes.