How to Create a Quote in Sage 50?

Creating a quote in Sage 50 allows you to provide customers with pricing and product or service details before completing a sale. You can add customer information, items, quantities, prices, taxes, discounts, and other relevant details, then save, print, email, or convert the quote when the customer accepts it.

In this guide, we’ll discuss how to create, print, and edit a quote in Sage 50, along with common Sage 50 quotation issues you can encounter.

What Is a Quote in Sage 50?

A Sage 50 quote is a sales document that provides customers with proposed pricing for products or services before they commit to a purchase. When you create a quote in Sage 50, you can include customer details, items or services, quantities, unit prices, discounts, applicable taxes, terms, and the estimated total. A quote shows the customer the expected cost of the proposed products or services without recording the transaction as a completed sale or creating an invoice.

Businesses use a Sage 50 sales quote to present consistent pricing, document customer proposals, and maintain records of potential sales. You can edit the Sage 50 quotation if your needs change, and when you accept a quote, it can be made into the next appropriate sales transaction, which reduces duplicate data entry and keeps transaction information accurate.

What Information Do You Need Before Creating a Quote in Sage 50?

To create a quote in Sage 50, you need the customer or prospect ID, quote dates, item or service details, quantities, pricing, tax code, addresses, and delivery information. Here are the key details you should have ready before entering a Sage 50 quotation.

Customer and Quote Details

• Customer or Prospect ID: Select an existing customer or prospect record from Sage 50.
• Quote Number: Let Sage 50 assign the number automatically or enter your own reference, based on your setup.
• Quote Date: Enter the date you issue the quote.
• Good Through Date: Set the date during which the quoted prices are valid.
• Billing and Shipping Addresses: Verify both addresses before adding the quote details.

Products, Services, and Pricing

• Item or Service Code: Select the relevant inventory item or service record.
• Description: Include a clear description of the product, service, or custom charge.
• Quantity: Fill in the quantity of units or services needed.
• Unit Price: Enter the agreed price for each item or service.
• Discount: Enter any customer-specific or line-item discounts that apply to the quotation.

Tax, Delivery, and Sales Information

• Sales Tax Code: Choose a tax code that is appropriate for the customer and transaction.
• Ship Via: Specify the preferred shipping or delivery method.
• Sales Rep ID: Assign the salesperson who is responsible for this potential sale.
• Terms or Notes: Include any notes specific to the customer, as well as payment terms and delivery instructions.

Steps to Create a Quote in Sage 50

To create a quote in Sage 50, you go to the quotes window, choose your customer or prospect, enter details for the quote, add your products or services, review taxes and totals, and save. Here are the steps to create a quote in Sage 50 accurately and prepare it for printing, sending, or conversion.

1. Go to Tasks > Quotes/Sales Orders/Proposals > Quotes and open a new quote.
2. Select the appropriate Customer ID or prospect. Sage 50 automatically fills available customer defaults such as billing and shipping addresses, shipping method, payment terms, and sales tax information.
3. Enter the quote number according to your Sage 50 numbering setup. If automatic numbering is enabled, Sage 50 can assign the number based on your configuration.
4. Verify or enter the Ship To address, Customer PO, Ship Via, Terms, and Sales Rep details when applicable.
5. Add the required products or services with the relevant descriptions, quantities, item IDs, unit prices, sales tax status, and job information when applicable. Sage 50 provides separate standard templates for product and service quotes.
6. Enter or verify the sales tax ID and add freight charges when applicable.
7. Review all customer, item, pricing, tax, and quote details, then select Save or Print to record the quotation. 
8. When the customer accepts the quote, use the Convert option to turn it into a sales invoice, sales order, or proposal, depending on the options available in your Sage 50 edition.

Note: Saving or printing a quote does not normally post it to the general ledger. The accounting impact occurs when the quote is converted into the applicable sales transaction.

How to Print or Send a Quote in Sage 50?

You can print a quote in Sage 50 from the Quotes window, and you can also print or email one or more quotes using Reports & Forms. Sage 50 will also allow you to choose the type of quote form and filter which customer or prospect quotes to work with.

Print a Single Quote

1. Open the Quotes window and select the quote you want to print.
2. Click Print on the toolbar. Open the quote and select Print. Choose the appropriate quote form and adjust the print settings as needed.
3. Select the appropriate quote form and adjust the print settings, such as copies, when required.

Email or Send a Quote

1. Open the required quote in the Quotes window.
2. Use the available Email or Print/Email option to send the quotation electronically.
3. Make sure the customer record contains the correct email and delivery settings before sending. You can filter quotes by delivery method, which can be print, email, or both, in Sage 50.

Print or Email Multiple Quotes

1. Go to Reports & Forms > Forms and select Sales Orders and Quotes.
2. Choose the required quote form and click Preview and Print.
3. Apply filters for customers, prospects, dates, or other criteria.
4. Refresh the list, select the quotes, and click Print/Email.

How to Edit or Convert a Quote in Sage 50?

To edit an unconverted quote in Sage 50, open the saved quote, edit the necessary information, and save it; once the customer has approved the quote, you can convert it to the correct sales transaction. Here are the steps to edit a quote in Sage 50 and convert it into an invoice, sales order, or other supported transaction.

Steps to Edit a Quote in Sage 50

1. Open Tasks > Quotes/Sales Orders/Proposals > Quotes and select the quote you want to update.
2. Modify the required customer details, quantities, prices, line items, dates, or other quote information.
3. Review the updated details to ensure the quotation remains accurate.
4. Click Save to update the quote.
5. You can edit the quote while it remains unconverted. After conversion, the original quote may become view-only depending on the Sage 50 edition and transaction workflow.

Steps to Convert a Quote in Sage 50

1. Open the required quote from the Quotes window.
2. Click Convert to view the available options.
3. Choose the appropriate transaction, such as Sale/Invoice, Sale Invoice and Print Now, Sales Order, or Proposal, based on your Sage 50 edition and workflow.
4. Review the converted transaction and enter any additional information required.
5. Complete the conversion to create the new sales transaction.
6. Sage 50 retains the original quote number for reference, while the converted quote remains view-only.

Common Problems When Creating a Quote in Sage 50

Common Sage 50 quote problems usually result from incorrect pricing, item setup, tax details, or conversion settings that affect how quotations are created or processed. Here are the most common problems when creating a quote in Sage 50.

• Incorrect Item Pricing
• Wrong Inventory Item Classification
• Incomplete Product or Service Details
• Incorrect Tax or Freight Information
• Quote Conversion Not Available
• Converted Quote Cannot Be Edited
• “Quantity times unit price does not equal the amount”
• “This quote has already been converted”
• “Sales Order total allocated is less than…”
• “The customer must exist in your customer list”
• Customer or Prospect Not Available
• Quote Numbering Issue
• Quote Cannot Be Printed or Emailed
• Incorrect Quote Total

Best Practices for Creating Quotes in Sage 50

Following best practices for Sage 50 quotation helps you maintain accurate customer records, pricing, taxes, expiration dates, and transaction details while reducing avoidable errors. Here are the key best practices for creating accurate, consistent, and easy-to-manage quotes in Sage 50.

• Verify the correct customer or prospect record before creating the quote.
• Use the appropriate inventory or service item with current pricing and tax settings.
• Add clear descriptions and relevant terms so customers understand the quotation.
• Set a realistic Good Thru date based on your pricing validity.
• Use a consistent quote-numbering method based on your Sage 50 configuration.
• Use memorized transactions for repeat quotes, or use customized forms.
• Double-check the final quote for accuracy before sending or converting.
• Keep expired, rejected, and converted quotes organized.
• Remember that quotes do not post to the General Ledger until you convert them into the applicable sales transaction.

Final Words

You can create a quote in Sage 50 by opening the Quotes window, selecting the customer or prospect, entering the quote dates, adding products or services, checking pricing and taxes, and saving the Sage 50 quotation. You can then print or send the quote, edit it before conversion, and convert an accepted Sage 50 sales quote into a sales order or invoice when supported.

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