How to Convert a Quote to a Sales Order in Sage 50 US?

When a customer accepts a quote, you can convert it directly into a sales order in Sage 50 US instead of re-entering the transaction details manually. The conversion carries the relevant quote details into the sales order, which can then be used to manage fulfillment and shipments before invoicing.

In this guide, we’ll explain how to convert a quote to a sales order in Sage 50 US, what happens to the original quote, what information carries over, and how to resolve common conversion issues.

What Is the Difference Between a Quote and a Sales Order in Sage 50 US?

In Sage 50 US, a quote is an estimate for a potential sale, while a sales order records the customer’s accepted order and can be used to manage fulfillment before invoicing. Sage 50 US does not post a quote to the general ledger. When you apply the sales order items to an invoice and post the invoice, Sage 50 US records the sale in the general ledger. Here are the key differences between a quote and a Sage 50 US sales order.

Feature	Quote	Sales Order
Purpose	Provides estimated pricing, products or services, quantities, and terms.	Records the customer’s accepted order for fulfillment.
Sales stage	Used before the customer confirms the purchase.	Used after the customer accepts the quote.
Customer commitment	Represents a potential sale.	Represents a confirmed customer order.
General ledger	Does not post the potential sale to the general ledger.	A quote and sales order do not represent a posted sale in the general ledger. The sale is recorded when the applicable invoice is posted.
Inventory	Represents a potential sale and does not complete the sale.	Helps manage items that need to be shipped, including partial shipments.
Order tracking	Tracks potential customer purchases.	Tracks confirmed orders before invoicing.
Billing	Can be converted to a sales order or sales invoice.	Can be applied to an invoice when the customer is billed.
Typical workflow	Quote> Customer approval	Sales Order > Shipment > Invoice

What Should You Check Before Converting a Quote to a Sales Order in Sage 50 US?

Before converting a quote, verify the customer, items, quantities, prices, shipping information, and other transaction details. Also, make sure the quote is saved and has not already been converted. Here are the things to check before you convert a Sage 50 quote to a sales order.

What to Check	What to Verify
Customer	Confirm the correct customer ID and customer information.
Quote status	Make sure the quote is available for conversion and has not already been converted.
Items	Verify the item IDs, descriptions, and quantities.
Prices	Check the quoted unit prices and applicable discounts.
Sales tax	Verify the sales tax information on the transaction.
Shipping	Check the Ship To address, shipping method, and Ship By information when applicable.
Customer PO	Confirm the customer’s purchase order number if applicable
Terms	Review the payment terms associated with the customer or quote.
Inventory	Check item availability if the order includes inventory items.
Quote number	Keep the quote number available for transaction tracking.

Steps to Convert a Quote to a Sales Order in Sage 50 US

To convert a quote to a sales order in Sage 50 US, open the saved quote from the Quotes list, select Convert, choose Sales Order, and confirm the transaction. Here are the steps to convert a Quote to a Sales Order in Sage 50.

1. Open Tasks in Sage 50 US.
2. Select Quotes/Sales Orders/Proposals.
3. Select Quotes from the submenu.
4. In the Quotes window, click List.
5. Select the quote you want to convert.
6. Open the selected quote.
7. Click Convert. Sage 50 US opens the Convert Quotes window.
8. Select Sales Order.
9. Review the sales order number. Sage 50 US displays the next available sales order number and assigns it when you complete the conversion.
10. Review the customer, items, quantities, prices, taxes, shipping information, and other order details.
11. Make any necessary changes to reflect the customer’s approved order.
12. Complete the conversion as prompted by Sage 50 US.
13. Open the resulting sales order and verify the information before proceeding with fulfillment.

Note: Depending on your inventory settings, Sage 50 US may check item availability and display an out-of-stock warning when the ordered quantity exceeds the quantity on hand.

What Information Transfers from a Quote to a Sales Order in Sage 50 US?

When you convert a quote to a sales order in Sage 50 US, the quote number is retained for reference, and the resulting sales order carries the relevant transaction details needed to process the order. The available fields can vary based on the sales order template and company configuration.

• Customer information
• Ship To information
• Items and descriptions
• Quantities
• Unit prices
• Sales tax information
• Shipping details
• Customer purchase order information
• Payment terms
• Quote reference

The exact fields available can vary according to the sales order template and company configuration.

Note: After you convert a quote to a sales order in Sage 50 US, the original quote remains available for viewing but can no longer be edited. Sage 50 US marks the quote as converted and disables the Save, Print, Convert, Email, and Delete buttons.

Common Sage 50 US Quote to Sales Order Conversion Problems and Solutions

If you cannot convert a quote to a sales order in Sage 50 US, first check whether the quote has already been converted, whether you opened the correct quote, and whether the transaction contains the information required for the order. Here are the common Sage 50 US quote-to-sales order conversion problems and solutions.

Problem	Solution
The convert option is unavailable	Open the quote from the Quotes list and verify that the transaction has not already been converted.
The quote has already been converted	Check the Quotes list for the converted status. A converted quote cannot be edited or converted again.
Wrong quote selected	Return to the Quotes list and open the correct customer quote before selecting Convert.
Sales Order option is unavailable	In the Convert Quotes window, select Sales Order as the conversion type.
Sales order number issue	Review the SO # assigned by Sage 50 US and make sure it does not duplicate an existing sales order number.
Inventory warning appears	Review the quantity on hand and the quantity required for the sales order. An inventory warning does not necessarily prevent the sale.
Order details are incorrect	Review the customer, items, quantities, prices, taxes, shipping information, and other details before completing the conversion.
The original quote was deleted unexpectedly	Check whether the sales order created from the quote was deleted. If you delete a sales order created from a quote, Sage 50 US may display a warning about the associated quote. Review the warning carefully before confirming the deletion.

Best Practices for Converting Quotes to Sales Orders in Sage 50 US

Here are the best practices for converting quotes to sales orders in Sage 50 US, from reviewing the approved quote to confirming and fulfilling the converted order.

• Confirm the customer has approved the quote.
• Verify item quantities, prices, discounts, and taxes.
• Check shipping and customer PO information.
• Review inventory availability where applicable.
• Compare the converted sales order with the approved quote.
• Review the sales order before fulfillment or invoicing.

Final Words

You can convert a quote to a sales order in Sage 50 US by opening the saved quote from Tasks → Quotes/Sales Orders/Proposals → Quotes → List → Select the quote → Convert → Sales Order. Sage 50 US retains the original quote reference, makes the converted quote view-only, and creates a sales order that can be used for fulfilment before invoicing.

Before completing the conversion, verify the customer, items, quantities, prices, taxes, shipping details, inventory availability, and sales order number. Then review the resulting sales order to ensure it accurately reflects the customer’s approved order.

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