Create sales quotes

A sales quote offers goods or services at defined prices and terms. Strictly speaking, it is not an accounting transaction and has no financial or inventory impact. It does not involve actual provision of services, movement of inventory, or payment of money. In fact, it is not really necessary at all, but can be used for a variety of purposes:

  • Quoting prices in advance of receiving an order
  • Documenting estimates in support of requests for deposits
  • Providing pro forma invoices for import/export clearance

If a sales quote is accepted by the customer, it can be converted to a purchase invoice, purchase order, sales order, sales invoice, or delivery note.

Enable the Sales Quotes tab

Before creating a sales quote, enable the Sales Quotes tab. Below the left navigation pane, click Customize, check the box for Sales Quotes, and click Update:

Manager allows sales quotes to be created in three different ways:

  • Standard method
  • By cloning
  • From sales invoices

Standard method

In the Sales Quotes tab, select New Sales Quote:

Complete the sales quote form:

  • Issue date will be prepopulated with today’s date. This may be edited.
  • Reference is optional and may be used for internal or external sequences. If the box within the field is checked, Manager will number the transaction automatically. The program will search for the highest number among all existing sales quotes and add 1.
  • A previously defined Customer can be selected from the dropdown list.
  • If a customer is selected, Billing address will autofill.
  • An overall Description of the quote is optional.
  • Line items can be entered semi-automatically by selecting inventory or non-inventory items in the Item field. Or they can be entered manually. Tax codes can be selected.

Near the bottom of the screen are checkboxes for various options. Additional fields appear when some options are checked; likewise, some options disappear when others are selected:

  • When the Discount box is checked, options appear for Percentage or Exact amount. The discount entry must be made line item by line item.
  • The Hide total amount box allows you to include several options in a quote without displaying a total higher than any option the customer might choose. When this option is checked, all tax codes will be ignored.
  • A box can be checked to indicate Amounts are tax inclusive. This box disappears if the preceding box is checked.
  • You can Round off the total, choosing Round to nearest or Round down.
  • A Custom title can be entered. Possible alternatives include: Pro Forma Invoice, Proposal, Sales Quotation, Bid Sheet, or Sales Offer. To change the title, check the box and enter your preferred choice. (Alternate titles set under Form Defaults will appear on new sales quotes, but may also be edited.)
  • A Custom theme can be selected if any theme besides the default is active.

Click Create when finished.

While sales quotes can be prepared for customers already defined in the Customers tab, they can also be created without first defining a customer. This is helpful when acceptance of the quote is doubtful, preventing unnecessary clutter in the customer database.

To create a sales quote for an entity not in your customer list, leave the Customer field blank. Enter the potential customer’s name as the first line in the Billing address field. It will appear on the finished sales quote in the same position as if a defined customer had been selected.

Be aware, however, that if the sales quote is copied to a sales order or sales invoice, no customer or address will carry forward. You will have to define the customer before other transaction forms can be created.

Northwind Traders sends a sales quote to Bottom-Dollar Markets for crab meat. No taxes are indicated. (These can be added, if necessary, to any resulting sales invoice.) Nor is a discount offered. But the amount is rounded down. Northwind has also added a custom field to its sales quotes, named Notes:

The same quote could offer untotaled options:

By cloning

Repeat sales quotes can be easily prepared by cloning previous ones. While viewing a similar sales quote, click Clone. The new sales quote need not be identical to the previous one or even to the same customer. Anything can be edited or added:

From sales invoices

If a customer places an order similar to a previous sale, a sales quote can be generated from a prior sales invoice. Note, this may be backwards from the normal workflow of sales quote sales order sales invoice, but perfect for a situation where the customer wants updated pricing for the same thing purchased last time.

While viewing the prior sales invoice, select New Sales Quote from the Copy to dropdown box:

From sales orders

A sales quote can also be generated from an existing sales order. This option may be useful when a customer modifies an ongoing job for which you already have a sales order in your system, but needs a formal quote for approval purposes.

While viewing the existing sales order, select New Sales Quote from the Copy to dropdown box:

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