A few queries regarding converting quotes to orders

[caroldavies1969]

In the past we have raised quotes using other methods and used Sage from the Sales Order stage onwards. We are now starting to use the Quotation system within Sage but have found some strange things happen when we convert a Quotation to a Sales Order.

1. When we first started using the quotation system, we found that Sage skipped the Sales Order stage and went strange to Invoice stage. We have now rectified this using the Settings menu and changing the "Invoice and Order Defaults" option to "Convert Quotes to Sales Orders" instead of "Convert Quotes to Invoices". However, if we now want to print the quotation, we find that we don't have the Quotation template available, infact a much smaller list of available templates is shown. Why is this and what do we need to do to allow us to have the Quotation template visible?

2. When we generate a quotation, Sage is automatically numbering the quotation from the Invoice number sequence. For example, if the last invoice number used was 12345, the next quotation would then be numbered 12346. This seems strange, we would assume that the sequence of numbers for quotations should come from a separate list to the invoice sequence. Please can you help us understand this.

Any help you can give, will be very much appreciated.

Our version of Sage is 18.1.0.20 and the version of Report Designer is 1.3.2011.25. We are using Windows 7 Pro, 64 bit.

[brucedenney]

Quotations are a Type of Invoice or a type of Sales Order (this is what you are switching between when you change the type) which you can not process until converted.

The layout you were using was an Invoice layout, because your quotes were "Invoices" now your quotes are "Sales Orders" so you need to create a layout in Sales Orders.
You normal Sales Order/ Invoice Layouts should work, the "Sales Order" or "Invoice" text being replaced with "Quotation"

The sequence numbers will follow Sales Order / Invoice numbers because that is what they are.

[caroldavies1969]

Thanks Bruce for the explanation, is there a simple way to create the new "quotation/sales order template" using the template that we have already created? In other words, can all the information effectively be copied and pasted, or whatever the correct terminology is within Sage?

Many thanks
Carol

[brucedenney]

No.

The tables and fields used by the templates are different, all the layouts are stored in one directory for all modules, there is a flag in the file to identify which module it appears in.
This is why layouts can be slow to load if you have a lot of layouts Sage has to open every single layout to see if it should be displayed.