SageForum for UK versions of Sage 50- Help and support.

Hi all,

Im new to sage and I have a problem with auto numbers for quotes, proformas and sales orders in sales order processing.

With auto number selected all three types are shown mixed up on the sales order screen and given sequential numbers regardless of if they are a quote, proforma or sales order eg quote 1, quote 2, sales order 3, sales order 4, proforma 5, sales order 6, quote 7 etc.

I would like quotes to have their own set of easily identifiable numbers as many quotes are not converted into sales orders e.g. : quotes start from 100000, sales orders start from 200000: so you would get quote 100001, 100002, 100003 sales order 200001,200002,200003 etc Is there a way of achieving this with auto number?

The reason I want to do this is that if all sales order are numbered sequentially then there is less chance for one to be missed out in between the quotes when it comes to scheduling, manufacture etc.

Im guessing people must deal with this problem everyday, so if if it is not possible to do this what is the standard Sage procedure to deal with the mixed up quotes, proformas and sales orders on the sales order screen?

I hope that I have explained OK what I want to do,

Thanks in advance!

Hi samba,

Unfortunately, this isn't possible.

The problem is that if you have set your Quotes to convert to a Sales Order (via Settings > Invoice & Order Defaults), they technically are already Sales Orders but in quotation form. You will notice that they show in the Quotations List as 'Ord' and also show in the Sales Order List as 'Qte' with the same number. So they are one and the same.

It's the same with converting Quotes to Invoices. In the Quotations List they will show as 'Inv' and 'Qte' in the Invoice List, again with the same number.

You CAN set Invoice start numbers and Sales Order start numbers from Settings > Invoice & Order Defaults but that's as close as you're going to get.

Hope this helps.