Billing an Accepted Proposal

To bill a proposal, open the Sales/Invoicing window, select the customer, then choose the open proposal you want to invoice. Once you specify the billing percentage or amount on the line items, you can print this invoice and have Sage 50 assign an invoice number, or you can enter an invoice number if the invoice was prepared manually and you will not print it from Sage 50.

1. From the Tasks menu, select Sales/Invoicing. Sage 50 displays the Sales/Invoicing window.

   Note: This procedure assumes you are using the predefined Standard template. To select a template, click the Layout toolbar button and choose the template you want to use from the pull-down menu. If you choose a customized template, please adjust the instructions below accordingly. Learn more about templates.

2. Enter or select the customer ID. To display a list of existing customers, type ? in this field, or select the Lookup button. You will receive a message notifying you that open, accepted proposals are available to be invoicClick OK..

3. Enter the invoice number in the Invoice # field if you are not going to print the invoice. Leave this field blank if you are going to print the invoice and Sage 50 will assign the next available invoice number for you when you print the invoice.

   Warning! If you will be changing terms, shipping information, and so on for this invoice, be sure to select the proposal before making your changes. The information on the proposal is entered into the fields on the Sales/Invoicing window and will overwrite any information currently in those fields.

4. From the Apply to Sales Order # drop-down list, select <View Proposals>. The tab name changes to Apply to Proposal No.

Note: The Apply to Proposal tab will appear automatically if the customer does not have any open sales orders but has open, accepted proposals.

5. Now, select the proposal number that you want to invoice from the same drop-down list. Sage 50 displays the items on the proposal in the line-item list and the Select Percentage to Bill window opens. Select the appropriate option and click OK to return to the Sales Invoicing window.

   The first four columns in the line-item list--the Item,Description, Proposal Amt, and Prev billed Amt--are gray, meaning you cannot edit them. To edit a proposal you must open it in the Proposals window.

   Depending on the choice you made on the Select Percentage to Bill window, Sage 50 will have completed the fields for each line item. If you selected Different percentages of line items, however, enter the Bill % or Amount for each line item that you want to bill. If you need to recall the Select Percentage to Bill window, click the Bill button.

6. If yours is an accrual-based company, you can select the accounts receivable G/L account for this potential sale. On financial statements this will be your accounts receivable asset account. If yours is a cash-basis company, this field will display <Cash Basis>.

   Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display the A/R Account field in this window. To modify the A/R account used for this transaction, you must select the Journal button.

7. Select the sales tax ID for this sale, if necessary.
8. Enter the Freight amount for the invoice.

Note: You must select The remaining percent to bill of the Proposal from the Select Percentage to Bill window if you want the freight amount from the proposal to transfer to the invoice.

9. If retainage should be withheld for this invoice, you can modify the retained amounts by selecting the Withhold Retainage tab. Note that you cannot change or add the Job ID here. It must be added to the original proposal.

10. If you have received a partial or full payment for this invoice at the time of the sale, select the Amount Paid at Sale link. Sage 50 displays the Receive Payment window, where you can enter receipt information.

    The Net Amount Due displays what the customer currently owes for the sale.

11. Select the Print or Email button if you want to print or email and save the invoice. Otherwise, click the Save button.

You can also use the Progress Billing feature to bill for accepted proposals.

1. Select Tasks > Select for Progress Billing. This will open the Select for Progress Billing - Filter Selection window.
2. Enter or select the appropriate As of date. It is important that you use the correct date here because all information that will be displayed in the Select for Progress Billing grid is date-sensitive. The system uses the As of date, job start and end dates, the proposal date, and dates of transactions for actual costs in determining which line items appear.
3. Select the range of Customer IDs and/or Job IDs in the upper section of the window.
4. Select the Percent of Proposal check box in the Display information for section of the window.
5. Check any other boxes that apply to your selections and click OK.
6. The Select for Progress Billing window appears, open to the Percent of Proposal tab and displaying proposal line items that meet the criteria you selected.
7. Enter the appropriate values in the Qty, Bill %, Total %, and/or Amount fields as you want. If you want to quickly enter the same percentage for all lines on a proposal, select the proposal in the grid and click the Bill button. The Select Percentage to Bill window opens. Select the option and click OK. Repeat this procedure for any other proposals in the grid.

Note: You must select The remaining percent to bill of the Proposal from the Select Percentage to Bill window if you want the freight amount from the proposal to transfer to the invoice.

8. Review the calculations and ensure that the Invoice column is checked for each line item that you want to bill. Tell me more about the fields that appear in the grid.
9. When you are ready, select Save, Print, or Email to save, print, or send the invoices created, and follow the steps to print or email the forms.
10. Once you have completed the routine, Sage 50 will create invoices for each line item (collected by customer and job) and will update proposal information and reports. These invoices can be edited in the Sales Invoicing window.