Operations Menu - Order

To convert a Quotation into an Order, select 'Order' from the Operations menu. You can do this from the 'Quotations: Browse' window (highlight a single Quotation in the list before selecting the function) or from the 'Quotation: New' or 'Quotation: Inspect' windows (you must save all changes to the Quotation using the [Save] button before you can create the Order).

A new record will be created in the Order register (in the Sales Orders module). It will be opened in a new window entitled 'Order: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

Virtually all the information entered for the Quotation is transferred to the appropriate fields of the Order, reducing the typing load and minimising the risk of error. Any information entered to the Quotation Class field will be transferred to the Order Class field if you are using the Transfer Quotation Class to Order option in the Order Settings setting (Sales Orders module). The Planned Delivery field of the Order can have its value determined by the Planned Delivery field of the Quotation or, if this is blank, by the Days to Delivery field on the 'Del' card of the Quotation. The former alternative will be used when it is necessary to schedule delivery for a fixed date, while the latter will be used for deliveries that are to be made a certain number of days after the Order Date.

There is no restriction on the number of Orders that can be created from a single Quotation record, but no Order will be created if the Quotation has been Closed or Rejected. Also, no Order will be created if there is no valid record in the Number Series - Sales Orders setting (in the Sales Orders module). This might be a fault in the setting itself, or it might be because the default Order Number on the 'Ser Nos' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. If a change is made to the 'Ser Nos' card of the Person record, you will need to quit Hansa and restart for it to take effect.

Please click here for a full description of the Order screen, including detailed information about issuing Deliveries and raising Invoices.

To close the screen, click the close box. You will be asked if you would like to save any changes that you may have made.

The Order Number will be copied to the 'Del' card of the Quotation: it will become visible when you re-open the Quotation, and will also be shown in the 'Quotations: Browse' window.