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This text refers to program version 8.4  

Create Menu - Quotations - Order

This page describes the 'Order' function on the Create menu in the Quotation record window. If you are using iOS or Android, the 'Order' function is on the + menu.

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You can create an Order from a Quotation using the following methods:

• Highlight the Quotation in the 'Quotations: Browse' window and select 'Order' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). If you are using iOS or Android, you can highlight a Quotation by searching for it. The new Order will be opened automatically for checking and approval.
  

• Open the Quotation in a record window and again select 'Order' from the Create or + menu. Save any changes you have made to the Quotation before selecting the function. Again, the new Order will be opened automatically for checking and approval.
  

• If you are using the Workflow Overview, you can create Orders from Quotations by dragging the Quotations into a column containing Orders. In this case, the new Orders will not be opened automatically for checking and approval, but you can open them immediately from the Workflow Overview.

If you created the Order by selecting 'Order' from the Create or + menu, the new Order 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 in the Quotation will be transferred to the corresponding fields in the Order, reducing the typing load and minimising the risk of error. The Quotation Class will be transferred to the Order Class field in the Order 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 on the 'Del. Terms' card of the Quotation or, if this is blank, by the Days to Delivery field on the same card. You may tend to use the former alternative when you need to make a Delivery on a specified date, while the latter allows you to schedule the Delivery so that it takes place a certain number of days after the Order Date.

There is no restriction on the number of Orders that you can create 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 'Number Series' 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. In a single-user system only, if you change any field on the 'Number Series' card of the Person record, you will need to quit and restart for the change to take effect. If you change a field in the Number Series Defaults setting, you will need to quit and restart in a single-user system and on your client machine in a multi-user system.

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

To close the Order window, click the close box (Windows/Mac OS X) or tap < (iOS/Android). 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. Terms' card of the Quotation: it will become visible when you re-open the Quotation, and will also be shown in the 'Quotations: Browse' window. The Status of the Quotation will be changed to Accepted automatically, and the Probability will be set to 100%. The current date will be placed in the Decision Date field if that field was empty.

The Quotation and the Order will be connected to each other through the Link Manager facility. This allows you to open the Quotation quickly and easily when reviewing the Order, or to open the Order from the Quotation.

If you need Quotations to pass through an approval process before you can create Orders from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Quotation window for brief details about the approval process and here for full details.

You can use Access Groups to prevent certain users from creating Orders from Quotations. To do this, deny them access to the 'Order from Quotation' Action.

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The Quotation register in Standard ERP:

• Introduction
  

• Entering a Quotation
  

• Controlling Prices in Quotations
  

• Inspecting and Changing Quotations
  

• Printing Quotations
  

• Operations Menu
  

• Create Menu, including:
  
  • Order
    

  • Invoice
    

  • Workflow Activity
    

  • Email
    

  • Project
    

  • Project Budget
    

  • Work Sheet
    

  • Credit Agreement
    

  • Add Customer
    

  • Add Item
  
  
• Row Menu

Go back to:

• Home page for Quotations module manual
  

• Home page for Standard ERP manual

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