Convert Quote Lines
Use the Convert Quote Lines
program to convert a quote to a contract or sales order.
Processing Notes
For Contracts: If all lines on the contract have been converted
to a sales order or to a contract then that option (either sales order
or contract) will not be available in the drop down box. If all lines
have been converted to both, then the conversion window will not display.
If the SO Static Use Contracts check box is not selected then the conversion
window will remain unchanged. If a contract has been created from a line
on the quote and there are no conflicts with other lines and no conflicts
with the contract's settings since the contract was created (for example
the contract is still active and not expired) then a prompt will appear
allowing the user to merge any quotes lines being converted now to that
existing contract --selecting the check box will add the new line (or
lines) to the existing contract, otherwise the quote lines will create
a new contract. If the merge check box is selected all other field for
contract conversion are disabled and ignored during the conversion. If
the user does not have the ability to review contracts then a check box
for creating the contract as approved
will not be available. Such a user will also not be presented the option
to copy a quote line to a contract that has already been reviewed. Any
contract created by such a user will be created as not
approved. The possible description will default to the customer
number, name, and the quote number. This can be changed.
Clicking the OK button will process the request. If a contract
is created then that contract number will display. If merging lines to
a contract then this alert will not show. A tally of lines that were converted
will display. If no lines were created then the following will tell the
user: (This can happen when selecting to convert only flagged quote lines
and no quote lines in fact were flagged.)
Field Descriptions
1. Convert Quote
Enter N - do not convert and skip to the end of the ending
routine, A -
convert all line-items to a sale or contract, or F - convert the flagged line-items to a sale or contract.
Press Enter
(CR) to default to N.
2. To
Indicate
whether you are converting the quote to a Contract
or a Sales Order.
3. If you selected A or F for the Convert quote to a Sales
Order option, complete the following:
Enter
Requested Date-- This prompt
is only displayed if A or F was entered at Convert Quote to a Sale? Enter the date the merchandise is requested
to arrive. Press Enter (CR) to default to the current date that displays ASAP
(as soon as possible).
When you convert a quote into a sales order,
the system recalculates the cost of each item to the current cost. For
items that contain a user-overidden cost, the system recalculates the
cost based on a setting on the Quotes tab of the SO Static Control F/M.
The setting allows you to indicate whether you want the system to recalculate
a user-entered item cost when the quote is imported to a new quote or
converted to a sales order.
When you convert a quote that contains inactive
items where the ordered quantity is greater than the available quantity,
you cannot backorder the inactive item. The system reduces the ordered
quantity to the available amount and posts the reduction to lost sales.
Enter
Job Number-- This prompt
only appears if the quote is being converted to a sale, the Use Job
Cost flag in the SO Static
Control Record is set to Y,
all lines are shipping from the initiating warehouse and the order is
not a direct shipment. If you are using job cost, enter a valid job number
and cost code. The job number must be for the selected customer (must
be active and not on hold) and warehouse. If you enter a job number, all
the line-items on the order are posted against the job in the Daily Sales
Register (once the work order is confirmed). Press Enter (CR) to initially default to NONE. Once the job number is entered and line-items are
entered, the job number may not be changed. Press F2 to search of job numbers.
Enter
Freight Method--The Document
Freight Method (Q/C) for this customer; this value defaults from AR
Customer Maintenance and is modifiable based on the Allow Method Change
checkbox on the Invoicing tab of AR Customer Maintenance. Based on the
setting, you can select from: Quoted Freight or Calculated Freight.
Enter
Quoted Freight--The
freight amount from the quote header;
you can modify this value.
Note: If the freight method is "Calculated
the Quoted Freight field will be blank and disabled. If the Sales Order
Static Control F/M setting for default freight in Order Entry is set to
"No" (unselected) then the freight in the Sales Orders From
Warehouse record will be set to zero. If it is "Yes (selected)",
then the freight will be calculated as it currently does and stored in
the Sales Orders From Warehouse record.
After
you complete this entry, the order number is then displayed. Press Enter (CR) to continue to clear the screen.
Create a suggested PO for the temporary or backordered units?-- This prompt
is only displayed if there are temporary items or backordered quantities
(including BOM components) on the quote if converting it to a sale. This field is not displayed if the customer is not allowed backorders as set in the AR Customer
F/M, if the IC Static Control F/M is set to allow over-commitments or
negative on-hand quantities, if this is a direct shipment, or a suggested
PO or a transfer has been done for this line-item.
You can select from the following options:
Y Create a suggested PO for this line-item.
N Do not create a suggested PO for this line-item.
.
4. If you selected A or F for the Convert quote to a Contract
option, complete the following:
Description
Enter the contract description.
Effective Date
Enter the effective date of
this contract price record.
Expiration Date
Enter the expiration date
of this contract price. When running this Remove
Contracts program, a cutoff date is entered and expiration dates up to
that cutoff are removed. On any date after the expiration date, the contract
price is not eligible for the price search program or in the sales order
entry programs.
Set Contract
as Approved
This check box will only be available if
you have the ability to approve contracts and it will default to checked
(meaning the contract is not yet reviewed)
Set Priority Contract
Select to indicate this contract is a priority
contract
Set convert fixed prices
and qty breaks
If the contract is for a specific
item and a specific UM, indicate whether the fixed prices and/or quantity
break prices for this item and UM should be used as the default to calculate
prices for other quantity break and/or fixed price UMs that do not have
contract prices set up. For example, a quantity break price is set up
for $5.00 EA for a minimum of 10 (10 EA /BX). If on the sales order 1
BX is sold the system would calculate a price of $50.00 BX. Or, a fixed
price is set for $1.00 EA , if there are 10 each per box, and a line is
entered on a sales order with a UM of boxes the system would calculate
a price of $10.00 BX.
Set each item pricing
comm% to quote line comm %
You can indicate this contract takes it item pricing commission percent from
the quote line.
Make contract specific
to customer ship to on quote
You can indicate this contract is specific
to the customer ship to address on the quote.
Make contract valid only
for items selling UM on the quote
You can indicate this contract is valid only for the item selling unit of measure
on the quote line.
5. Press Done to exit the screen when you are finished entering
with quote conversion.