Use these fields to convert a quote to a contract or sales order.
1. Convert Quote
Specify 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 (using the Toggle Orders Flag or Toggle Contract s Flag) to a sale or contract. Press Enter 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? Specify the date the merchandise is requested
to arrive. Press Enter to default to the current date that displays ASAP
(as soon as possible).
Tips:
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-overridden 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 back order 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 to initially default to NONE. Once the job number is entered and line-items are
entered, the job number cannot 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
check box 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 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 back-ordered quantities
(including BOM components) on the quote if converting it to a sale. This field is not displayed if the customer is not allowed back orders 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 these 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 this information.
Description
Specify the contract description.
Effective Date
Specify the effective date of this contract price record.
Expiration Date
Specify 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. Click Done to exit the screen when you are finished entering with quote conversion.