Convert a Quote to an Order
There are three methods available for converting Quotes to Orders:
- Convert the quote into a single sales order.
- The original Quote is not saved using this method.
- Generate multiple Orders from a single Quote.
- The original Quote is saved using this method.
- This process is useful if you have Clients who frequently order the same (or a similar) set of Products.
- Use a Release Date to automatically convert the Quote to an Order.
- The original Quote is not saved using this method.
- Any changes made to line items (qty, pricing, added/deleted lines, etc.) will become part of the order. The order is then processed following normal procedures.
- One benefit of this option is reducing the number of records in the client history since a single Sales Document is being used to process the quote, the order and the invoice.
- One drawback is the quote is not retained intact for future use. If a change is made after the order number is generated, reporting on the original quote details is lost.
1.1. Create a quote
To begin, you will need an existing quote that has been entered and saved.
1.2. Change the document type
To create an order from this quote, change the Document Type from Quote to Order. AcctVantage will assign an Order Number to the record.
1.3. Review the Order
This document has now been converted into an Order. The system has assigned an Order Number and the original Quote Number is still visible.
You can now proceed with your normal workflow for processing sales orders.
First, you'll need to enable the Marked column to appear on your Sales Document Detail view. Click the Setup link below.
This only needs to be done once.
- Navigate to Administration ➤ System Configuration.
- Select the Line Items tab.
- Click the Edit Detail Column Configuration button for Sales Document Detail/Line Items.
- Highlight the Marked column then click in both Visible and Enterable columns.
- Click OK twice to save the setting.
2.1. Create a Quote
To begin, you will need an existing quote that has been entered and saved.
Click the marked column to place a check on each line that will be included on the new sales order.
2.2. Convert the Quote to an Order
Change the Document Type drop-down to Order.
You will be prompted to retain all items on the order or just the marked items. In the example below, we selected the option for Marked line items.
- All: The system will create an order which contains all of the line items from the quote.
- Marked: The system will create an order which only contains the line items that have an X in the marked column.
2.3. Review the Order
A new Order has been created with only the marked line items. The system has assigned an Order Number, the original Quote Number is still visible and the original Quote is still intact.
You can now proceed with your normal workflow for processing sales orders.
You can modify the original Quote and it will always remain intact as long as at least one line item is checked in the Marked column.
This feature is especially useful for seasonal sales and pre-orders. If a Client has committed to a purchase, but does not need delivery until a later date, this process will ensure the Order is processed in a timely manner without reserving inventory earlier than necessary.
Create a quote as instructed above. Enter the Release Date and enable the Auto-Release Order setting.
When the auto-release setting is enabled, the system will automatically convert the quote to an order on the indicated date as part of the Once Daily Update routine. At this time, the inventory will be reserved for the new order.
The Release Date setting can be used as a reporting tool even if the auto-release setting is not enabled.
