Quotes and Orders

Sales OrdersA Sales Order is a formal description of the items being sold to a customer. These may include products and services. The information on the SO will be passed on to the customer invoice and customer payment records. are used to communicate a firm's order to a customer. If, instead, a customer wishes to see the full terms of a potential sale but is not yet fully committed, a Sales QuoteA Sales Quote is used to provide a written sales proposal to a Prospect or Customer. If the customer elects to proceed, the quote can be easily converted to a full order. can be used, which contains all of the information necessary for a sales order, without leading to any of the inventory or financial transactions associated with a sale.

A quote can easily be converted to a full sales order if the customer elects to proceed.

Both use the standard format of a header record, which defines the general terms of the sales order, and a separate tab that contains line items for each of the products that are being sold.

How to create a Sales Order Video

Creating a Sales Order

To create a Sales Order, navigate to Sales > Transactions > Sales Orders. This will bring up the familiar grid view.

Create the Sales Order record in the usual way, using the button.

Once the header information has been entered, you will then enter the lines for the items that will be included in the sale. This is done using the Order Line tab. Lines are entered as usual using the + New button. To add multiple lines, use the green "Save and Add New" button on the lower right.

Typically these will be physical products, but it is also possible to specify service products that have no physical component, such as installation services.

Once all of the line items have been entered, use the DOCUMENT ACTION button on the SO record to complete it. You can then transmit the sales order to the customer.

Creating a Sales Quote

Creating a Sales Quote via a Sales Opportunity

To generate a Quote from a Sales Opportunity, all you need to do is select the appropriate tab on the Sales Opportunity record, and set the TARGET DOCUMENT TYPE to "Quote". (Note that you could also create a Sales Order in the same way, by selecting "Standard Order" as the document type.)

The format is the same as that for a sales order: A header record with order lines on the Order Line tab. Once all of the order lines have been entered, use the Sales Orders tab to go back to the main record. Scroll to the right, or using the edit window, click on the DOCUMENT ACTION button to complete the Quote. In the Document Action dialog box that comes up, the choice in this case will be "Complete".

Converting a Quote to an Order

If a quote is accepted and you wish to change it to a full Sales Order, select the record in the Sales Orders grid view (Sales > Transactions > Sales Orders), and use the RUN PROCESS menu to run the CovertQuoteToOrder process.

The system will create a .csv file that will contain any status messages or errors.

Note that the Internal Notes, Description and Payment Terms fields can be edited after the sales order has been completed.

Creating a Quote Directly

A Sales Quote can be created directly using the same process as that for a Sales Order. Navigate to Sales > Transactions > Sales Orders and create a new record, but for the DOCUMENT TYPE field, select "Quote" rather than "Standard Order".