Order Manager: Turn quotes into orders

Inventory, Invoice/Quote, Knowledge Base, Process | ID: 28486

When a quote becomes an order, the item quantities and prices are fixed. This ensures that a customer always receives the quoted price for an order item, but that this price is only good for the quoted amount. If additional amounts of an order item (beyond the quoted quantity) are added to an invoice at the time of purchase, the current price will be used.

This article provides instruction and information on the following:

Account Info 

If a customer has an quoted order pending, the Account Info window opens on the bottom ribbon of the Invoice/Quote module. Press F6 Recall Transaction to open the quoted order.

Account Info message
Figure  1: Account Info message

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Turn a quote into an order

To create an order from a quote:

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, select F6 recall Transaction.
  3. In the Recall Transaction window, enable Quote – Order.
  4. Check Show for all customers.
  5. Highlight the order and press F12 Recall.
  6. On the bottom ribbon of the Invoice/Quote tab, click F5 Order Manager.

F5 Order Manager
Figure 2: F5 Order Manager

The tab name will change to Order Manager, and all items on the original quote will become order items. An order item shows the original order amount and will track the number of items sold (Buy Down order). To complete the transition from quote to order, you must sell at least one item. If you are not ready to make a sale, make no changes and close this view. The quote will remain so you can make the transition to an order later.

Modifying a Managed Order

There are two ways to modify a Managed order:

Adding items to a Managed Order

Items can be added to a managed order by right-clicking on an item(s) added below the Items below this line are not part of the managed order note. This moves the added item(s) to above the note with a quote quantity equal to the quantity that had already been input for that line to be sold.

To add items to a managed order:

  1. On the bottom ribbon of Paladin’s Invoice/Quote module, press F6 Recall Transaction.
  2. On the top of the Recall Transaction window, enable Quote – Order.
  3. Highlight the transaction and press F12 Recall.
  4. On the bottom ribbon of the module, press F5 Order Manager.

The Order Manager tab opens with the Items below this line are not part of the managed order note on the bottom line of the invoice.

  1. Select F8 Checkout.
  2. Select F1 Cash. 

Note: No money is being collected or charged. The quote is saved as a managed order.

  1. Press F6 Recall Transaction.
  2. On the top of the Recall Transaction window, enable Quote – Order.
  3. Highlight the transaction and press F12 Recall.

Note: The note previously added is shown.

  1. Enter an item number in the Part Number box.
  2. Right click on the item and select Add Managed Item. 

Note: Multiple items can be selected. 


Figure 3: Add Managed Item selection

The item(s) is moved to above the Items below this line are not part of the managed order note, and a note stating items were added, and by whom, is added above the addition(s).


Figure 4: New managed Order Items Added note

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Modifying a quoted quantity

In Paladin Configuration’s Invoice (Store) tab, when Automatically Put Items ON HOLD When In Order Manager is NOT enabled, items in a managed order can have their quoted quantity modified via the right-click menu. This prompts the user to input a new quantity, greater than the amount already sold, or reduce the quoted quantity to equal the amount sold (or 0). Users will also be able to use F3 Delete to remove an item from the order.

To disable Invoice (Store) -> Automatically Put Items ON HOLD When In Order Manager:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Invoice (Store) tab.
  3. Scroll to the bottom of the tab, then uncheck Automatically Put Items ON HOLD When In Order Manager.
  4. Click Save, then click Close.


Figure 5: Automatically Put Items ON HOLD When In Order Manager

Once Automatically Put Items ON HOLD When In Order Manager is disabled:

  1. In the Invoice/Quote module, press F6 Recall Transaction.
  2. On the top of the Recall Transaction window, enable Quote – Order.
  3. Highlight the transaction and press F12 Recall.
  4. Right click on the item and select Edit Quote Qty. 


Figure 6: Edit Quote Qty

The opens Modify Quote Quantity window opens.


Figure 7: Modify Quote Quantity

  1. In the New Quote box, input a new quantity, greater than the amount already sold, or reduce the quoted quantity to equal the amount sold (or 0). 
  2. Click OK.

The update, either add or remove item, shows on the item line.


Figure 8: Quantity update shown on item line

To delete an item from the managed order:

    1. Right click the item and select Delete Line Item (F3), or
    2. Press F3.

The Cancel Quote Items window opens 


Figure 9: Cancel Quote Items

  1. Click OK.

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Putting an order in On Hold status

To change a quote to an order and put unsold items to On Hold status:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Invoice (Store) tab.
  3. On the bottom of the Invoice pane, check Automatically Put Items ON HOLD When IN Order Manager.

Automatically Put Items ON HOLD When IN Order Manager
Figure 10: Automatically Put Items ON HOLD When IN Order Manager

Important: Once enabled, this should not be undone/unchecked as reversal will negatively impact inventory.

  1. Click Save, then click Close.
  2. In Paladin, on the top ribbon, select the Invoice/Quote module.
  3. On the bottom ribbon of the module, select F6 recall Transaction.
  4. In the Recall Transaction window, enable Quote – Order.
  5. Check Show for all customers.
  6. Highlight the order and press F12 Recall.
  7. On the bottom ribbon of the Invoice/Quote tab, click F5 Order Manager.

When in Order Manager, customers can purchase items (Buy Down), and when done, the quote will be saved as an order. If all items are not purchased, they will show as On Hold in the Inventory module.

Inventory On Hold
Figure 11: Inventory On Hold

If you click on the On Hold magnifying glass, the Qty On Hold window opens, and the order with these item on hold is available to open in Excel.

Qty On Hold window
Figure 12: Qty On Hold window

  1. Click on View in Excel to create the worksheet.

Excel worksheet
Figure 13: Excel worksheet

When you recall the transaction, in the Recall Transaction window, the status of the order will show a green checkmark under Order.

Recall Transaction window/Order Status
Figure 14: Recall Transaction window/Order Status

If customers do not purchase items, and you want to change the quote to an order with On Hold status, cancel out of the quote The Order Not Saved message shown in Figure 9 opens.

Order Not Saved message
Figure 15: Order Not Saved message

By clicking Yes, the quote is now saved as an On Hold order and can be recalled in Order Manager.

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Recall the order to view and sell items

To recall an order after it is created:

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, click Recall Transaction.
  3. In the Recall transaction window, select Quote – Order.
  4. Check Show for all customers.
  5. Active orders are identified by a green checkmark In the Order column.
  6. Highlight the order and click F12 Recall.

Recall transaction window/Active Order checkmark
Figure 16: Recall transaction window/Active Order checkmark

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Order tools

When you open an order, three tools appear on the bottom ribbon.

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F4 Displaying Open | All tool

When you click F4 Displaying Open | All, you can switch your view between a list of all order items and a list of items that have not been fully sold. For example, in the Displaying Open view, only items with a Sold quantity less than the Quote quantity are shown.

Displaying Open option
Figure 17: Displaying Open option

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F5 Item History 

When you highlight an order item that has been partially or fully sold (Sold quantity greater than zero), the Item History feature becomes available. Click F5 Item History to open an Order History window that contains the item’s sale history for that order.

Item History option
Figure 18: Item History option

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F6 Auto-fill Quantity 

When you highlight one or more order items that have not been fully sold, and click F6 Auto-fill Quantity, the Quantity value will be set to each order item’s unsold amount. In Figure 13, the highlighted item has a Quote value of 20 and a Sold value of 2. Therefore, the Auto-fill Quantity feature set the current sale Quantity to 18 (the remaining number of items that can be purchased at the order price).

If you manually enter an order item quantity that exceeds the unsold order amount, the quantity is automatically reduced to the unsold number.

Auto-fill Quantity option
Figure 19: Auto-fill Quantity option

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How to delete an Order – Quote

When all order items are purchased, the original order is deleted. If the customer has completed their purchases from the order, and some unsold items remain, you can manually delete the order. 

  1. In Paladin, from the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, click Recall Transaction.
  3.  In the Recall Transaction window, and select Quote – Order.
  4. Check Show for all customers.
  5. Highlight the order that you want to delete, then click Delete.

Delete order
Figure 20: Delete order

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If you have questions or suggestions about this information, contact support@paladinpos.com.

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 12/26/24