Do you create quotes for customer orders, and then face the tedious task of tracking the order sales? Are you spending valuable time looking up quoted prices and managing sold and unsold quantities?
If so, our new Order Manager was designed for you. This new feature lets you turn a quote into an order, sell the order items over time and track what you’ve sold. The order will remain open until all items are purchased or you manually close the order.
When a quote becomes an order, the item quantities and prices are fixed, and cannot be changed. This safeguard ensures that a customer always receives the quoted price for an order item and 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.
With Order Manager, you can do the following:
- Turn a quote into an order
- Recall the order to view and sell items
- Use three tools: Displaying Open|All, Item History, and Auto-fill Quantity
- Add additional items to an order purchase
How it works
Turn a quote into an order
To create an order from a quote, in the Invoice/Quote module, recall the quote, and then, on the bottom ribbon, click Order Manager or press F5.
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. To complete the transition from quote to order, you must sell at least one item. If you are not ready to make a sale, close this view, and the quote will remain, so you can make the transition to an order later.
After a quote becomes an order, the quote details are final and cannot be altered. This means you cannot add or remove order items, or make changes to an item’s quantity, price, or Net status.
Tip: When an item’s Net checkbox is selected, the item cannot receive a discount on a customer’s monthly statement.
Recall the order to view and sell items
To recall an order after it is created, in the Invoice/Quote module, click Recall Transaction, and then select Quote – Order. Active orders are identified by a green checkmark In the Order column.
Use the order tools
When you open an order, three tools appear on the bottom ribbon.
- Displaying Open | All
- Item History
- Auto-fill Quantity
Displaying Open | All tool
When you click Displaying Open | All or press F4, 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.
Use the Item History tool
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 Item History or press F5 to open an Item History window than contains the item’s sale history for that order.
Use the Auto-fill Quantity tool
When you highlight one or more order items that have not been fully sold, and click Auto-fill Quantity or press F6, the Quantity value will be set to each order item’s unsold amount. In the picture, 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.
Add additional items to an order purchase
You can add additional items to an order invoice before you complete a sale. These items are added below a line with this text: Items below this line are not part of the managed order.
When you complete an order purchase, the receipt includes the order information.
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. To do this, in the Invoice/Quote module, click Recall Transaction, and then select Quote – Order. Select the order that you want to delete, and then click Delete.
When the Order Manager feature is installed on your system, it will be available to you automatically. No set up is required. Just look for Order Manager to appear on the bottom ribbon when you recall a quote.
If you have questions or suggestions about this information, contact firstname.lastname@example.org.