This convert a quote directly to an invoice can immediately bill
the sales items on the quote bypassing the reservation and contract
documents.
Quotes with any rental items cannot be converted directly to an
invoice because the billing information on the rental is not
complete.
Role permission for operator access to the "Quote convert" utilities can be setup in the Document Field Access window of the Security Roles to enable or disable the CONVERT button on the Quotations screen.
The ability to convert a rental quote directly to an invoice is only provided if the Quote# selected in Quotations is "Auto Assign" or if the product details for the selected Quote# all have valid quantities, there are no Groups or rental products on the quote, and there is no deposit taken on that quote.
Quotes for a sale/disposal of rental equipment can only be converted to an invoice and cannot be converted to a contract or reservation.
Only rental quotes with sales items with valid quantities can be
converted directly to an invoice.
If a quote with rental items or zero quantities is selected, the
options to convert the quote to a contract or to a reservation are
provided instead.
If this quotation has been converted before, the Honored Quotation Documents window is triggered.
If your firm required further security, the clerk may be
prompted for a Reason Code to explain why the transaction was
allowed as outlined in Prompt for Reason
Code.
For more information on security features refer to System Security Overview.
The ability to over-type the invoice number is controlled by the
Allow Custom Document# flag for RSIH defined in Last Used Transactions.
A warning is generated if the number has already been
used.
Note: Once invoiced, deleted quote numbers are not written to the deletion log.
BUSINESS SOURCE
The business source can be entered in the Assign Business Source window.
A flag in the Required Document Information of the
Company Contract Parameters, can be set to
make the Business Source a mandatory field on counter documents
including Contracts, Invoices, Reservations, Quotations, and
Worksheets.
When a Business Source is mandatory on a document, the Blank code
is not allowed even if there is a blank code record in the Business Source Codes table.
CLERK CONFIRMATION
The Clerk Confirmation window is
triggered in Rental Quotes and also in
each of Convert Quote to Contract,
Convert Quote to Reservation or Convert Quote to Invoice if the 'Record Clerk
Accessing Quotes' flag is checked in the Company Security Parameters.
The Clerk that is captured in one of these convert utilities is
then updated on both the source Quote and the resulting Invoice,
Contract or Reservation.
QUOTE STATUS CODE:
If the operator has Security Role
Permissions giving Access To Quotation Status Codes in
the "Miscellaneous" window, a pop-up window will prompt to update
the Status Code as outlined in Assign Quote
Status Code.
If the operator does not have permission, the pop-up is suppressed
and the quote is automatically updated to the Status Code defined
in the Company Quotation Parameters.
SERIAL NUMBER:
If a serialized sales item has been included on the quote, the
Serial Number Search window will open to
select a serial # from this location. a window opens prompting for
the specific serial number to be converted to an Invoice.
If no serial numbers are available, the invoice is created
including the serialized sales part but the quantity is zero.
The invoice can then later be corrected, by assigning the quantity
and serial number, or deleting the part # from the invoice.
ITEM COST REQUIRED:
If a sales item that is flagged to prompt for cost has been
included on the quote, a window opens prompting for the cost.
The ability to enter a cost on is controlled by operator Security Role as flagged in the "Miscellaneous"
window of Role Permissions.
SALE OF RENTAL:
The Disposal Reason Code window is triggered if a rental
item is being sold, displaying the product number, description,
quantity, and extended cost.
Select a reason for the disposal from the drop-down list as defined
in Disposal Reason Codes.
If the rental product has been flagged No Sale in the Make/Model and Re-Order Information, a warning is triggered and the sale of the rental is not added to the invoice.
ACTIONS:
Additional actions provided by buttons on
the Convert Quote to Invoice screen include:
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