Convert Quotations to Contract
Counter Menu -> Quotations ->
CONVERT button -> Contract option ->
Convert Quotations to Contract
Use this option to convert a quote for rentals and/or sales
directly to a contract skipping the reservation.
The rental rates on the quote for each rate code, will be used on
the contract, and any new rates by effective date will not be
applied.
- Operator Security
-
- 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.
- Role permission for operator access to the change the Cycle
Billing Day Code can be setup in the Document Field
Access window of the Security
Roles.
Off Rent options
- Any Off Rent reason codes on the rental quote will be carried
over to the new contract.
Honoured
- If this quotation has been converted to another document before
at some point, the Honored Quotation
Documents window is triggered for reference.
Customer Survey
- The Customer Satisfaction Survey request
window is generated if the Activate Customer Survey
Processing is enabled for a division in the Divisional Miscellaneous Parameters.
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.
Profile Class
- When the 'Profile Class' is checked in the
"Additional Pop-Up Windows of the Divisional Contract Parameters for documents in this
division, an optional Profile Class can be selected for the
Contract or Invoice from the Profile Class
Search window to identify the document for Business Analysis
reporting.
Flat Rate Rental
- If a Flat Rate was given to a product on the Quote, the Flat
rate is carried to the new contract unless the rental period in
changed during the conversion then the Flat Rate is removed when
the rates are recalculated and a warning is triggered to alert the
operator that the rate may need to be reviewed.
Quantity Over-Ride Controls
- When the setting in the Company Security
Parameters is NOT set to Allow Overrides on Location
Quantities, an Over-Booked Items
warning is generated when items are overbooked preventing the
operator from proceeding with the quote to contract conversion for
those dates.
If this parameter is set to allow over-ride, then a notification of
the over-bookings is displayed but the new contract is still
created.
The Product/Group Bookings Report can be
use to report on over-booked products.
Group Conversion
- Any Group on the quotation must be converted as a specific
product.
A window will be triggered to select the product number as outlined
in Select a Product For this Group.
If a product is not selected, and the Group as been assigned a
Bulk Rental Product# in Groups, the
substitute Bulk Rental Product window is
triggered.
In Divisional Inventory Parameters a flag
can be set to generate a warning if a non-bulk rental product
belongs to a different division from the division on the document,
as outlined in Renting/Owning
Discrepancy.
Power Kit
- The Power Kit components assigned to any Primary Non-Bulk
Rental Product on the Quotation, are added to the contract document
at conversion.
For more details on the Power Kit feature refer to Power Kits.
Serialized Sales Parts
- For any serialized sales item being converted to the contract,
the Serial Number Search window will open
to select a serial # from this location.
Maintenance Pending
- A warning is triggered if the Warn When Product Due for
Maintenance feature is activated in the Company Contract Parameters, and the equipment that
on the quote being converted to the contract is scheduled on a
maintenance record that is assigned a Repair
Maintenance Code with a Warn/Block flag, a message is displayed
on the screen to warn the operator about pending maintenance or to
block the rental accordingly.
Multiple warnings could be triggered if the product has multiple
records pending in the Maintenance
Schedule.
For complete details on the setup and use of the warn, block, and
buffer applied with this feature, refer to Maintenance Due Causing Warn/Block on Rental.
Meter Reading Capture
- If any metered equipment is included on the quote being
converted to a contract, enter the meter reading as outlined in
Update Product Meter Information.
Associated Attachments
- If any attachments are linked to the source Quote, they will
also be linked to the document resulting from a convert
action.
Status Code to Not Allow Rent
- A warning is triggered if a Non-Bulk product that is identified
NOT for rent by a Product Status Code is
included on the quote, and the product will not be converted from
the quote to the contract.
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.
Capture Clerk on Convert Quote to Invoice, Contract or
Reservation:
- This 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 and a record is written
to the Clerk Document Access Log.
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.
The new Contract# from Convert Quote to
Contract is also reported on the Clerk
Document Access Log.
Non-Bulk On Another Contract/Worksheet
- If the flag to restrict Non-Bulk Allowed On One
Contract/Worksheet Only is set in the Company Security Parameters then a warning is thrown
if this non-bulk rental product is already on another open Contract
or Worksheet, and the product will not be converted from the quote
to a contract.
DPL Telematics Alerts
- The Document Superintendent Notification
Levels window is only triggered to capture Data Tag alert
information, when the Telematics processing
has been activated in the Software
Integration, and the document has been assigned a Customer Site.
Abort Convert to Contract Action
- If the convert Quote to Contract has been initiated but can not
be completely fulfilled, the option is provided to abort the
conversion.
This is useful when a quote cannot be fully converted so that a
partial contract does not get created if some of the requested
products are not available, or serial numbers cannot be selected,
or products for group bookings are not selected.
Note: This abort option is not provided if all products on the
quote can be added to the contract or if an additional contract
deposit was taken in the convert process.
- Abandon partial convert & delete contract?
- YES - aborts the convert:
The target contract document is deleted and an audit record is
written for RSQH05D that can be tracked in the Delete Log.
The source quote is re-instated as open and not honoured.
The quote is not deleted regardless of the selected deletion flag.
NO - continues to create the contract with only the select
products and could create a partially filled contract.
For more detailed instructions on this conversion process, refer
to the similar Convert Reservation To
Contract utility.
ACTIONS:
Additional actions provided by buttons on
the Convert Quote to Contract screen include:
- Capture a Credit Card or Check information for future
Payment Transactions:
The CAPTURE CARD button is only visible if the
Texada Pay processing is activated.
This action does not take the payment, it only captures the card or
check information to store on file for later payments.
Click the CAPTURE CARD button to access the
Capture Card/Check on File window and scan
or enter Credit Card or standard check information to be saved in
the Customer Credit Card table for use to
complete future payments.
-
View Quote Details:
The DETAILS button to drill down to view the header,
details and totals of the source quotation.
Topic Keyword: RSQH05