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Sales Quotes & Sales Orders

In our ERP solution, you can create sales quotes, which function as an initial step before creating sales orders. You can input all the details related to am item for sale in both sales quotes and sales orders. This enables you to send the customer a quote before creating the actual sales order. Once the quote has been accepted, you can create a sales order from the quote. You can also create a sales order manually. The sales order contains the information of the sales quote and possible changes. In addition, you can post and print an invoice directly from the sales order. This chapter is divided into the following sections:

Creating Sales Quotes

To create a sales quote, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Sales Quotes page.
  • To set up a new sales quote, click on New in the menu bar.
  • Fill in the fields in the General FastTab according to the following table:
Field Description
Customer Name Enter the name of the customer.
Customer Classification This field specifies the customer classification of selected customer and is filled automatically.
Order Type Select the order type from the dropdown list.
External Document No. If the customer uses a different numbering system, you can enter the external document number in this field.
Internal Invoicing Activate the toggle switch if the document is intended for internal invoicing.
Calculation Worksheet Exists This field displays if a calculation worksheet exists for this quote. It is filled automatically by the system.
Contact Select the contact person of the customer.
Document Date This field displays the date when the document was created. You can change the date manually.
Due Date This field displays the due date of the document. You can change the date manually.
Requested Delivery Date Enter the customer's desired delivery date.
Customer Disc. Group Select the customer discount group from the dropdown list.
Person In Charge Select the person in charge of the document.
Status This field specifies the status of the sales quote and is automatically set to Open when creating a sales quote.
Default Allocate to Service Item No. Enter the service item number to which the items in the sales quote should be allocated. This number is then automatically entered into the Allocate to Service Item No. column in the Lines FastTab for all lines where the Type is specified as Item. If the column already contains a value, users can decide via a dialog window if the value should be overwritten. By default, the lookup list is filtered to show only service items belonging to the selected customer. This filter can be removed if needed.
Machine Community This field specifies if the user is a member or administrator of a machine community. It is filled automatically by the system.
Quote Status Select the status of the sales quote from the dropdown list.
  • Navigate to the Lines FastTab.
  • Select the sales line type in the Type column. In this example, select Item.
  • Enter the item you want to sell into the No. field.
  • Enter the sales price into the Unit Price Excluding VAT field.
  • In the Location Code field, select the location of the item.
  • Fill in the remaining fields as needed.
  • Optional Repeat the previous steps to add further items.

Tip

To offer customers alternatives to the original item(s), you can add additional items to the quote and mark them as Alternative Position. To do this, select the relevant item(s) in the Lines FastTab and click Line > Mark as Alternative Position in the menu bar of the FastTab.
A comment line will then be inserted above your selection with Alternative Position as the Description and a selected checkbox in the Alternative Position Comment field. Additionally, the Alternative Position From Line No. and Alternative Position To Line No. fields specify to which item line(s) the comment refers. In the corresponding item lines, the checkbox in the Alternative Position field is selected as an indicator.
To reset this indicator, delete the comment line by clicking Manage > Delete Line in the menu bar of the Lines FastTab.


:::TIP
You can insert standard service codes directly into the sales document lines. For more information, see Inserting Standard Service Codes into Sales Documents.

  • Click on Start > Release from the menu bar.
  • The status of the sales quote changes to Released.

You have successfully created a sales quote.

Printing Sales Quote

Once you have created a sales quote, you can print it and send it to a customer. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Sales Quotes page.
  • Select the Sales Quote that you would like to print.
  • Click Print/Send > Print... in the menu bar.
  • Customize the settings in the Options FastTab of the print wizard as needed.
  • Click on Print to print the sales quote.

You have successfully printed a sales quote.

Creating Sales Orders

To create a sales order, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Sales Orders page.
  • To set up a new sales order, click on New in the menu bar.
  • Fill in the fields in the General FastTab according to the following table:
Field Description
Customer Name Enter the name of the customer.
Contact Select the contact person of the customer.
Order Type Select the order type from the dropdown list.
Document Date This field displays the date when the document was created. You can change the date manually.
Posting Date This field displays the date when the document was posted. You can change the date manually.
VAT Date This field displays the date used to include entries on VAT reports in a VAT period. Depending on your setting on the General Ledger Setup page, this is either the Document Date or the Posting Date. You can change the date manually.
Order Date This field displays the order date of the document and is used to determine the prices and discounts. You can change the date manually.
Due Date This field displays the due date of the document. You can change the date manually.
Requested Delivery Date Enter the customer’s desired delivery date.
Warranty Claim No. Enter the related warranty claim number, if the sales order is liked to a warranty claim.
External Document No. If the customer uses a different numbering system, you can enter the external document number in this field.
Internal Invoicing Activate the toggle switch if the document is intended for internal invoicing.
CPQ No. This field displays if a CPQ exists for this order. It is filled automatically by the system.
Customer Disc. Group Select the customer discount group from the dropdown list.
Person In Charge Select the person in charge of the document.
Status This field specifies the status of the sales order and is automatically set to Open when creating a sales order.
Default Allocate to Service Item No. Enter the service item number to which the items in the sales order should be allocated. This number is then automatically entered into the Allocate to Service Item No. column in the Lines FastTab for all lines where the Type is specified as Item. If the column already contains a value, users can decide via a dialog window if the value should be overwritten. By default, the lookup list is filtered to show only service items belonging to the selected customer. This filter can be removed if needed.
Machine Community This field specifies if the user is a member or administrator of a machine community. It is filled automatically by the system.
Block You can specify via this field whether shipment, invoicing, or both should be blocked for the sales order. However, you can only fill in this field if you have previously set this up in the Sales FastTab during user setup. This field may be filled automatically by the system, if the customer exceeded their credit limit.
  • Navigate to the Shipping and Billing FastTab to enter information on the delivery process and billing as needed. For example, you can specify a default destination bin for the sales order in the Destination Bin Code field. This destination bin is also transferred to all sales order lines of type Item. You can also enter a shipping agent's package number in the Package Tracking No. field. This number is transferred to warehouse shipments.
  • Navigate to the Lines FastTab.
  • Select the sales line type in the Type column. In this example, select Item.
  • Enter the item you want to sell into the No. field.
  • Enter the sales price into the Unit Price Excluding VAT field.
  • In the Location Code field , select the location of the item.
  • Fill in the remaining fields as needed.

Tip

You can insert standard service codes directly into the sales document lines. For more information, see Inserting Standard Service Codes into Sales Documents.

  • Click on Home > Release in the menu bar.
  • The status of the sales order changes to Released.

You have successfully created a sales order.

Tip

If required, you can create a catalog item directly from an item within a sales order. To do so, select the relevant item in the Lines FastTab of the open sales order. Then, in the menu bar of the Lines FastTab, click Line > Functions  > Create or Connect Catalog Item. If this process should be carried out automatically instead, activate the Auto Create Catalog Items toggle switch in the General FastTab in the Sales & Receivables Setup. For more information, see Creating Catalog Items from items.

Creating Sales Orders from Sales Quotes

You can also create a sales order from a sales quote. In this case, all details from the sales quote are transferred to the sales order. To create a sales order from a sales quote, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Sales Quotes page.
  • Select the Sales Quote from which you want to create a sales order.
  • Click on Home > Create Service Order in the menu bar.
  • Confirm the dialog window with Yes to convert the quote into an order.
  • The sales order is created.
  • Confirm the dialog window with Yes to open the new sales order.
  • Check all information in the sales order and add more as needed.
  • You can now further process the document.

You have successfully created a sales order from a sales quote.

Canceling Reservations in Sales Orders

You can cancel reservations for items in sales orders. This may be necessary if, e.g., sales orders are created via interfaces or Excel imports and items are automatically reserved against inventory, even though they are to be purchased directly or drop shipped. To cancel reservations in a sales order, proceed as follows:

Note

This function is only available if at least one of the selected lines contains a reservation and the document has not yet been posted.

  • Use the quick search (ALT+Q) to find the Sales Orders page.
  • Open the desired sales order.
  • Navigate to the Lines FastTab.
  • Select the line(s) for which you want to cancel reservations. To select multiple lines, use multiple selection (CTRL + LEFT MOUSE BUTTON).
  • Click Line > Functions > Cancel selected Reservations in the menu bar of the FastTab.

Tip

If none of the selected lines contain a reservation, the message There are no lines with reservations selected will be displayed.

  • The Reservation Entries page is displayed, filtered to show the reservation entries for the selected lines.
  • Select the line(s) you want to cancel. To select multiple lines, use multiple selection (CTRL + LEFT MOUSE BUTTON).
  • Click Cancel Reservation in the menu bar.
  • Confirm the dialog window with Yes.

Important

Canceling a reservation may result in a negative inventory balance for the affected item. In this case, the system displays a warning but proceeds with the cancellation.

You have successfully canceled reservations in a sales order. The selected reservation entries are removed and item availability is updated accordingly.

Posting Sales Orders

Note

If a sales order is in the open status in the system for a long period of time, you can update the prices or discounts of the individual lines before posting. To do so, click on Line > Update Price in the menu bar of the Lines FastTab of an open sales order. Then, select which prices or discounts you want to update and confirm your selection with OK. The corresponding prices or discounts are updated in the lines. You can also update prices and discounts of multiple lines at the same time. Simply select all desired lines beforehand.

Once you have created a sales order, you can post it and create and print an invoice. Please proceed as follows to print a sales order:

  • Use the quick search (ALT+Q) to find the Sales Orders page.
  • Select the sales order you would like to post.
  • Click on Home > Preview Document > Post... in the menu bar.
  • Select the fitting option in the dialog window. In this example, select Ship and invoice.
  • Click OK to confirm your selection.
  • A dialog windowis displayed asking whether you want to open the created invoice. To confirm, click Yes.
  • Click Print/Send > Print... in the menu bar.
  • Customize the settings in the Options FastTab of the print wizard as needed.
  • Click on Print to print the invoice.

You have successfully posted a sales order and printed the associated invoice.

Batch Posting Multiple Sales Orders

You can process multiple service credit memos at once using a batch posting. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Sales Orders page.
  • Select the sales orders you want to post using multiple selection (CTRL + LEFT CLICK).
  • Click Home > Post > Post Batch... in the menu bar.
  • Complete the information in the Options FastTab based on the following information:
Field Description
Ship Activate the toggle switch to ship the selected sales orders after batch posting.
Invoice Activate the toggle switch to invoice the selected sales orders after batch posting.
Posting Date Specify the date that the system should use as the document or posting date when posting, if you activate one or both of the Replace Posting Date and Replace Document Date toggle switches.
VAT Date Specify the date that the system should use as the VAT date when posting, if you activate the Replace VAT Date toggle switch.
Replace Posting Date Activate the toggle switch if the date specified in the Posting Date field should be used as the posting date.
Replace Document Date Activate the toggle switch if the date specified in the Posting Date field should replace the previous document date.
Replace VAT Date Activate the toggle switch if the date specified in the VAT Date field should be used as the VAT date.
Calc. Inv. Discount Activate the toggle switch if the invoice discount amount should be calculated automatically before the sales orders are posted.
  • Navigate to the Filter: Sales Order FastTab.
  • Check your entries in the No. field.
  • Optional In the Status field, filter the sales orders by the desired status. Possible options are Open, Released, Pending Approval, and Pending Prepayment.
  • Optional Add further filter criteria as needed by clicking + Filter... and selecting the desired criterion, e.g., Order Fulfillment Status.
  • Confirm your selection with OK.

You have successfully batch posted multiple sales orders. All documents that match the selected filter criteria are automatically posted and then archived on the Posted Sales Orders page.