Order Confirmations
Note
Order confirmations are part of the CRM Module, which can be used in addition to the base version of MaschinenParkOnline. For further information regarding available modules and configuration options, please reach out to your contact at TRASER Software.
This chapter contains all important information regarding order confirmations in MaschinenParkOnline. It is divided into the following sections:
- Creating Order Confirmations
- Deleting Order Confirmations
- Viewing Order Confirmation History
- Converting Order Confirmations into Pro Forma Invoices
Creating Order Confirmations
You can create order confirmations for successful orders in MaschinenParkOnline. Please proceed as follows to create an order confirmation:
- Click on Machines > All Machines in the navigation bar.
- Select the machine for which you want to create an order confirmation.
- Click on Print > Machine Order Confirmation in the action bar of the Machine Card.
- The Wizard for creating a machine order confirmation is displayed.
- Complete the information according to the following table:
| Field | Description |
|---|---|
| Language Code | Select the language in which the order confirmation shall be created. |
| Template | Select the template to be used. |
| Contact No. | Select the number of the contact that shall be included in the order confirmation from the dropdown list. The external ID is printed by default. If the External ID field on the contact card is empty, the MPO contact number is printed instead. |
| Print Contact No. | Select if the contact number shall be printed. |
| Alternative Salesperson Code | Here you can specify which salesperson has sold the machine. |
| Print VAT Registration No. | Activate this toggle switch if the VAT registration number shall be printed on the order confirmation. |
| Print All Machine Images | Activate this toggle switch if all machine pictures shall be printed on the order confirmation. |
| Print Only Marketplace Images | Activate this toggle switch if only marketplace pictures shall be printed on the order confirmation. |
| Print Equipment | Activate this toggle switch if the equipment attributes of the machine shall be printed on the order confirmation. |
| Print Serial No. | Activate this toggle switch if the serial number of the machine shall be printed on the order confirmation. |
| Print VAT | Activate this toggle switch if the VAT shall be printed on the order confirmation. |
| Alternative Payment Terms | In this field, you can enter customized payment terms that you agreed on with your customer. |
| Additional Note | You can enter additional information/notes in this field. |
| Alternative Invoice Net Price | You can enter an alternative invoice price in this field. |
| Print Pretext | Activate this toggle switch if the pretext shall be printed. |
| Print Postscript | Activate this toggle switch if the postscript shall be printed. |
| Print Filter Field 1 | Activate this toggle switch if the information in the Filter Field 1 field of the machine card shall be printed on the order confirmation. |
| Print Filter Field 2 | Activate this toggle switch if the information in the Filter Field 2 field of the machine card shall be printed on the order confirmation. |
| Print Filter Field 3 | Activate this toggle switch if the information in the Filter Field 3 field of the machine card shall be printed on the order confirmation. |
| Print Filter Field 4 | Activate this toggle switch if the information in the Filter Field 4 field of the machine card shall be printed on the order confirmation. |
| Template Payment Information EU | Activate this toggle switch to print the report template text for EU countries from the report setup. |
| Template Payment Information Third Country | Activate this toggle switch to print the report template text for third countries from the report setup. |
- Select the desired process from the Wizard:
| Button | Description |
|---|---|
| Send To... | Click here to export the machine order confirmation as a PDF, Word or Excel file. |
| Click here to print the machine order confirmation. | |
| Preview & Close | Click here to see a preview of the machine order confirmation print. |
| Cancel | Click here to cancel the process and return to the All Order Confirmations list. |
You have successfully created a machine order confirmation and exported it as a file. You can now print the exported order confirmation and send it per mail.
Deleting Order Confirmations
You can delete order confirmations. To do so, please proceed as follows:
- Click on Documents > Order Confirmations in the navigation bar.
- Select the order confirmation you want to delete.
- Click on Delete Document in the action bar.
- Confirm the dialog window with Yes.
You have successfully deleted an order confirmation. It will be removed from the All Order Confirmations list.
Viewing Order Confirmation History
You can access the order confirmation history. To do so, please proceed as follows:
- Click on Documents > Order Confirmations in the navigation bar.
- The All Order Confirmations list is displayed.
You have successfully viewed the order confirmation history.
Converting Order Confirmations into Pro Forma Invoices
You can convert order confirmations into pro forma invoices. To do so, please proceed as follows:
- Click on Documents > Order Confirmations in the navigation bar.
- Open the Document Card of the order confirmation you want to convert.
- Select the Pro Forma Invoice option from the action bar.
- A dialog window opens. The information and settings of the order confirmation are automatically transferred, but can be edited, if needed.
- Select the desired process at the bottom of the dialog window:
| Button | Description |
|---|---|
| Send To... | Click here to export the order confirmation as a PDF, Word or Excel file. |
| Click here to print the order confirmation. | |
| Preview | Click here to see a preview of the order confirmation print. |
| Cancel | Click here to cancel the process and return to the All Order Confirmations list. |
You have successfully converted an order confirmation into a pro forma invoice, which can now be printed and sent.