Sales Quote and Order

In TRASER DMS 365, 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
- Printing Sales Quotes
Creating Sales Orders
Creating Sales Order from Sales Quote
Posting Sales Orders

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 configure price quote 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.|
|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 To offer the customer an alternative to the originally item, you can add another item to the quote and mark it as an Alternative Position. To mark an item as an alternative position, mark the desired item in the Lines area and select Alternative Position >Mark as Alternative Position from the menu bar.
Repeat the previous steps as needed to add further items.
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.
Configure Price Quote No.	This field displays if a configure price quote 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.
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.

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

You have successfully created a sales order.

Creating Sales Order from Sales Quote

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.
A dialog window is displayed, asking whether you want to convert the quote into an order. To confirm, click Yes.
The sales order is created.
Another dialog window is displayed, asking whether you want to open the new sales order. To confirm, click Yes.
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.

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.