Create Order from Quotation

Explanation

When your customer has given you a positive response on your quotation, you must convert the quotation into a regular customer order. You can do so by using Create Order from Quotation option, either in the Sales Quotation window or the Sales Quotations window. The Create Order from Quotation dialog box for entering some additional order information will be displayed. You must enter order type, reason for winning the quotation, wanted delivery date, whether the customer order should be created in the Planned or Released status, and quantities for lines with price breaks. This information is mandatory. Optionally, pre-posting can also be specified.

Any quantity that is entered must be within the range for the price breaks, i.e., it is not possible to enter a quantity for which there is no price specified. In that case, the price breaks must be removed from the line or a new line without price breaks must be created.

A customer previously classified as prospective will now be reclassified as an actual customer. The Create Customer wizard is automatically opened with the existing customer data pre-entered by the system, and you will have to enter the additional information needed to complete creating the customer. The prospect information on the quotation is then replaced by the information for the newly created customer.

If an additional discount has been entered on the quotation header, the discount will be automatically transferred to the customer order.

The sales quotation is now ready to continue in the normal customer order workflow prescribed for the order type.

According to this workflow, a credit inspection is performed for the order. First, the system checks whether the customer is credit blocked in the customer record. Then, the value of all outstanding orders, which are reserved but not yet invoiced, is totaled so that they do not exceed the customer's credit limit. If IFS Financials is installed, all outstanding invoices are included as well. If the credit limit is exceeded, the order is credit blocked. It acquires the status Blocked and is stopped in the order flow. The order can, however, be released manually in the Handle Blocked Customer Orders window.

If there are charges on the quotation header, which are transferred to the customer order header, a warning message is displayed when not all quotation lines are transferred to the customer order. The user must control these charges in this specific case.

Prerequisites

The sales quotation must have been released, i.e., have the Released status.

System Effects

The sales quotation is converted into a regular customer order, using all available information on the sales quotation header. The status of the sales quotation is updated to Closed. The customer order is created with the Planned status. If you have chosen to create the customer order in the Released status, the customer order is then automatically released, resulting in a status that depends on the order type. If pre-posting has been applied, it is retrieved to the customer order header and its line(s).

All quotation lines, except those with the Lost or Closed status, will generate new customer order lines with the Released status. The status of these quotation lines will be set to Won and each line will receive the same won reason as on the quotation header. A reference to the originating quotation line will be stored on the customer order line and the corresponding customer order line will be stored on the quotation line.

Window

Sales Quotation
Sales Quotations

Related Window Descriptions

Sales Quotation
Sales Quotations
Create Order from Quotation

Procedure

For an existing customer:

  1. Display the sales quotation via the Populate or Query function, either in the Sales Quotation window or the Sales Quotations window.
  2. Right-click and then click Create Order from Quotation. The Create Order from Quotation dialog box is displayed.
  3. Enter Order Type, Wanted Delivery Date, Reason ID for winning the quotation, a short win note, and whether the customer order should be created in the Planned or Released status. Click the list to use the List of Values to find order types and winning reason IDs, or enter them manually.
  4. If price breaks were entered on the quotation, you must enter the quantities in the table in the lower part of the dialog window.
  5. Confirm by clicking OK. Reload the sales quotation and the status is updated to Closed.

For a prospective customer:

  1. Display the sales quotation via the Populate or Query function, either in the Sales Quotation window or the Sales Quotations window.
  2. Right-click and then click Create Order from Quotation. The Create Order from Quotation dialog box is displayed.
  3. Enter Order Type, Wanted Delivery Date, Reason ID for winning the quotation, a short win note, and whether the customer order should be created in the Planned or Released status. Click the list to use the List of Values to find order types and winning reason IDs, or enter them manually.
  4. If price breaks were entered on the quotation, you must enter the quantities in the table in the lower part of the dialog box.
  5. Confirm by clicking OK.
  6. The Create Customer wizard is then automatically opened. Follow the instructions in the window. Some information may be pre-entered by the system if it was previously entered on the sales quotation.
  7. Click Finish to exit the Create Customer wizard. The Quick Registered Customer check box in the Customer/Order/General tab window and Customers window for this customer will automatically be selected.
  8. Reload the sales quotation and the status is updated to Closed.