Where you have quoted a customer or prospective customer and that quote has been accepted
click on Sales> Sales Quotes
then select the quote from the list by ticking the box at the end of the line item and
click Confirm as Order.
Important note: you may wish to edit the quote before confirming as an order where for example a delay in the customer placing the order requires delivery due date(s) to be updated.
This creates a print file which can then either be printed and sent, given, or e-mailed to the recipient depending upon the option boxes ticked, or Cancel if you do not wish for the document to be sent to the customer at this point where, for example, you wish to edit the order document before sending.
Note: the quote no longer displays as in the listing on the Sales Quotes page, but instead displays as an order on the Sales Orders Listing page.
To edit the order (as often as you like)
click on Sales . Sales Orders
then select the order from list by ticking the box at the end of the line item and
click Edit Order.
You can then amend any order details including order items that have not yet been delivered (or ‘picked’ for delivery).
Note: 1. if you have added order items then tick ‘Create works order for any line item that doesn’t already have one?’ to ensure that on update a new Works Order (Job Card) is created for the additional item(s);
2. if you have amended an existing order line, then you may need to manually amend the relevant Works Order (Job Card).
Where a customer simply places an order with you without first requesting a quotation (perhaps where it is a straightforward job where price and terms have already been agreed), you can create an order without having to go through sales quotes
click on Sales > Sales Orders > New Order
and complete the following data
Customer – select a specific customer account or click on ‘(new)’ to set up a new Customer account record.
Description: enter any description provided by the customer by which they will recognise what this quote is for, for example their job/ project name.
Customer Reference – if the customer has for example, a purchase order number, then enter that here, else leave blank.
VAT Type – defaults to ‘UK Standard’ and should only be changed if you are sure that the customer has a different status, for example where the customer can provide evidence that the goods or service are for a new build construction project which should be zero rated.
Create Works Orders from this Order – tick this box to indicate that a Works Order (Job Card) should also be created (only Stock Item item types will generate a Works Order).
add a line item to the invoice by cliking on ‘+line item‘ and selecting any item which you have previously set up, else click on ‘(new)’ to set up a new item (Stock and Order Item) record.
amend the unit price and quantity if necessary, add any descriptive text by ticking the box at the end of the line item to select the line item, and clicking the ‘toggle description’ link.
amend the due date to indicate when the customer might expect delivery and qualify this where necessary using the document notes (see below).
Document Notes – enter any notes or comments which you would like to print on the order document for example ‘delivery date dependant upon receiving your drawings in an appropriate format on or by dd/mm/yyyy’.
Delivery Address – select the delivery address for the goods or services being quoted for from the listing in the box on the left, else enter a new delivery address in the Contact Name and Address Lines and if required, tick the box at the bottom of the page to save the address entered to the listing in the box on the left.
Click on Preview to see how the document will look before creating it, Save to create the document on the system database without printing or sending to the recipient, Save & Send to create the document and create a print file which can then either be printed and sent, given, or e-mailed to the recipient, or Cancel to discard the document without saving to the database.
Note: 1. if you edit an order then you may also need to edit any Works Order (Job Card) that was created from it.
2. if you edit an order it is recommended that the updated revision is sent to the customer in order that they always have the latest version, which in turn means that there is reduced scope for error or misunderstanding, and no excuse for them to delay paying your invoices on time!
A more comprehensive guide can be found in the Video Tutorials section.