IdealWare Online Users Manual

SP2-07-07 S/P PROCESSING
31569 Sales Order Entry, Misc. Quotation Depletion

 

PURPOSE

 

When converting a quotation (estimate) to a sale you can convert the quotation in its entirety or generate a sales order which depletes the quantities from the quotation only partially. The quotation then remains with its quantities decreased by the amounts converted to the sale.

 

 

PROCEDURE

 

Create a backorder based on the quotation, depleting the quatities in the quotation by the quantities specified in the backorder. First, retrieve the desired quotation but DO NOT press [F10] at the header to convert the quotation to an order. Instead, press [F1] to modify the detail lines.

 

At the detail entry screen, press [F3] to move to the LINE number field and press [F7]. The following window displays.

 

PARTIAL SHIPMENT INITIALIZATION WINDOW DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct09/07               ***** QUOTATION DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-E100061  AATRUC     SUB:    169.25  PST:    .00  GST:  11.85  TOT:    181.10 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    EXTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  FURN┌──────────────────────────────────────────────────────────┐    59.75 â”‚
│0020  FURN│             ** CREATING A PARTIAL SHIPMENT **            â”‚    54.75 â”‚
│0030  FURN│                                                          â”‚    54.75 â”‚
│          â”‚   USE THE 'MODIFY LINE' OR 'MODIFY ALL LINES' OPTIONS    â”‚          â”‚
│          â”‚   TO MARK PARTIALLY SHIPPED ITEMS.                       â”‚          â”‚
│          â”‚   WHEN YOU ARE READY TO CREATE THE PARTIAL SHIPMENT,     â”‚          â”‚
│          â”‚   PRESS F7 AND A NEW ORDER WILL BE GENERATED FROM        â”‚          â”‚
│          â”‚   THE PARTIALLY SHIPPED QUANTITIES YOU SPECIFIED.        â”‚          â”‚
│          â”‚                                                          â”‚          â”‚
│          â”‚** PRESS CR TO ACCEPT, F3 TO RESELECT, F8=MODIFY LINES: _ â”‚          â”‚
│          â””──────────────────────────────────────────────────────────┘          â”‚
│                                                                                â”‚
│                                                                                â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO ACCEPT, F3 TO RESELECT, F8=MODIFY LINES:

 

[F8] to specify quantities to be shipped and retained in the quotation.

 

The first line of the quotation will display with the following prompt.

 

 

** CR=NEXT LINE, F1=SHIP-MODES, F2=DELETE, F4=EXIT LINES, F5=PRODUCT, F6=TAX:
   F7=PARTIAL SHIPMENT, F8=DESCRIPTION/P.O.INFO, F9=QUANTITY, F12=PRICE

 

[Enter] to skip line.

 

The line quantity remains in quotation.

 


[F7] to indicate quantity to deplete.

 

The line quantity specified will be removed from quotation and added to new order.

 

 

ENTER PARTIALLY SHIPPED QUANTITY (CR='1'), ORIGINAL ORDERED QUANTITY = xx
F5=PROD DISTRIBUTION, F3=PRODUCT OPTIONS PROMPT

 

Enter quantity to add to new order and deplete from quotation.

 

[Enter] to accept default quantity "1".

 

 

ENTER REMAINING QUANTITY (CR='0'), ORIGINAL ORDERED QUANTITY = xx
F5=PROD DISTRIBUTION, F3=PRODUCT OPTIONS PROMPT

 

Enter quantity to remain in quotation.

 

[Enter] to accept default quantity "0".

 

The cursor returns to the main options prompt. Press [Enter] to advance to next line to specify quantities.

 

 

After specifying quantities for each line of the quotation the following prompt displays.

 

** GENERATE A NEW ORDER (PARTIAL SHIPMENT) FROM THIS ESTIMATE?: Y

 

[Enter] to generate new order.

 

The new order will contain the quantities specified from each line of the original quotation. The PARTIAL SHIPMENT STATUS window displays.

 

 

PARTIAL SHIPMENT STATUS WINDOW DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct09/07               ***** QUOTATION DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-E100061  AATRUC     SUB:    109.50  PST:    .00  GST:   7.67  TOT:    117.17 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    EXTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0030  FURNITURE NAIL P/B 7/16"          25.00  EA        2.19  EA         54.75 â”‚
│     â”Œâ”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”     â”‚
│     â”‚                    ** PARTIAL SHIPMENT STATUS **                   â”‚     â”‚
│     â”‚                                                                    â”‚     â”‚
│     â”‚  ORDER 01-E100062 HAS BEEN GENERATED.                              â”‚     â”‚
│     â”‚                                                                    â”‚     â”‚
│     â”‚      - ORDER IS AN ESTIMATE                                        â”‚     â”‚
│     â”‚      -  HAS NOT BEEN GENERATED                                     â”‚     â”‚
│     â”‚                                                                    â”‚     â”‚
│     â”‚** PRESS CR TO CONTINUE: _                                          â”‚     â”‚
│     â””────────────────────────────────────────────────────────────────────┘     â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO CONTINUE:

 

The new order (backorder) has been created and the original quotation modified to reflect the quantities depleted and added to the new order.

 

[Enter] to close window.


Example Quotation/Depletion Detail Entry Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct09/07               ***** QUOTATION DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-E100061  AATRUC     SUB:    109.50  PST:    .00  GST:   7.67  TOT:    117.17 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    EXTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  FURNITURE NAIL A/B 1/2"                             .00  EA           .00 â”‚
│      ORDERED:                          25.00                                   â”‚
│      BACKORDERED:                      25.00                                   â”‚
│0020  FURNITURE NAIL P/B 3/8"           25.00  EA        2.19  EA         54.75 â”‚
│0030  FURNITURE NAIL P/B 7/16"          25.00  EA        2.19  EA         54.75 â”‚
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│              F5=SHIPPING OPTIONS  F6=DISCOUNTS  F12=MORE OPTIONS               â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SELECT DETAIL OPTION (F12 FOR OPTIONS); F4 TO FINISH QUOTATION.                 â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

The new order is also a quotation.

 

Example Quotation Detail Entry Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct09/07               ***** QUOTATION DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-E100062  AATRUC     SUB:    169.25  PST:    .00  GST:  11.85  TOT:    181.10 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    EXTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  FURNITURE NAIL A/B 1/2"           25.00  EA        2.39  EA         59.75 â”‚
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│              F5=SHIPPING OPTIONS  F6=DISCOUNTS  F12=MORE OPTIONS               â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SELECT DETAIL OPTION (F12 FOR OPTIONS); F4 TO FINISH QUOTATION.                 â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

You can now retrieve the new quotation and convert it to a sale by pressing [F10] at the order header.