Sales Order > Sales Order > Create Sales Order/Sales Quote Overview

When sales quotes are approved, they will be converted into valid sales orders. The following conditions must be met in order for the transaction to be saved:

•The customer’s account must be within its credit limit upon the approval of the sales quote; otherwise, enable the Allow to Exceed Credit Limit option in the SO Module Setup function.

•There must be sufficient available quantities in the warehouse to cover the order; otherwise, enable the Allow to Overbook option in this function.

The approval of a sales quote using the Approve Sales Quote function will affect the following records:

•It will increase the open order balance in the customer record.

•It will increase the line items’ booked quantity balances in the inventory item record.

To approve a sales quote, perform the following steps:

1.Access the Approve Sales Quote function from the Quote group in the Transactions menu in the Sales Order module.

2.In the Sales Quote # field, enter the number of the sales quote that you want to convert into a sales order. Alternatively, you may click the List box button to display a list of all unapproved sales quotes; then, click the sales quote # to select.

3.In the Customer PO # field enter or amend the number of the customer purchase order from which this sales quote is based from. If this field shows any value, it was provided when the sales quote was created.

4.Accept or amend the default order date, which is the system date. The Order Date field is beside the Customer Name field. This becomes the order date when the sales quote is converted to a sales order upon approval. The order date must be the same as or later than the quote date.

5.In the Line Items grid, accept or amend the default request date for each of the line items. The default value in the Request Date field is the request date entered during create sales quote.

6.You may change the warehouse from where each line item in the sales quote will be shipped. You may directly overwrite the default warehouse code in the Warehouse field or click the List box button to display a list of available warehouses; then, click a warehouse code to select.

7.Enter in the Approve Quantity column the quantity of each line item that you will approve. Alternatively, you may approve all or un-approve all quantities of the line items by clicking the Approve All or Approve None button, respectively. These buttons are located at the top of the Line Items grid.

8.Mark the Allow to Overbook checkbox if the available quantities in the system are insufficient to cover the order. This happens when inventory items are received in the warehouse but are not recorded as received in the Purchase Order module.

Note: You may view the Details nested tab to display item details such as item quantities in the selected warehouse. The Available field shows the item's available quantity in the selected warehouse. To display the Details tab, click the Show () button beside the Item # field.

9.Click the Save button to convert the sales quote into a valid sales order.

Notes:

•If there are any un-approved quantities, these will be cancelled and a message box will displayed asking for confirmation if you want to save the un-approved quantities as lost sales quote. Click Yes to display the Lost Sales Quote window and to save the cancelled sales quote quantities to the lost sales quote table; otherwise, click No.

•If the sales quote approval results in the customer’s credit limit being exceeded and the Allow to Exceed Credit Limit and Enable Credit Hold options are activated in the General Information page of the SO Module Setup function, AccountMate will inform you of the credit limit excess and asks you to confirm whether you want to approve the sales quote and convert it to a sales order. Click Yes to continue; otherwise, click No. If you click No, another message is displayed asking whether you want to put the sales order on credit hold. Click Yes to put the order on credit hold; otherwise, click No to return to the Approve Sales Quote function without saving the transaction.

• If the sales quote approval results in the customer’s credit limit being exceeded and the Enable Credit Hold option is activated but the Allow to Exceed Credit Limit option is not activated in the General Information page of the SO Module Setup function, AccountMate will inform you of the credit limit excess and will ask you whether you want to put the sales order on credit hold. Click Yes to approve the sales quote and convert it to a sales order but put it on credit hold; otherwise, click No to return to the Approve Sales Quote function without saving the transaction.

Approve Sales Quote

Approve Sales Quote

See Also