Separating a Quote from a Sales Order
under review
E
Exact Emu
Whilst we love the fact that we can quote in Factory and then hit 'Submit as Sales Order', we would love to see the Quote remain in the system for historical purposes attached to the new Sales Order, rather than replaced by the Sales Order.
This would mean the Quote wouldn't be issued a sequential Order # but instead given it's own unique Quote #. Then when it becomes an order, all of the quoted information is attached (perhaps in a separate tab) on the newly created Sales Order so it can be referred back to in the future.
We understand we could use the Collaborate Tab and attach a pdf version of the quote, but we can't use global search to look for the quote number or any other details on the quote if it's a pdf under collaborate.
We also note the details on a quote (or budget estimate) are significantly different to the information included on the invoice so the historical data of the quote is essentially lost.
Thanks!
Paul Lutkajtis
Hi All - this is a good, and interesting, one! It sounds like there are some key things you'd like to accomplish here:
1) You don't want to lose visibility into the original quote when you convert the quote to an order/job. That one is reasonably straightforward, as we could definitely 'decouple' this and allow the quote to continue to exist even after being converted to an order.
2) You want to easily see the quote pricing while viewing the job itself
If we did something along the lines of the following as a quick win, would it help?
1) Allow you to decide whether or not quotes should be 'kept' when they're converted to orders. Essentially keeping a copy of the Quote and creating a new 'Order' that sits separate to the quote.
2) Automatically link the Quote to the Order via the Linked Orders tab
3) We could either assign a new number to the Order, with the Quote keeping it's original #, or we could potentially maintain the same 'Order #' for both the Quote and Order, (and possibly append something to the Quote's # to differentiate it).
Keen to continue exploring this together!
I
Increased Prawn
Paul Lutkajtis sounds great Paul. I know our preference would be to keep order & job number the same if possible - mindful this may not work for others. I'd put it in a nice to have category, being able to still see the original quote is the highest priority. PS so great to have such a dynamic feedback system!!!!
Paul Lutkajtis
Increased Prawn We'll dig into it and see what's possible! My initial concerns are around accounting integrations and trying to maintain the same number across multiple entries in the accounting package, but we'll work it out :)
And thank YOU for all the awesome feedback and collaboration.
E
Exact Emu
Paul Lutkajtis
Hi Paul,
Yes, this sounds like it would work better for us too. Although, our preference would be to have a different quote numbering system to job numbering system, as not all quotes become jobs and we would like to keep our job numbers sequential.
Paul Lutkajtis
under review
I
Increased Prawn
we would like to keep quote too. we have previously used systems where the quote number becomes the job number, so the job numbers are not sequential. obviously retrofitting something like that in an existing system would be tricky though.
E
Exact Emu
To add to this, when we have used the Quote function and converted to a job, we want to keep the quoted price visible (to us) so we can see how the job is tracking, however, when we add purchases or labour on to the sales order, this is obviously added to the quote price and makes the job costing look significantly inflated.
Is there a way the price can show on the Sales Order but not be included in the calculations so we can do an internal comparison on the Sales Order?