Purpose: Quote conversion allows you to convert a pre-order quote into a regular order.
To convert:
1. Advance to order maintenance for the quote you wish to convert.
2. Optionally, perform any updates to the quote, such as adding or removing a line and performing any pricing updates; see Maintaining Quotes in Order Maintenance.
3. On the Order Header screen, change the Order type field for the quote to an order type whose Quote field is unselected.
4. Optionally, perform any updates to the order; see Performing Order Maintenance.
5. Optionally, enter a payment method on the order. The order may not have a payment method if the Pay method required field for the order type on the converted quote is unselected. Note: When you convert a quote to an order, the system will perform online authorization for eligible payment methods only if the Authorize Full Amount During Order Entry (G99) system control value is selected. See Performing Online Credit Card Authorizations.
6. Accept or Reject the converted order.
7. If you accept the converted order, the system displays the Unavailable Quoted Order Lines Screen if any of the items on the converted order are on backorder or soldout.
See Quote Conversion Updates for the updates the system performs when you convert a quote to an order.
Changing to a different quote order type: If you change the order type on a quote to another order type whose Quote field is selected, the system does not convert the quote to an order. The quote remains a quote. The system:
• Recalculates the cancel date for the quote, based on the number defined in the Expiration days field for the new order type. See Cancelling a Quote through Order Maintenance.
• Requires a pay method for the quote, based on the setting of the Pay method required field for the new order type.
In this topic:
• Unavailable Quoted Order Lines Screen
For more information: See:
• Entering Pre-Order Quotes for an overview, the required setup, and how to create a quote.
• Maintaining Quotes in Order Maintenance for more information on the updates you can make to a quote before it is converted to an order.
• Cancelling a Quote through Order Maintenance for more information on how to cancel a quote.
Unavailable Quoted Order Lines Screen
Use this screen to review the items on a converted quote that are not available because they are on backorder or are soldout.
How to display this screen: In quote maintenance, change the Order type field for the quote to an order type whose Quote field is unselected and select Accept. This screen does not display if none of the items on the converted quote are on backorder or are soldout.
Field |
Description |
Order # |
The order number for the converted quote that contains items that are on backorder or are soldout. Numeric, 9 positions; display-only. |
Ship to # Unlabeled field next to Order # field |
The ship to number for the converted quote that contains items that are on backorder or are soldout. Numeric, 3 positions; display-only. |
Lin Order line number |
The line on the converted quote that contains the item that is on backorder or is soldout. Numeric, 3 positions; display-only. |
Item |
A code for the item on the converted quote that is on backorder or soldout. Alphanumeric, 12 positions; display-only. |
SKU |
A code for the SKU of the item on the converted quote that is on backorder or soldout. Alphanumeric, three 4-position fields; display-only. |
Description |
A description of the item. Alphanumeric, 25 positions; display-only. |
Ord Ordered quantity |
The number of units of the item ordered on the order line. Numeric, 5 positions; required. |
Rsv Reserved quantity |
The number of units of the item reserved on the order line. See Influences on Reservation. Numeric, 5 positions; display-only. |
B/O Backordered quantity |
The number of units of the item on backorder on the order line. Numeric, 5 positions; display-only. |
S/O Soldout quantity |
The number of units of the item that are soldout on the order line. Numeric, 5 positions; display-only. |
• Quote Conversion Immediate Updates
• Quote Conversion Updates During Background Processing
• Quote Conversion General Ledger Postings
Quote Conversion Immediate Updates
The system performs the following updates immediately when you convert a quote to an order.
Cancel date |
The system removes the cancel date defined on the order header and for each order line. |
Order date and arrival dates |
The system updates the order date and arrival date on the order to the date the quote is converted to an order. The system does not update the entered date so that you can track the date when the quote was created. |
Order type |
The system updates the Order type field on the Work with Order screen for the converted order to display-only. |
Inventory reservation |
The system performs inventory reservation against all qualifying lines on the quote. Once the quote is converted to an order, you should manually review the lines on the order to determine if there are any items on backorder or that are soldout based on inventory availability at the time of quote conversion. Any items that are on backorder or are soldout display on the Unavailable Quoted Order Lines Screen. |
Soldout items |
When you convert a quote to an order that contains a soldout item, the item remains soldout; the system does not reevaluate soldout order lines based on current inventory status. In order to reevaluate soldout order lines during quote conversion, you will need to delete the existing soldout order line and add a new order line to the order for the item that is soldout. |
Price override reason for quotes |
The system uses regular pricing logic to reprice each line on the quote that does not have a price override reason defined. |
Held quotes |
If you convert a held quote to an order, the system retains the hold reason defined in the Hold reason field on the Work with Order Screen and updates the status of the order to Held. |
Freight charges |
The system looks at the setting of the Override Freight on Quote Conversion (K76) system control value to determine whether the freight and additional freight charges on a pre-order quote are used as a freight override when the quote is converted to a regular order. • If this system control value is selected, the system carries over the freight and additional freight charges on the pre-order quote when the quote is converted to a regular order. You can review the freight and additional freight charges in the Freight override field on the Work with Order Ship to Properties Screen. Note: If a freight override amount exists, the system does not automatically recalculate freight. For example, if you cancel a line on the converted order, the system will not recalculate freight based on the changed order total. In order to recalculate freight for the converted order, you must remove the freight override amount and change an order line. • If this system control value is unselected, the system does not retain the freight and additional freight charges on a pre-order quote when the quote is converted to a regular order. The system re-calculates the freight and additional freight charges when the quote is converted to a regular order. |
Membership items |
If the converted quote contains a membership item, the system displays the Order Total Window (Reviewing the First Order Total), where you can review the estimated dollar total of the first order you will generate for the membership, and updates the status of the customer membership to active. |
Order Broker |
When you convert a quote to an order, the system automatically sends eligible backordered lines to the Order Broker module in Locate for fulfillment. See Order Broker Integration. |
Payment |
The system validates that a payment method exists on the order. If a payment method does not exist, the system requires one. Note: When you convert a quote to an order, the system will perform online authorization for eligible payment methods only if the Authorize Full Amount During Order Entry (G99) system control value is selected. See Performing Online Credit Card Authorizations. |
Order history |
When you convert a quote to an order, the system creates an order history message, indicating the date the quote was converted, the order total of the quote at the time of conversion, and the user ID of the user that converted the quote to an order; for example: 11/04/09 CONVERT Quote was converted to an order 301.29 KBOTTGER |
Pick Slip Preparation |
When you convert a quote to an order, the system evaluates the order to determine if it qualifies for pick slip preparation. See Preparing Orders for Pick Slip Generation and Applying Pick Slip Preparation to an Order. |
Order Async |
The system sends the converted order to the order async for background updates. |
Deferred or installment payment plan |
When you convert the quote to an order, the system updates the deferred bill date or installment bill dates. Deferred payment plan example: On 11/10/09, you enter a quote and apply a deferred payment plan to the credit card pay type on the quote. When you accept the quote, the system assigns a deferred bill date of 12/20/09 to the quote (based on a 30 day deferral). On 11/12/09, you convert the quote to an order. When you accept the converted order, the system updates the deferred bill date to 12/22/09. Installment payment plan example: On 11/10/09, you enter a quote and apply an installment payment plan to the credit card pay type on the quote. When you accept the quote, the system assigns the following installment bill dates to the quote: 11/10/09 and 12/10/09. On 11/12/09, you convert the quote to an order. When you accept the converted order, the system updates the installment bill dates to 11/12/09 and 12/12/09. |
Quote Conversion Updates During Background Processing
The system performs the balance of the field and table updates during a background processing job (Order ASYNC) that runs after you accept the converted quote. See Updates During Background Processing for a detailed listing.
See Performing the Release and Introducing Order Hold Reason Codes for more information about the credit check process that evaluates customers, orders, and payment types and performs record updates if any condition on the order fails a credit check.
Process |
Table |
Field |
Update the Item/Warehouse for each item ordered |
Item Warehouse |
ITW B/O qty Reserve qty Special handling reserve quantity ITW On order qty |
Update the SKU for each item ordered |
SKU |
Orders availability pick generation Open quantity On-hold quantity |
Update the order detail data queue for each item ordered |
Order Detail Data Queue |
Qty ordered Qty soldout Original price Price Price override code |
Update order line history |
Order Line History |
|
Update order ship to data queue |
Order Ship To Data Queue |
The system creates the record using the order date (the date the quote was converted to an order), rather than the entry date (the date the quote was created), in order to perform general ledger postings correctly |
Update order transaction history |
Order Transaction History |
|
Update reserved order lines |
Reserved Order Lines |
|
Evaluate order for refunds or contributions; create refund records for overpayments or balance dues, or contribution records for contributions |
Refunds Order Contributions |
All fields |
Credit check: sold-to customer unconditional hold |
Order Header SKU |
Order header/order hold reason system hold reason On-hold quantity |
Credit check: sold-to customer fraud |
Order Header Order Header SKU |
Order header order status Order header/order hold reason system hold reason On hold qty |
Credit check: sold-to customer zip code fraud |
Order Header Order Header SKU |
Order header order status Order header/order hold reason system hold reason On-hold quantity |
Credit check: bill-to customer unconditional hold |
Order Header SKU |
Order header/order hold reason system hold reason On-hold quantity |
Credit check: bill-to customer zip code fraud |
Order Header SKU |
Order header/order hold reason system hold reason On-hold quantity |
Credit check: ship-to/ sold-to customer fraud |
Order Ship To Order Header Order Ship To SKU |
Order ship to/order hold reason hold reason Order header/order hold reason system hold reason Order ship to order status On-hold quantity |
Credit check: ship-to/ sold-to customer zip code fraud |
Order Ship To Order Header SKU |
Order ship to order status Order header/order hold reason system hold reason On-hold quantity |
Credit check: ship-to customer fraud |
Order Ship To Order Header SKU |
Order ship to order status Order header/order hold reason system hold reason On-hold quantity |
Credit check: ship-to customer zip code fraud |
Order Ship To Order Header SKU |
Order ship to order status Order header/order hold reason system hold reason On-hold quantity |
Credit check: email address fraud |
Order Header Order Ship To SKU |
OHR Hold reason OHD OHR Sys hold reason SKU On hold qty |
Credit check: dollar hold |
Order Header SKU |
Order header/order hold reason system hold reason On-hold quantity |
Credit check: time hold |
Pay Type Order Header SKU |
Order header hold reason Order header/order hold reason system hold reason On-hold quantity |
Credit check: check fraud |
Pay Type Order Header SKU |
Order header hold reason Order header/order hold reason system hold reason On-hold quantity |
Credit check: check interface hold |
Pay Type Order Header |
Order header hold reason Order header/order hold reason system hold reason |
Credit check: balance due exceeds the $ amount |
Order Header SKU |
Order header/order hold reason system hold reason On hold qty |
Credit check: pay types |
Order Header SKU |
Order header/order hold reason system hold reason On-hold quantity |
Credit check: credit card fraud |
Pay Type Order Header SKU |
Order header hold reason Order header/order hold reason system hold reason On-hold quantity |
Credit check: credit card authorization pending status |
Pay Type Order Header SKU |
Order header hold reason Order header/order hold reason system hold reason On-hold quantity |
Credit check: credit limit exceeds open A/R |
Pay Type Order Header SKU |
Order header hold reason Order header/order hold reason system hold reason On-hold quantity |
Credit check: outstanding balance due |
Pay Type Order Header SKU |
Order header hold reason Order header/order hold reason system hold reason On hold quantity |
Update the Flash Report |
Order Control Summary |
Dollars of orders entered to-date Orders entered to-date Orders entered month-to-date Dollars of orders entered month-to-date Orders entered year-to-date Dollars of orders entered year-to-date Orders open, reserved Dollars of orders open, reserved Orders held, reserved Dollars of orders held, reserved Total orders reserved/ unprinted |
Update order header and order ship-to status to match status of detail lines if all lines canceled. |
Order Header Order Ship To |
Order header order status Order ship to order status |
Creates Order Broker request for each order line that is eligible, and submits request to the Order Broker. See Order Broker Integration for an overview. |
Order Broker |
All fields |
Creates store fulfillment trigger record and supporting tables if any order lines are flagged for store fulfillment |
Store Pickup Header Store Ship To Store Pickup Payment Store Pickup Detail Store Pickup Detail Message IL Outbound Trigger |
All fields |
Updates the customer sold to order history |
Customer Sold To Ord Hist |
On order $ # Orders LTD $ Orders LTD Last CC# Last expiration date Last order date Last order amount Order type Pay type Source code |
Updates the customer sold to item history |
Order/Billing History |
All fields |
Updates the customer ship to order history |
Customer Ship To Ord Hist |
On order $ # Orders LTD $ Orders LTD Last CC# Last expiration date Last order date Last order amount Order type Pay type Source code |
Updates the customer ship to item history |
Order/Billing History |
All fields |
Updates the individual order history |
Customer Individ Ord Hist |
On order $ # Orders LTD $ Orders LTD Last CC# Last expiration date Last order date Last order amount Order type Pay type Source code |
Updates the individual item history |
Order/Billing History |
All fields |
Updates the On order dollars if the order contains an A/R pay type |
Customer Bill To |
CBT $ On Order |
Sends balance of updates to background processing job (O/P ASYNC) |
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Quote Conversion General Ledger Postings
During background processing, the system automatically posts these entries to the General Ledger Interface table if the Deferred Liability Cash Post Method (C48) field in the System Control table is set to ORDER. See Displaying the General Ledger Interface (DGLI).
Transaction |
Journal Source |
General Ledger Account |
debit |
Cash/Accounts Receivable |
Cash A/R # for the bank from the Default Bank for Cash Posting from Order Entry (D17) field in the System Control table |
credit |
Cash/Deferred Liability |
Sale G/L # from the Pay Type table (for prepaid or coupon pay types only) |
credit |
Cash/Deferred Liability |
Contribution G/L # from Pay Type table (for prepaid pay types only)1 |
debit |
Coupon/Deferred Liability |
Refund G/L # from Pay Type table (for coupon pay types only) |
1When you convert a contribution to a refund, the system debits the Contribution G/L # and credits the Sale G/L # from the Pay Type table. |
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