Maintaining Quotes in Order Maintenance
Purpose: Quote Maintenance allows you to update an existing quote by:
• Changing customer, quote, item, or payment information
• Adding a payment type
• Adding an item
• Deleting an item
• Canceling a quote
• Holding or releasing a line
• Repricing items on the quote and applying discounts and promotions to a quote; see Order Repricing, Premiums, Discounts, and Promotions and Changing Item Detail Line Information in Quote Maintenance
• Recalculating the freight on the quote if the Override Freight on Quote Conversion (K76) system control value is unselected.
• Recalculating the order totals based on the changes you have made in quote maintenance
Additionally, you can select Quote Maintenance to review quote history.
In this chapter:
• How is Quote Maintenance Different from Order Maintenance?
• Selecting a Quote for Maintenance
• Work with Order Screen in Quote Maintenance
• Changing Item Detail Line Information in Quote Maintenance
• Enter Payment Methods Screen in Quote Maintenance
• Completing Quote Maintenance
• Cancelling a Quote through Order Maintenance
For more information: See:
• Entering Pre-Order Quotes for an overview, the required setup, and how to create a quote.
• Cancelling a Quote through Order Maintenance for more information on how to cancel a quote.
• Converting Quotes to Orders for more information on the updates the system performs when you convert a quote to a regular order.
How is Quote Maintenance Different from Order Maintenance?
You use the same screens in quote maintenance as you do in order maintenance. However, the system displays the screens for a quote in Review mode. When you convert the quote to an order, the system displays the screens in maintenance mode.
Unlike standard orders:
• Because the system does not reserve items on quotes, adding an item to a quote does not guarantee that the item will be available when the customer is ready to order. When you convert a quote to an order, the system reserves inventory and displays the Unavailable Quoted Order Lines Screen, listing the items on the quote that are not available because they are on backorder or are soldout.
• You can have only one ship to customer on a quote, and all of the items on a quote must ship to the same address.
• The price of each item on a quote is not guaranteed unless you enter a price override reason code in the Price Override Reason for Quotes (K75) system control value. The system assigns this price override reason code to each order line that does not already have a price override reason code defined when you accept the quote. Note: Before you convert a quote to an order, the system allows you to reprice and apply any discounts or promotions to the lines on a quote that do not have a price override reason defined; if the totals for a quote change during quote maintenance, you should resend a Quote Confirmation or Quote form to the customer to indicate the new estimated order totals.
• The freight charges on a quote are not guaranteed unless you select the Override Freight on Quote Conversion (K76) system control value.
• You cannot express bill any items on a quote.
• You cannot apply a pre-paid pay type to a quote.
• You cannot perform a return or exchange.
• You can perform end-of-order repricing, promotional pricing, and add free gifts; however, the updates apply only to lines that do not contain a price override reason code.
• The system does not reduce inventory or update demand until you convert a quote to an order.
• The system does not perform any credit or fraud checking until you convert a quote to an order.
See Quote Restrictions for additional functionality that is not available on a pre-order quote.
Similar to order maintenance, quote maintenance does not allow you to:
• Display Upsell Promotions pop-up windows.
• Let you change a payment method if it has been charged.
• Let you change the source code to a source code for a different offer.
• Let you change the customer sold to or ship to number.
• Let you advance to the Order Recap screen.
Order history message: When you maintain a quote, the system creates an order history message, indicating the date the quote was maintained, the new order total, and the user ID of the person that maintained the quote; for example: 10/29/09 MAINT Quote was maintained 277.95 KBROWN. See Display Order History Screen.
Selecting a Quote for Maintenance
You can advance to quote maintenance as you would advance to maintenance for any standard order:
• Select Maintain from the standard Order Inquiry screens.
• Select Order Maint from the Order Entry Customer Selection screen.
• Select Maintenance from the Customer Selection CTI screen.
Use the Order Maintenance Selection Screen to find the quote you wish to maintain, using information you have about either the quote or the customer. Select Quote in the Order Status field to restrict your search criteria to quotes only. See Selecting an Order for Maintenance for more information on the fields on this screen.
Cannot Maintain Order window: The system advances you to the Cannot Maintain Order Window if you select to maintain a canceled quote. In this situation, the system does not allow you to enter quote maintenance to maintain the quote.
Work with Order Screen in Quote Maintenance
Use the Work with Order Screen to maintain customer and header information on the quote.
Printing order header messages on the Quote form: You can flag an order header message to print on the Quote Form by selecting Quote in the Print field for the message. The first four order header messages whose Print flag is set to Quote print on the form.
Recipient customers on quotes: You cannot add multiple ship to customers to a quote. If you select Accept/Add Recip for a quote, the system displays an error message: Add recipient not allowed with Quote.
Work with Order Ship to Properties screen: When you accept a quote:
• The system selects the Quote origin field on the Work with Order Ship to Properties Screen to indicate the order is a pre-order quote. You cannot change this field in quote maintenance.
• The system applies the freight and additional freight charges on the quote as a freight override if the Override Freight on Quote Conversion (K76) system control value is selected. You can review the freight and additional freight charges on the quote in the Freight override field on the Work with Order Ship to Properties Screen. If you wish to recalculate the freight for the quote, you can remove the freight override amount; the system recalculates the freight when you accept the quote and applies the new freight charges as a freight override.
Field descriptions and screen options: See Work with Order Screen for a description of the fields and the options available on this screen.
The fields below describe information on the Work with Order screen that applies specifically to Quote maintenance. See Work with Order Screen in Order Maintenance for more information on the fields you can change that are not specific to Quote maintenance.
Field |
Description |
Ship via |
You cannot enter an express bill ship via code on a quote. The shipper update on the quote header screen affects all items except those with a ship via override. |
Salesrep |
Any Quote Form or Quote Confirmation generated after you update this field includes the new salesman number. |
Type Order type |
If you change the order type to an order type whose Quote field is also selected, the system: • Recalculates the cancel date for the quote and each item on the quote, based on the number defined in the Expiration days field for the new order type. If an Expiration days has not been defined for the new order type, the system removes the cancellation date from the quote. 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. If you change the order type to an order type whose Quote field is unselected, the system converts the quote to an order; see Converting Quotes to Orders. |
Hold reason |
If you enter a hold reason, the system places the entire quote on hold; however, the status of the Quote remains Quote. If you convert the quote to an order, the system retains the hold reason and updates the status of the order to Held. Note: Held quotes are not included in the Release Held Orders (ERHO) menu option; you must use quote maintenance to remove the hold reason on the Work with Order screen from the quote. |
Calc freight |
The system suppresses all freight charges for new items (including freight and additional freight) when you unselect this field. If service charges by ship via would normally apply, the system suppresses these as well. Note: The system does not calculate freight for new items you add to the quote when this field is unselected; the system charges the customer any freight previously calculated for existing order detail lines if using a line-level freight method. The Recalculate Freight Default (F62) system control value controls the default setting of this field. The setting of the Override Freight on Quote Conversion (K76) system control value controls 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. |
Arrival date |
The system updates each item on the quote automatically with the new arrival date. Regardless of the arrival date, the system does not reserve inventory on quotes. The system reserves inventory when the quote is converted to an order; see Converting Quotes to Orders. If a number of days has been entered in the Expiration days field for the order type on the quote, the system assigns a cancel date to the quote and each line on the quote, indicating when the quote is no longer valid and should be cancelled. The system uses the following calculation to assign a cancel date to a quote: Quote arrival date + Order type Expiration dates = Quote expiration date The system stores the quote expiration date in the Cancel date field in the Order Header table and Order Detail table. Note: The cancel date cannot be earlier than the arrival date: Cancel date cannot be earlier than arrival date. |
Cancel date |
If a number of days has been entered in the Expiration days field for the order type on the quote, the system assigns a cancel date to the quote and each line on the quote when you accept the quote. The cancel date indicates when the quote is no longer valid; see Assigning an Expiration Date to a Quote. The system uses the following calculation to assign a cancel date to a quote: Quote arrival date + Order type Expiration dates = Quote expiration date If you manually enter a date in the Cancel date field on the Work with Order screen, the system uses this date instead of the calculated quote expiration date. Note: The cancel date cannot be earlier than the arrival date: Cancel date cannot be earlier than arrival date. Order Cancellation List Once the cancel date has been reached the quote prints on the Order Cancellation List. Customer Service uses this list to contact each customer to see if the deadline can be extended. If not, Customer Service must use Order Maintenance to cancel the quote. See Cancelling a Quote through Order Maintenance. |
Changing Item Detail Line Information in Quote Maintenance
Purpose: Use the Work with Order Lines screen to:
• review information about items on the quote
• make changes and additions
• delete a line
• review quote line history
The system does not reserve inventory for order lines on a quote. The system performs inventory reservation when the quote is converted to an order. See Converting Quotes to Orders.
Changing a set component item: You cannot change, cancel, delete, or sell out a set component item if you do not have the required authority under the Set Component Maintenance (J01) secured feature. See that secured feature for more information.
Adding an item in quote maintenance: Use the Work with Order Line Screen to add another item to an existing quote and enter item-level overrides. You can also add an item by entering the information on the blank order line in the center of the Work with Order Lines Screen. The system:
• Assigns the next available line number to the item you are adding to the quote.
• Assigns the cancel date on the quote header to the item.
• Performs the same item validations as in Quote Entry; see Adding Items to a Quote.
Enter Add Reason window: Regardless of the setting of the Require Reason for Lines Added in Order Maintenance (D75) system control value and Require reason code field for an item offer or SKU offer, the system does not advance you to the Enter Add Reason Window when you add an item to a quote in Quote maintenance.
Deleting an item in quote maintenance: Select Delete for an order line to remove it from the quote. If you delete a membership item from a quote, the system also deletes the customer membership.
Repricing an existing line in quote maintenance: You can select Reprice during quote maintenance to reprice the quote and apply any qualifying discounts, premiums, and promotions to the quote; however, the system does not reprice any lines that contain a price override reason code. If you wish to reprice these lines, you must remove the price override reason code from the line. The system reprices lines that do not contain a price override reason code using regular pricing logic. Note: If you maintain a quote after printing the Quote form or generating the Quote Confirmation email, and the estimated order totals for the quote change as a result of your changes, you should use the Print/Email Quote Window to resend the Quote form or Quote Confirmation to the customer so that the customer has the most recent estimated totals for the quote.
Accompanying item: The system adds an accompanying item to the order if the selected item has been associated with one through the Work with Accompanying Item Screen, and if the Add Accompanying Items in Order Maintenance (H28) system control value is selected. Note: If you update the originating item in quote maintenance, the system does not update the accompanying item. For example, if you sell out the originating item in quote maintenance, the system does not also sell out the accompanying item.
Returns: You cannot process returns or exchanges in quote maintenance.
Recipient customers on quotes: You cannot add multiple ship to customers to a quote. If you select Accept/Add Recip for a quote, the system displays an error message: Add recipient not allowed with Quote.
Customer profile: The system advances automatically to the Work with Customer Profile Screen if you need to obtain mandatory demographic information for a customer, if the Prompt for Mandatory Demographics in Order Maintenance (E60) system control value is selected.
Field descriptions and screen options: See Working with Items on the Order for a description of the fields and the options available on this screen.
The fields below describe information on the Work with Order Lines screen that applies specifically to Quote maintenance. See Changing Item Detail Line Information in Order Maintenance for more information on the fields you can change that are not specific to Quote maintenance.
Field |
Description |
Qty |
You cannot enter an item for a negative quantity on a quote: Negative quantity not allowed on quote. When you change the quantity ordered of a main set item, the change is also reflected in its component items. |
Price |
The system calculates the price of an item by taking into account any price breaks and source or order discounts, and uses the pricing routine (pricing hierarchy) in the Pricing Values (B31) system control value to determine the price of the item on the order line. If you override the price for an existing order line, you must enter a price override reason code in the Ovr field. The Price Overrides (A23) secured feature controls whether you can update the price defined for the order line; if you do not have authority to this secured feature, the Price field is display-only. User and user class security determine whether you can perform a price override. You can also define a maximum percentage operators can discount an item by entering a percentage in the Price Override Limit Percent (E55) system control value. You can select Reprice during quote maintenance to reprice the quote and apply any qualifying discounts, premiums, and promotions to the quote; however, the system does not reprice any lines that contain a price override reason code. If you wish to reprice these lines, you must remove the price override reason code from the line. The system reprices lines that do not contain a price override reason code using regular pricing logic. Note: If you maintain a quote after printing the Quote form or generating the Quote Confirmation email, and the estimated order totals for the quote change as a result of your updates, you should use the Print/Email Quote Window to resend the Quote form or Quote Confirmation to the customer so that the customer has the most recent estimated totals for the quote. |
Ovr |
The price override reason code assigned to the order line. If you have the authority, you can override the price of an item and specify a price override reason code. When you accept a quote, the system assigns the price override reason code defined in the Price Override Reason for Quotes (K75) system control value to each detail line so that the quoted price for each item is retained. However, the system allows you to remove the price override reason and update the price of a line in quote maintenance. You can select Reprice during quote maintenance to reprice the quote and apply any qualifying discounts, premiums, and promotions to the quote; however, the system does not reprice any lines that contain a price override reason code. If you wish to reprice these lines, you must remove the price override reason code from the line. The system reprices lines that do not contain a price override reason code using regular pricing logic. Note: If you maintain a quote after printing the Quote form or generating the Quote Confirmation email, and the estimated order totals for the quote change as a result of your updates, you should use the Print/Email Quote Window to resend the Quote form or Quote Confirmation to the customer so that the customer has the most recent estimated totals for the quote. |
Frt |
This field does not display in Quote Maintenance, regardless of the settings of the Override Freight on Quote Conversion (K76) and Recalculate Freight Default (F62) system control values. |
Ship via |
You cannot enter an express bill ship via code on a quote. |
Arr date |
Regardless of the arrival date, the system does not reserve inventory on quotes. The system reserves inventory when the quote is converted to an order; see Converting Quotes to Orders. Note: The cancel date for the quote cannot be earlier than the arrival date: Cancel date cannot be earlier than arrival date. |
Cancel date |
If a number of days has been entered in the Expiration days field for the order type on the quote, the system assigns a cancel date to the quote and each line on the quote when you accept the quote. The cancel date indicates when the quote is no longer valid; see Assigning an Expiration Date to a Quote. If you manually enter a date in the Cancel date field on the Work with Order screen, the system overrides the date you entered with the calculated quote expiration date. The system recalculates the quote cancellation date when you accept the quote in Quote Maintenance only if you changed the order type on the quote to another order type whose Quote field is selected and whose Expiration days is different from the expiration days defined for the original order type on the quote. Note: The cancel date cannot be earlier than the arrival date: Cancel date cannot be earlier than arrival date. Order Cancellation List Once the cancel date has been reached the quote prints on the Order Cancellation List. Customer Service uses this list to contact each customer to see if the deadline can be extended. If not, Customer Service must use Order Maintenance to cancel the quote. See Cancelling a Quote through Order Maintenance. |
Enter Payment Methods Screen in Quote Maintenance
Purpose: Use the Enter Payment Methods Screen to apply a payment to the quote or to change existing payment information.
Note: The Enter Payment Methods screen is the only screen where you can enter payment information in Quote Maintenance.
Payment method required? The Pay method required field for the order type on the quote defines whether a pay type is required on a quote.
• If the Pay method required field is selected, the system requires you to enter a pay type on a quote before the quote can be accepted.
• If the Pay method required field is unselected, the system does not require a pay type on a quote. A pay type is not required until the quote is converted to an order.
The system performs the same pay type validation as in standard order entry; see Pay Type Editing.
Cash/check pay type: You cannot enter a cash/check pay type on a quote. You can add a cash/check pay type when the quote is converted to a regular order.
Adding, changing, and deleting a payment plan to a quote: The system allows you to add, change, or delete a payment plan on a quote in quote maintenance.
• In order to add a payment plan to a quote, the system checks to make sure the payment plan is eligible; see Adding a Deferred or Installment Payment Plan.
• You can change a payment plan by selecting Change for the credit card pay type for the quote and entering in a new payment plan code in the Pay plan field at the Enter Payment Methods screen.
• You can delete a payment plan from the quote by selecting Change for the credit card payment method and clearing the payment plan code in the Pay plan field at the Enter Payment Methods screen.
Performing online authorization during quote maintenance: You can send and receive electronically the information required to authorize a credit card during quote maintenance by selecting Auth Online for a credit card payment method that is eligible for online credit card authorization. You would use this option if you are setup to perform online authorization and:
• the credit card was not authorized during quote entry due to a communication failure.
• the credit card received a declined authorization during quote entry and you wish to resend the card for authorization.
• you added items to the quote in quote maintenance and wish to authorize the card for the added dollar amount.
• you added a credit card payment method to the quote in quote maintenance.
See Performing Online Authorization during Order Maintenance for more information.
Recipient customers on quotes: You cannot add multiple ship to customers to a quote. If you select Accept/Add Recipient for a quote, the system displays an error message: Add recipient not allowed with Quote.
Field descriptions: See Enter Payment Methods Screen for field descriptions and options available on this screen.
The fields below describe information on the Enter Payment Methods screen that applies specifically to Quote maintenance. See Enter Payment Methods Screen in Order Maintenance for more information on the fields you can change that are not specific to Quote maintenance.
Field |
Description |
Pay type |
You cannot enter a cash/check pay type on a quote. You can add a cash/check pay type when the quote is converted to a regular order. |
Plan (Deferred or installment payment plan code) |
Represents the deferred or installment payment plan assigned to the quote. When you convert the quote to an order, the system updates the deferred bill date or installment bill dates. A quote is eligible for a payment plan only if it uses a credit card whose Card type is Credit Card rather than, for example, a stored value card. See Types of Credit Cards for more information. This field displays only if the Deferred and Installment Billing (F51) system control value is selected. If you do not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only. An error message indicates if you enter a payment plan code and the quote is not eligible. Payment Plans are defined in and validated against the Flexible Payment Option table. See Working with Flexible Payment Options (WFPO). |
Select Accept Order to accept your changes to the quote, or select Reject Order to exit the quote without saving your changes.
When you accept your changes to the quote, the system:
• If you changed the Arrival date and a number of days has been entered in the Expiration days field for the order type on the quote, recalculates the cancel date assigned to the quote header and each item on the quote; see Assigning an Expiration Date to a Quote. In addition, assigns the expiration date to each new line added in quote maintenance.
• Assigns the price override reason defined in the Price Override Reason for Quotes (K75) system control value to each detail line that does not already have a price override reason defined.
• Applies the freight and additional freight charges to the Freight override field on the Work with Order Ship to Properties Screen if the Override Freight on Quote Conversion (K76) system control value is selected and you cleared the Freight override field during quote maintenance.
• If you changed the order type to an order type whose Quote field is also selected, the system:
- Recalculates the cancel date for the quote and each item on the quote, based on the number defined in the Expiration days field for the new order type. If an Expiration days has not been defined for the new order type, the system removes the cancellation date from the quote. 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.
• Creates an order history message, indicating the date the quote was maintained, the new order total, and the user ID of the person that maintained the quote; for example: 10/29/09 MAINT Quote was maintained 277.95 KBROWN. See Display Order History Screen.
• Advances you to the Print/Email Quote Window, where you can select to print the Quote Form or generate the Quote Confirmation email.
Resending the Quote form or Quote Confirmation: If you maintain a quote after printing the Quote form or generating the Quote Confirmation email, and the estimated order totals for the quote change as a result of your changes, you should use the Print/Email Quote Window to resend the Quote form or Quote Confirmation to the customer so that the customer has the most recent estimated totals for the quote.
Converting a quote to an order: If you change the order type to an order type whose Quote field is unselected, the system converts the quote to an order; see Converting Quotes to Orders.
Cancelling a Quote through Order Maintenance
You can use the Order Cancellation List and Open Quotes Report to determine which quotes to cancel.
You can cancel the entire quote by selecting Cancel Order on the Work with Order Screen in Order Maintenance or the Work with Order Lines Screen in order maintenance.
Note: You cannot cancel individual items on a quote. If you wish to cancel an item on the quote, select Delete for the item in order maintenance to remove the order line from the quote.
To cancel: Select Cancel Order at the Work with Order Screen in Order Maintenance to display the Confirm Cancel window. If you select OK at this window, you advance to the Enter Cancel Reason window.
Field |
Description |
Order# |
The number of the quote you wish to cancel. Numeric, 9 positions; display-only, assigned by the system. |
Ship to number (unlabeled field to the right of the quote number) |
The ship to number for the quote you wish to cancel. Because quotes can have only one ship to customer, this number is always 1. Numeric, 3 positions; display-only; assigned by the system. |
Cancel reason |
The reason for canceling the entire quote. Cancel reason codes are defined in and validated against the Cancel Reason table; see Establishing Cancel Reason Codes (WCNR). Note: The system does not reduce demand, regardless of the Reduce demand setting for the selected cancel reason code since the system does not include quotes in initial demand tracking. |
Quote Updates for Cancellation
The system performs these updates when you cancel a quote.
Order Header: The system updates the status of the quote to X Closed.
Order Ship To: The system updates:
• The status of the ship to on the quote to X Closed.
• The Cancel date for the ship to on the quote to the date the quote was canceled.
Order Detail: The system updates:
• The status of each open order line on the quote to X Closed.
• The Cancel date for each order line on the quote to the date the quote was canceled.
• The Cancel reason for each order line on the quote to the cancel reason code entered on the Enter Cancel Reason window.
• Does not update the Quantity cancelled for the order lines on the quote in order to separate canceled quotes from canceled orders.
Order history: When you cancel a quote, the system creates an order history message, indicating the date the quote was canceled, the cancel reason code, and the user ID of the user that canceled the quote; for example: 11/04/09 CANCEL Quote was canceled. Reason code: 1 KBROWN
Order line history: The system creates an order line history transaction indicating the item on the quote was canceled.
Order maintenance: The quote remains on the system for inquiry purposes; once a quote has been canceled, you can no longer perform any maintenance activity against the quote. The Cannot Maintain Order window displays if you try to access order maintenance for the quote indicating the canceled quote cannot be maintained.
Customer membership: If you cancel a quote that is associated with a customer membership, the system also cancels the customer membership.
Demand: The system does not reduce demand, regardless of the Reduce demand setting for the selected cancel reason code since the system does not include quotes in initial demand tracking.
