Configuration
To use iQuote Sales Order to its full potential the user has to set the following configurations:
Access
Go to Administration > User > User profiles.
Select the appropriate profile and click Edit.
Enable the following access control:
EPS > Sales > Commercial > IQUOTE SALES ORDER
Click Save.
General settings
Go to Administration > General configuration > System > General Settings and open the iQuote Sales Order tab.
Under Sales order, check the “Enable Sales Order” parameter.
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Option |
Function |
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Build Invoice Lines |
Enables the Invoice integration. |
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Enable Shipping Integration |
Enables the shipping integration. |
Under Project Rules, set the “Default option to generate iQuote Sales order”:
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Option |
Function |
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Generate sales order by estimate |
Only one estimate can be in each sales order. |
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Generate sales order by project |
Allows the system to create one sales order for several estimates grouped in the same project |
Under Display Option in Product tab, select which columns you want the system to display in the Sales Order's Product tab.
Under Sales order code configuration, set the “Code generation option:
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Option |
Function |
Criteria |
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Sequential |
All Sales Orders are numbered in order as they are created, no matter which company they belong to |
Current number |
Sets the starting number for the next sales orders created. Example: If this value is set as 90, the next sales order created will be 91. |
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Series per company |
Allows the system to create one sales order for several estimates grouped in the same project |
Company |
List of all the recorded companies in the system. |
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Series |
Define numbers and/ or letters to identify the serial numbers belonging to that specific company. |
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Current number |
Sets the starting number for the next sales orders created. Example: if the series is “A”, and this value is set as 90 the next sales order created will be “A91”. |
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Under Sales Order Maintenance, on the Sales Order owner filed, select either the Estimate or Job. The one selected is the record that the Order will inherit its data from.
Extra item record
Extra items work more or less like inventory items but can be used to monitor items the customer may or may not be charged for, requested at the time of the order etc. Check the Products section in this document to learn how to add and manage extra items in the sales order. But prior to that, the user is required to create extra items records:
Note: The extra item has its own access control. Go to Administration > User > User profiles and enable it under: EPS > SALES > RECORDS > IQUOTE > INVENTORY > EXTRA ITEM.
Go to Sales > Records > iQuote > Inventory > Extra Item.
Click New.
Check the fields in this screen:
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Area |
Fields |
Function |
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Main |
Code |
Enter the item’s identification code. This data is mandatory. |
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Unit |
Select the appropriate unit of measurement. This data is mandatory. |
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Description |
Enter the item’s identification name, as it will be displayed in the other records and functions. |
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External reference |
Type in the integration code with other systems, if any. This data is relevant only if this record is imported or exported. |
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Plant |
Select a plant from the previously recorded options. |
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MIS code |
Enter the MIS integration code, if any. |
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MIS Company ID |
Enter the corresponding ID in the Monarch or Radius systems, if there is an integration. |
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Active |
Check it to indicate whether this item is available for use. |
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Allow shipping |
Check it to indicate this item can be physically delivered. Example: A digital file will not have this parameter enabled, while a hard proof item will. |
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Default |
Note |
Allows the user to add comments about this item. For information purposes only. |
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Quantity |
Enter a default quantity for this item, if needed. |
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Rules to load
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Load in estimates automatically |
This parameter defines if the estimates will be automatically loaded in the sales order. |
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Customers |
Select the customers in whose estimates this item will be automatically loaded. The system displays this field only if the “load in estimates automatically” parameter is enabled. |
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Product lines |
Select the customers in whose estimates this item will be automatically loaded The system displays this field only if the “load in estimates automatically” parameter is enabled. |
Workflow
Status
Status are identifications of the object’s situation through the commercial or productive process. The users can set up some aspects the status as appropriate (check “Add status”), but iQuote provides for each object by default a set of status tags that define the object behavior.
For the sales order object, four status tags are available:
Held – Usually, marked as initial status.
Confirmed
Closed – Usually marked as final status.
Cancelled – Usually marked as final status.
Note: iQuote sales orders in status marked as final cannot be edited.
Note: For more information on system’s objects and workflow, check Objects.
Add status
Go to Administration > Workflow > Object and select iQuote Sales Order object.
Under the Status tab, click Add.
Complete the fields as described below:
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Field |
Description |
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Title |
Name the selected status to be displayed in objects such as estimate, customer, etc. For example: "In production". Mandatory. |
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Action to be activated |
Name the status to be selected. For example: "Send to Production". This field is not mandatory, but its completion is recommended. |
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Initial |
Check it to define if this status will be automatically applied to the object when it is created. Only one status can be set as standard for each object. If the user tries to set a second status as the standard this will substitute the previous. |
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Final |
Check it to define if this status will be the last one in the production route. |
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Active |
Check it to indicate whether this status is available for use. |
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Tag |
Select a system’s preset rule that defines the status behavior according to the object. Each object has a specific list of tags. To learn more about the tags and their behaviors for each object refer to "Tags". |
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Color |
Select an identification color for this status. |
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Next status |
Select which statuses may come after this one in the production route and therefore can be selected in the estimate or Job. |
In the Events area, click Input event to define actions that will occur on the system when an object enters this status. For more information on how to set events refer to "Object events".
In the Events area, click Output event to define actions that will occur on the system when an object exit this status. For more information on how to set events refer to "Object events".
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EXAMPLE |
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An "input event" can be configured so that the system creates a certain task each time an estimate (object) enters the "approved" status. |
Under Access control, select the user group to which you want to assign access in the list on the left.
In the Access field on the right, select the actions that will be authorized for this user group, as described below:
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Action |
Description |
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Edit |
Select it to define this user group can edit objects that are in this status. |
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Enter |
Select it to define this user group can change the status of objects to enter this status. For example: permission to modify an estimate for "Approved." |
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Exit |
Select it to define this user group can change the status of objects to exit this status. For example: permission to modify an estimate that is in "Approved" status to some other available status. |
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View |
Select it to define this user group can view the contents of objects that are in this status. |
Repeat steps 6 and 7 for each user group as needed.
Click Save.
Note: The access control for object status can also be set in Administration > User > User profile > Select user > Workflow status.
Click Save again and then click Apply workflow. This may take a couple minutes.