Samples In The Sales Order
After creating the samples on the Estimate and sending them to the Job, the next step is to check it on the related Sales Order. For that, follow these steps:
Navigate to Planning > Planner > Job > access a Job record from the iQuote browser.
Go to the Quantity/Shipping tab of the Job.
Open the quick link on the SO column and click the Edit iQuote Sales Order button. The Sales Order record related to the Job opens.
From the Sales Order's Product tab, you can see the inventory items that the system created for the samples and define their prices, if necessary. Note that they will keep the same name defined in the Estimate/Job.
After finishing any kind of change that you need to do on the samples in Sales Order, go to the Shipping tab and create the new shipping to send the samples to the recipient.
Other than that, any time that you modify the samples in the Job or Estimate and save it, the system will automatically apply the change to the Sales Order too. However, the Order does not receive updates from both sources: it depends on if the Estimate or the Job is the owner.
To define the Sales Order owner, see the steps below.
Navigate to Administration > General Configuration > System > General Settings. The General Settings screen opens.
Go to the iQuote Sales Order tab.
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.
Samples Pricing
The Samples Manager screen, explained on the Samples In Estimates And Jobs topic, is a place where you can easily access and manage which components have samples and their respective quantities. After you define these quantities, the system automatically adds these extra units to the Estimate's Engineering and costs calculation. Therefore, there is not a specific place (e.g., the invoice or proposal) where your customer can see the price charged for the samples' production; it is "hidden" from them.
Note: The Sales Order does not load any price for the samples' inventory item on the Product tab.
However, the Job is not able to modify prices or costs. If you add samples or do any type of change on them on the Job level, you must go to the related Sales Order and manually add a value on the Price column or create a new invoice line to charge the customer for the samples. For that, follow the steps below.
Note: Leave the Price column blank or do not create an invoice line if you do not want to charge the customer.
To add a Price:
Navigate to Sales > Commercial > iQuote Sales Order.
Click to select the appropriate Sales Order and click Edit.
Go to the Product tab.
On the Price column related to the samples, click to add a price.
Click on Save.
To add an invoice line:
Navigate to Sales > Commercial > iQuote Sales Order.
Click to select the appropriate Sales Order and click Edit.
Go to the Invoice Lines tab and click to create a new line. The Add window opens.
Create a new line on the Select Other Extra Items area and enter the data related to the samples pricing.
Click on Confirm.
Click the Save button to save the Sales Order.