Understanding Quote Orders Processing Quote Orders by Ayman Refat - March 13, 20180 Understanding Quote Orders Concept You use quote orders to record price quotes. You can: • Access quote orders through the same review, maintenance, and inquiry form that you use to work with sales orders. • Convert an entire or partial quote order to a sales order. • Use quote orders to ensure effective controls over price guarantees. • Use quote orders to avoid committing inventory until the customer authorizes the order. Procedure In this topic, you will learn the quote order process and the steps to set up and release quote orders. Step Action These steps outline the quote process. A customer requests pricing for a specific quantity of an item. You enter a quote order for the item and quantity. You print the quote order and send it to the customer with an expiration date. The customer accepts the quote and places an order for the item. You convert the quote order to a standard sales order using the quote pricing information. Step Action You need to set up the JD Edwards EnterpriseOne Sales Order Management system for quote orders. The suggested document type for quote orders is Sales Quote (SQ). You use the Document Type Maintenance program (P40040) to distinguish the order as a quote. The system populates user-defined code (UDC) 40/BT with the document type when you enter a value of 3 or 4 in the Order Category field on the Sales tab. Order activity rules are user-defined, and you set up your order activity rules according to your business process for quotes. Set up a next number bucket for quote orders. In the Next Numbers program, use system 42 for the JD Edwards EnterpriseOne Sales Order Management system. Step Action This table provides an example of order activity rules for quote orders: • 520: Enter quote order • 540: Print bid/quote • 580: Release bid/quote • 999: Complete and ready to purge Step Action You create a version of the Sales Order Entry program (P4210) for quote order entry. The version must have processing options set appropriately. Use the Order Type processing option on the Defaults tab to identify the document types for quote sales orders (document type SQ). Use the Line Type processing option to specify how the system processes quote items. Typically, you create quotes for standard stock items, line type S. Use the Commit to Quantity 1 or Quantity 2 processing option to commit quote orders to a bucket to anticipate demand. The default value is 1, commit quantities to quantity 1. Actual inventory availability is usually not affected at the quote order phase but can be configured in the system to relieve quantity. Inventory availability is determined by the document type constants. The processing options for the Create Quotes program (P42101) are the same as those that you set up for entering basic sales orders. The P42101 program contains processing options that control how the system displays information and which version of the P4210 program to use for processing quote orders. Step Action To print quote orders, you use a version of the Print Invoices program (R42565). You use processing options to specify that the printed document is not an invoice. Set the Prevent A/R Number Assignment processing option to 1. When you use the R42565 program to print quotes, the system should not create an accounts receivable (AR) invoice number. Set the Global Print Message processing option to indicate that the invoice is a quote for your customer. Step Action When your customer accepts the quoted price for an item and places an order, you convert the quote to a standard sales order. Here are some considerations for generating a sales order from a quote order: • If you create a quote order and your customer authorizes the purchase of the quoted items, you can use the quote to create a sales order. • The system does not enable you to generate a sales order from a quote, with a specified price, for a quantity that is greater than the balance outstanding on the quote. • The system derives the sales order price from, and is therefore equal to, the quote order price. Step Action Two ways are available to generate a sales order from a quote order: • Manually using the Release Quotes program (P420111). • Automatically using the Sales Order Entry programs (P42101 and P4210). Use the P420111 program to release any, or all, of the items on a quote order to create a sales order. The system: • Maintains the balance remaining on the original quote order if you release only some of the items onto the sales order. • Displays the adjusted quantity the next time you access the quote order. If you release multiple quotes, the system consolidates order lines based on the sold to, branch/plant, and currency code information. The order numbers that you enter can be consolidated in the same way as the system-generated sales orders. For example, if you select multiple records to release and enter a new order number for the first record only, the system consolidates the orders. When you enter a sales order detail line, and a quote exists for the combination of sold to, branch/plant, and currency code, the system can release the quote based on the processing option settings. Step Action The Blanket/Quote Order Processing processing option on the P4210 program must be active for the system to process quote orders correctly. The system does not search for quotes if you do not activate this processing option. If the Default Selection for Multiple Blankets Orders processing option on the P4210 program is blank and more than one quote exists for an item and customer relationship, the system displays a notification, which indicates that more than one quote order exists. You then select Blanket Orders from the Row menu to select the quote from which to specify quantity when generating the sales order. If the processing option is set to 1, the system selects the quote order with the earliest cancel date and generates the detail line of the sales order. If the Default Selection for Single Blanket Order processing option on the P4210 program is blank and a single quote exists for an item and customer relationship, the system retrieves the price automatically from the quote order and generates the detail line of the sales order. If the processing option is set to 1, the system displays a notification and the quote is not automatically applied. Use the Blanket Orders option from the Row menu to convert the quote into a sales order. In summary, you use quote order entry when a customer requests pricing information, but is not ready to commit to a sales order. When your customer authorizes the purchase of the quoted items, you use the quote order to create a sales order. End of Procedure.