1. Creating a Quote
Quotes, Orders, and Invoices are all examples of sales documents, and the term sales document is often used to refer to any of them to indicate. SalesPad distinguishes its sales documents by creating sales document ID's that start with DCQ, DCO, and DCI, respectively. If the sales document doesn’t start with one of those prefixes it means it’s a nursery sales document instead of a distribution center document. We have two types of quotes in Salespad based on our ques: New quotes and Quoted quotes.
New quotes are quotes that are still being developed or reviewed but have not been transmitted to customers. These are considered temporary and will be cleaned out periodically. Quoted quotes are completed quotes that have been transmitted to customers. These will not be automatically removed. It’s important to realize that quotes do not allocate any inventory. That will not happen until you’ve transferred a quote to an order. Quotes can contain any items regardless of availability but do not allocate inventory.
Once a quote is accepted it is transferred to an order at which time inventory will be allocated. Orders should then be transferred to an invoice but only when the customer is ready to check out. It is important for Accounting and reporting purposes that invoices only be created during the final checkout process.
2. Selecting the Customer Address
The first step to creating a sales document is locating the correct customer (See Section 3: Finding Customers) and selecting the correct ‘ShipTo’ address that the quote applies to, as shown here.
If you need to add a new delivery address, you can do that here by clicking ‘New.’
Once you've selected the correct customer and the correct SHIP TO address is highlighted in the ‘Contact Addresses’ tab, you would click the ‘DCQUOTE QUOTE’ button on the customer toolbar (highlighted above) to create your new quote. It’s very important that all the needed sales document properties get filled in.
Your quote will open in a new window and be assigned in the workflow to the New Quote que. A Document ID will not be assigned until you click ‘Save’ on the Main Toolbar.Once you have completed your quote, ‘Save’ it, and then ‘Release’ it. Now you are ready to Print it or email it to your customer. Releasing it will move it to the QUOTED que and preserve it.
The Quoted que is where quotes sit that have been shared but have not been converted to orders. It represents that a customer has received the quote but has not yet made a purchase commitment.
3. Transfer
When you are ready to convert the quote to an order, you’ll use the Transfer option in the top right corner of the quote, as shown here.
The Transfer process is used on both Quotes and Orders. You will use this when you are ready to move a document to the next step. Quote->Order-Invoice.
You can, if needed, skip the Quoted que and transfer a new quote to an order by clicking ‘Transfer’ instead of clicking ‘Release’ as we did in the previous section.
You’ll be asked to verify, as shown above. If you say no, the quote will remain a quote. If you say yes, the quote will convert to an order and move to the NEW ORDER que. It is important to realize that the quote document id and the order document id, do not match. This is so we can historically look back at these individual documents if needed.
Your Newly created order will automatically open in a new window.
4. Creating an Order
In addition to transferring quotes to orders, as described above, orders can be created in the exact same fashion as quotes, with the exception that you would click the ‘DCORDER ORDER’ button at the top of the customer toolbar once you’ve located your customer and selected the appropriate SHIPTO.
All new quotes start in the workflow assigned to the New Order que.
It’s very important that all the needed sales document properties get filled in as needed.
Once you have completed an order, you will ‘Release’ it by transferring.
Based on the shipping method the order will go to the PICKUP ,DELIVERY or FULFILLMENT queue. Orders will then wait until
they’re ready for delivery and payment, at which point they will be Transferred to an Invoice to be completed. Invoices should not be created till the day of payment.
5. Creating an Invoice
Invoices can be created by using the order transfer method mentioned above or by starting from scratch. Once again, it's important to note that invoices should not be created until the day of delivery or payment.