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Name your order (Typically you will want to name your order your Quote # however, you can add additional text but at the very minimum you will want to start with applying your Quote #)
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Highlight your order (If you name your order and fail to re-select your order, by highlighting on the row header, and continue to fill out drop downs everything will be lost as it does not know what order to apply the drop downs to)
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Select your quote in the "Chosen Quote" drop down and hit "Set" (This will pull in your "Terms of Sale" and set your "Bill To", "Ship To" and "End User" if applied appropriately in the quote)
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Select drop downs for the following at minimum:
Order Type
Contract Type
Ship Via (Best Way is typically the standard as you are not choosing how your vendor ships the product. If this is filled out it will carry over to the Vendor PO & is one less thing to fill out in that module)
Customer PO
Job Book Date
Order Book Date
Req Ship (Requested Ship Date will also carry over to the Vendor PO)
Req Imp (This carries over to the scheduling department for projections. It is just an Approx Install Date - this will not be how your scheduler schedules jobs, it is just for projections.)
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Process BOM
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Process
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Save
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The Order Entry module in e-manage|ONE is a critical component for processing orders before creating purchase orders. This screen is closely linked to the Customer Invoicing screen, so any necessary adjustments in the Customer Invoice must be made in this module. Here's how to effectively use the Order Entry module:
Associating Orders with Quotes
To ensure seamless tracking and integration within the system, we recommend changing the Order Name to match the associated Quote Number. This establishes a clear connection between Quotes, Orders, and Customer Invoices.
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Selecting and Saving the Chosen Quote
Begin by selecting the quote you wish to process. Afterward, click the small save button located on the "Chosen Quote" line. Take note of the Terms of Sale auto-populating. This indicates you have correctly attached the selected Quote to the Order.
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Essential Selections
Now, you'll need to make several important selections:
Order Type: Choose the appropriate order type.
Contract Type: Specify the contract type for this order.
Terms of Sale: This field should automatically populate once you save your selections.
Customer PO: Enter the Customer PO # or our reccomendation is to enter the Customer Name of the person who signed off on the quote.
Job Book Date: Set the job book date. Standard selection: Today’s date.
Order Book Date: Note that there are two order book date options because you can have multiple orders per job. Select the relevant one.
Processing the Bill of Materials (BOM)
Once you've made these selections, you can click the "Process BOM" button. This action opens the Process BOM window.
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5. Processing Options
In the Process BOM window, you have the choice to process by Line Item or by Phase. This decision determines whether you want to display all the line items from the Bill of Materials on the invoice or show summary information grouped by phase. By default, Line Item/Hybrid Phase is usually suitable for most situations.
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Custom Entries
If you need to create custom entries and don't wish to process the BOM, you have the option to click on "Create / Edit Line Item" at the bottom left. If you opt for this route, make sure to save your custom entry by clicking the save button next to "Process BOM."
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If you need to process an additional quote on the same project (additional order), see here for further instructions. |