Promoting A Sales Order

Promotion Button

Right clicking on an order row brings up the action menu that features several action buttons. Within these actions button, is the promotion button that features a yellow icon and a title describing the promotion action. This button is labelled and presented differently across the various tabs on the Transactions Page.

This button will appear disabled (greyed out) if promoting the order is restricted. Hovering over the button will display a note listing the reason for restriction. The note also allows navigating to the issue where it can be resolved. Once all pending reasons for promotion restriction are resolved, the button will be enabled.

Alternately, orders that can be promoted to the next stage will appear green on the Transactions Table and will sport a green button on the right side of the row that can be used to promote the order.

Continue below to learn more about the sales process and sale order promotion flow.

The process of selling an asset to a customer begins with generating a quotation for a customer. A quotation contains all information regarding the customer, assets to be sold, fees and taxes.

Promoting a Quote To An Open Sales Order

A sales quote can be created and saved without a customer, but a customer must be set before the quote can be approved — attempting to approve without one shows "A customer must be set before approving this quote." and takes you to the Customer tab.

When a user approves a quotation, a sales inspection is generated for the asset, and the asset is put into the sale approval status to initiate the sale approval process.

Sale inspections can be accessed and viewed on the All Work tab on the Service Page. Learn how to inspect assets here.

Assets pending sale approval require checklist to be filled out and validated. Learn how to validate asset checklists here.

Once the sale inspection has been filled in, saved and marked completed, and asset sale checklists validated and finalized, the sales quote will automatically be promoted to an open sales order, and an invoice will be generated against the sales order.

Credit-limit check on conversion

Converting a sales quote to an open sales order runs a credit-limit check: the customer's full exposure — their open accounts-receivable balance plus uninvoiced open orders, including this one — is compared against their credit limit. If the customer would be over their limit, the outcome follows their credit-limit policy (the same Warn / Block policy shown on the A/R Over Credit Limit report):

• Warn — a "Credit Limit Exceeded" notice is shown (the amount over, and total exposure vs limit), and you can acknowledge it to proceed with the conversion.
• Block — the conversion is stopped, with a message that the customer is over their credit limit.

The check is re-run on the server when the order is actually converted, so it remains the final authority.

Closing an Open Sales Order

When a sales quote is promoted to an open sales order, an invoice is generated against the customer. Once the invoice is paid, the sales order can be closed.

To close an Open Order, head to the Sales Page via the Left Navigation Menu and click on the Open Sales Orders Tab. Right click on an order row to bring up the action menu. Promotion Button will appear as below:

When closing is blocked

An open sales order can only be closed once its outstanding work is done. If any of the following is still pending, the close (promotion) button is disabled and hovering over it lists the blocking reason(s):

• Payment has not been received — one or more of the order's invoices is not fully paid.
• One or more assets are not sale approved yet — an asset's sale checklist is not yet approved/sold.
• One or more assets have incomplete sale inspections — a sale inspection is not marked done.
• One or more assets have incomplete work orders — a sale work order is not marked done.

Resolve the listed items and the button becomes available.

Clicking the button will display a prompt to the user, to confirm closing the order. On confirming the prompt, the order will be closed.

The order will be removed from the Open Orders Tab, and will instead be visible in the Closed Orders Tab now.